This feature is currently in Beta, meaning it is actively being tested and refined before a full release. It is not available to all organizations. Access is limited to clubs in CourtReserve's Early Access Groups. To request access, contact our Customer Support team via live chat or email.
Introduction
Feature Summary: Pro Shop demos let system users check out racquets and paddles to players for a trial period, track each rental from checkout through return, and record a purchase when a player decides to buy. Each rental follows the rules of its demo program, including its length, fees, and late fees.
Use Cases:
Create a demo order for an existing or new player
Track demo rentals by stage, such as outstanding, due soon, or late
Record when a player purchases the racquet they demoed
Refund or adjust fees on a demo order
Build and maintain your inventory of demo racquets and paddles
Import demo inventory in bulk from a spreadsheet
Let members request and pay for demos from the member portal
Overview
Every demo rental follows the same three pieces:
A demo program sets the rules for the rental: how long it lasts, what it costs, how many racquets a player can take, and whether late fees apply. Programs are set up in Pro Shop Settings (see Demos Settings below).
Demo inventory are the individual items available to rent, each linked to one or more programs.
A demo order checks out one or more racquets or paddles to a player under a program, and tracks the rental until it's closed out.
Note: Before you create your first demo order, set up at least one demo program. See Programs under Demos Settings below.
Note: Some button and step names follow your shop’s sports: they say Paddle if your shop only has paddle sports, and Racquet / Paddle if it has both or none are chosen. This article says Racquet.
Prerequisites
Racquet / Paddle Demos must be enabled for your organization. Admins, and Sub-Admins with Can Manage Demos, can open Demos. Demos settings, demo reports, and demo notifications are available only to Admins. For setup steps and access details, see Introducing Pro Shop.
Navigation
From the admin panel, click Pro Shop in the left-hand navigation.
In the Pro Shop sidebar, click Orders under Demos. The Demo Orders screen opens.
To manage demo inventory, click Demo Inventory under Demos.
Orders
The Demo Orders screen lists all active and past demo rentals for your club. Each order shows its Player, Program, Racquets, Stage, Status, Purchased (Yes or No), Start Date, Return Date, and Total Revenue.
Stage - Where the rental is in its lifecycle (for example: Outstanding).
Status - The order’s payment state: Paid, Partially Paid, Unpaid, Voided, or No charge.
Use the search field to search the current page by player or program. Click Export to export the list, or New Order to create a demo order.
Demo Order Stages
Use the tabs at the top of the screen to filter orders by stage. Outstanding Demos is shown by default, and the screen remembers the last tab you chose.
Outstanding Demos - Open orders that haven’t reached their return time. An order stays open, and keeps moving through the stages, until you click Mark Finished, even if every racquet is back. No late fees or full charges are taken while no racquet is out.
Completed - Orders closed out with Mark Finished. An order can be completed while a fee is still unpaid, so check Fees & Payments.
Due Soon - Rentals within one hour of their return time.
Late Fees - Rentals past their return time, on a program with late fees enabled, that were placed on the member portal or are on a program with Require Online Payment turned on.
Late (No Fees) - Rentals past their return time that don’t qualify for late fees, either because late fees aren’t enabled on the program, because the order was created by staff on a program without Require Online Payment, or because the late fee period ended on a program without Enable Full Charge Of Missing Racquets. In that last case, the order moves here from Late Fees.
Full Charge - Rentals where racquets weren’t returned by the end of the late fee period, on a program with Enable Full Charge Of Missing Racquets turned on. The player’s card on file is charged the MSRP of the unreturned racquets or paddles, minus all fees already billed on the order, including rental and late fees. No tax is added. If those fees already cover the MSRP, nothing is charged, but the racquets are still marked Sold.
All Stages - Every demo rental.
Orders move through stages automatically as time passes. Stages only move backward when you restart a rental, and there's no option to set an order's stage by hand.
