INTRODUCTION
Feature Summary: CourtReserve requires each system user (admin, sub-admin, coordinator, or instructor) to have a unique email address for every organization they belong to. This article covers how to resolve email conflicts when adding or reassigning system user accounts.
Use Cases:
Add a system user who is already a system user at another organization
Resolve an "Email Already in Use" error when creating a system user account
Reactivate an inactive system user account instead of creating a duplicate
Understand why a member can use one email to log in across all of their linked clubs
OVERVIEW
A system user cannot have the same email be tied to more than one organization within CourtReserve. If the email you are trying to use is already linked to a system user account elsewhere, you will need to resolve the conflict before you can add the system user.
Common Issues and Errors
"Email Already in Use" error
This error occurs when the email address you are trying to assign is already associated with another system user account in CourtReserve. This is common when:
Adding a user who is already a system user at another organization.
Attempting to assign an email address that is already linked to another system user profile.
"Invalid Email" error
This error may appear if the email address is already active in the system but not available for reuse in your organization.
Workarounds and Solutions
Use a different email address. This is the most direct fix, since a system user's email must be unique and cannot be duplicated.
Use the "+" email aliasing trick. Most email providers, including Gmail, support "+" aliasing to create a unique email address that still delivers to the same inbox.
For example:
Original email:
[email protected]Alias:
[email protected]
Emails sent to the alias are still delivered to
[email protected], but CourtReserve treats the alias as a unique email address. This allows a system user to hold a separate account for a different organization without a hard email conflict.Note: This does not change the underlying rule. Each system user account still needs its own unique email string; the alias just gives you a way to generate one without creating a whole new inbox.
Request email removal from another organization. If the email is already in use as an admin or instructor at another organization, the user can request removal from that organization. Once removed, the email can be used in your organization.
Reactivate existing accounts. For system users with inactive accounts, reactivate their profile and update their permissions to the desired role (admin or instructor) instead of creating a new one.
Special Cases
Enterprise Managers
If your organization is part of an Enterprise, email reuse may be allowed for system users with an Enterprise Manager role across clubs within the same Enterprise. These users hold the same email address as a system user at at least one location, and also as an Enterprise Manager in the Enterprise Dashboard. This gives them dual access to both individual location settings and the Enterprise Dashboard, using a single email address. See the Creating Enterprise Users article here for more information.
Member Email tips
While system user emails must be unique per account, member (player) accounts follow different rules. A few tips apply specifically to members:
One Email Across Multiple Clubs
Unlike system users, a member can use one email address to access all of their linked clubs. For example, [email protected] can log in once and navigate within CourtReserve between the clubs they belong to, without needing a separate email or alias for each one.
Adding Juniors and Families
When adding juniors or family members, avoid creating duplicate accounts. Instead:
Link the junior to the existing parent account.
Use the "+" aliasing trick if the junior requires a separate login.
Merging Duplicate Member Accounts
Unlike system users, member accounts can be merged if a duplicate exists. If a player has two accounts:
Ensure both accounts are visible in your system and not in the same family.
Go to the member's profile and select More Actions > Merge Account.
Choose the destination account and select which information to keep.
Complete the merge to consolidate the accounts.
See Merge Account article here.