Note: Stages update automatically in the background, not the moment a time passes. An order can stay on its previous tab for up to about an hour after its return time before it moves to Late Fees, Late (No Fees), or Full Charge. Late fees and full charges post on the same schedule. Clicking Mark Finished or restarting the order updates its stage right away. Marking a single racquet returned doesn’t change the stage.
Note: An order in Late (No Fees) never moves on to Full Charge. Late fees and full charges are charged automatically to the player’s saved card or bank account, so staff-created orders only get them when the program has Require Online Payment turned on.
Note: Late fees and full charges are charged automatically to the player’s saved card or bank account. If a charge fails, the fee stays on the order as unpaid and the charge is retried once a day for up to 10 days. Paying the fee another way stops the retries. If every retry fails, the order is paused.
Note: Each order follows the program settings that were in place when the rental started. Editing a program later doesn’t change the stage or fees of orders already in progress. Two exceptions: a new Revenue Category is used for fees posted after the change, and restarting an order or editing its times uses the program’s current length, return time, grace period and late fee days.
Creating a New Demo Order
The New Demo Order pop-up has three steps: Player & Program, Select Racquets, and Confirmation. If the selected program requires an opt-in, an Opt-In Policy step is added after Player & Program.
On the Demo Orders screen, click New Order.
On the Player & Program step, choose Existing Player or New Player, then select a Program. Next is available once both a player and a program are selected.
Note: If no demo programs have been created yet, the Program field shows “No programs created yet.” Set up a program first. See Programs under Demos Settings below.
You can also create a demo order from the point of sale register. Under Services, click Demos, then New demo order. The steps are the same.
Adding an existing player
Select Existing Player.
In the Player field, search by name, email, or phone number, then select the player.
Select a Program.
Click Next.
Adding a new player
Select New Player. The New Player pop-up opens.
Enter the player's First Name and Last Name (required).
Enter the player's Email address and Phone Number (required). Member ID is optional.
Click Create Player.
Note: If the details you enter match an existing player, the player may not be created. For the full matching rules, see Pro Shop: Player Records.
Opt-in policy
If the program has Add Opt-In Step to Checkout turned on, the Opt-In Policy step shows the program's opt-in content under the heading Demo Rental Policy (please verbally communicate this to players).
Review the policy with the player.
Check Player understands and accepts the policy terms.
Click Next.
Selecting racquets
The Available Racquets step lists the racquets and paddles you can add to the order.
Search by brand, model, or sport, or filter using the Brand and Sport dropdowns.
To also see racquets and paddles that are currently rented, check Show all — including those out of stock. Join the waitlist! This option only appears when Enable Demo Waitlist is turned on. To add the player to a racquet’s waitlist, click Join Waitlist. For details, see Demo Waitlist below.
Check the box next to each racquet or paddle to add it to the order. A counter shows how many are selected out of the program's maximum (for example: "1 of 1 selected").
Click Next.
Confirmation
The Confirmation step summarizes the order:
Selected Racquets - Each racquet or paddle on the order, with its brand, model, and sport.
Player - The player’s name, email, and member ID.
Program - The program name, Charge Cadence, Charge Type, and whether Allow Swapping is on.
Return Date and Return Time - When the racquets are due back, based on the program's Program Length and Default Return Time. The time is shown in your local time.
Staffer - The staff member checking out the order. This field only appears when Enable Staff Picker is turned on in Pro Shop Settings, and is required when it appears. The list includes your organization's active users with the Admin role.
Below the fields, a summary shows what the player will be charged and when, based on the program (for example: “A $200.00 demo fee will be added to [player]’s account at checkout”). For a program with Delay Initial Charge, it says the fee is added a number of days after checkout. For a Daily program, it says the fee is added daily until all the racquets are returned. If the program has late fees, the summary also shows when late fees begin and how much they are.
Click Create Demo Order. Two examples shown here:
Demo Order Details
Click an order on the Demo Orders screen to open its Demo Order Details page. The page shows the order number with two badges: its stage and its payment status (for example: Outstanding and Paid).
The page includes:
Player - The player’s name, Phone, Email, and Payment Mode (for example: InStore). To open the player’s record, click their name.
Program Details - The program name; the Start, Next Charge, and End dates and times; the Late Fees Start and Full Racquet Charge dates and times, if they apply; the Total charged; and whether the order has been Purchased. Finished orders also show when they were Finished.
Racquets - Each racquet or paddle on the order, with its Brand, Model, Sport, Checked Out date and time, and Checked In/Purchased On date and time. Each column also shows the staff member who handled it. When Enable Staff Picker is on, click Edit staff to change it until the order is finished. Racquets that are still out show an Out status and a Mark Returned button. Click Mark Returned when the player brings a racquet back. Its status changes to Returned, and Checked In/Purchased On shows the date and time it was returned. If a racquet was marked returned by mistake, or the player takes it back out, click Check Out on its row to check the same racquet out again. Racquets that were never returned and were charged in full show a Sold status, with an Undo Sold button.
Fees & Payments - Each fee and payment on the order, with its Date, Type, Description, Method, Status, Amount, Tax incl., and Paid. Discount and Refunded columns also appear when a promo code or refund applies. Payments are shown in parentheses (for example: “($4.00)”).
Activity Log - Every change to the order and its racquets (started, checked out, checked in, purchased, restarted, paused, times edited, archived, finished), with the date and time.
To add another racquet or paddle to the order, click Add Racquet in the Racquets section. This isn't available once the player has the program's maximum number of racquets out.
Managing Fees and Payments
Pay - On an unpaid fee, take payment for the fee. Sub-Admins need permission to process payments.
Void - On an unpaid fee, void the fee. Sub-Admins need permission to void payments.
Edit the amount - On an unpaid fee, click the pencil icon next to the Amount.
Refund - On a paid fee, refunds it. Sub-Admins need Allow Processing Of Refunds.
Note: To refund an automatic late fee or full charge, click Refund on its fee row. The row for the automatic charge attempt itself has no buttons.
Adjustments - On a fee whose amount was changed, click the magnifying glass icon to open Fee Adjustment History, which lists each change to the fee with its Entity Type, Adjustment Date, Original Fee, Adjustment, New Fee, User, and Reason.
Revert - On a payment row, reverses the payment. Sub-Admins need permission to revert payments.
Order actions
The following actions are available at the top of the page:
Back To Demo Queue - Returns to the Demo Orders screen.
Demos Purchased? - Records that the player purchased one or more of the racquets they demoed (see below).
Generate Fees - Posts upcoming daily fees on a Daily program (see Generating daily fees below).
Restart - Restarts the rental with a new due date (see Restarting a rental below). Shown at the top of the page only when Enable Second Restart Order Rental is on.
More Actions - On an open order, opens Restart Rental, Pause Rental, and Edit Times. On a completed order, opens Archive. Archived orders no longer appear on the Demo Orders screen. An archived order shows Unarchive under More Actions.
Pause Rental - Stops stage changes, daily fees, late fees and full charges until you click Unpause Rental. The order shows a Paused tag. CourtReserve also pauses an order when an automatic late fee or full charge still fails after its retries.
Mark Finished - Closes out the order. Available once every racquet or paddle on the order has been returned, purchased, or sold. A Complete Demo Order pop-up asks whether the player purchased any of the racquets. Choose No, or choose Yes and enter how many of each they bought, then click Complete. The order moves to the Completed stage, and Program Details shows the date and time it was finished.
Recording a purchase
When a player decides to buy a racquet or paddle they demoed:
On the Demo Order Details page, click Demos Purchased?.
Select the Racquet the player purchased.
Enter the number purchased in # Purchased. The default is 1.
Click Complete.
The racquet's status changes to Purchased, and Purchased in Program Details changes to Yes. If the racquet was still out, it's checked in at the same time, so you don't need to mark it returned first.
To reverse a recorded purchase, click Undo Purchased on the racquet's row.
Note: Recording a purchase doesn’t close out the order. Once every racquet or paddle on the order has been returned, purchased, or sold, click Mark Finished.
Recorded purchases count toward the Conversion rate in demo reports. For details, see Pro Shop: Reports.
Note: Recording a purchase is for tracking only. It doesn't add a fee to the player's account, and it returns the demo racquet or paddle to your demo inventory with an Available status. The purchase is treated as the player buying a new one, so the demo unit stays available for future rentals. A racquet or paddle is only marked Sold when it's never returned and the player is charged its full price.
Generating daily fees
On a program with Charge Cadence set to Daily, the first day’s fee is posted when the order is created, and each later day’s fee is posted automatically as it comes due. Next Charge in Program Details shows when the next day’s fee will post. Daily fees are posted as unpaid, so the player pays them at the register or on the member portal.
To post upcoming days now, for example when the player wants to pay ahead:
On the Demo Order Details page, click Generate Fees.
Enter the Number of days to bill.
Click Generate Fees.
Days that were already billed are skipped, so you can run this again to bill more days. If every day you entered was already billed, the message “No new fees — those days are already billed” appears.
Note: Sub-Admins need permission to post fees to use Generate Fees.
Restarting a rental
Restarting a rental gives the order a new due date counted from now, and its return reminders start again.
On the Demo Order Details page, click Restart, or click More Actions, then Restart Rental.
Click Restart to confirm.
Note: More Actions, then Restart Rental, is available when Enable Restart Rental is turned on in Pro Shop Settings. The Restart button at the top of the page only appears when Enable Second Restart Order Rental is turned on. Completed, archived and Full Charge orders can’t be restarted. For details, see Rentals under Demos Settings below.
Editing times
To change when a rental started or is due back:
On the Demo Order Details page, click More Actions, then Edit Times.
Update the times, then save your changes.
Late fee and full charge times are recalculated from the new return time. Editing times doesn't change the order's stage. For example, an order on Late (No Fees) stays there even if you move its return time later.
If you move the start earlier and that adds billable days, you’re asked whether to bill them. Click Post Fees to add fees for the extra days, or Save Without Fees to save the new times without charging for them.
Returning Racquets Early
When a player returns racquets before the end of the rental:
One Time programs - Unpaid rental fees are adjusted to cover only the days the player had the racquets. Fees the player already paid aren’t refunded automatically. To give the player money back, refund the fee from Fees & Payments.
Daily programs - No more daily fees are posted after the racquets are returned, and the return day isn’t billed.
Late fees - Late fees that were already charged aren’t reduced or refunded.
Note: Clicking Mark Returned on a single racquet doesn’t change any fees. Fees are only adjusted when the whole order is returned.
Demo Waitlist
When Enable Demo Waitlist is turned on, players can join a waitlist for a racquet or paddle that’s currently rented.
Staff - On the Select Racquets step of New Demo Order, check Show all, then click Join Waitlist on a rented racquet. The button changes to On waitlist. A player who already has that racquet checked out can’t join its waitlist. You have this demo shows instead of Join Waitlist.
Players - When requesting a demo on the member portal, players check Show all on the racquet step and join the waitlist the same way.
When the racquet is returned or its demo is marked purchased, it’s reserved for the next player on the waitlist until close of business, and they’re notified with Demo Waitlist Available. If the club is closed at the time, the hold starts when it next opens.
If the racquet is sold or removed instead, waitlisted players are notified with Demo Waitlist Unavailable, and their place on the waitlist is canceled.
Players can see and leave their waitlists from My Demos on the member portal. The Waitlist column on Demo Inventory shows how many players are waiting for each racquet.
Demo Inventory
The Demo Inventory page is your inventory of racquets and paddles available for demo rentals. Each item lists its Brand, Model, Sport, Status, Price, the number of Programs it’s linked to (All if it isn’t limited to specific programs), Created At, Rentals, and Waitlist. Racquets that were archived in RacquetPass before the move show an Archived tag with the date. There’s no archive action in CourtReserve; use the trash icon to delete.
Status is one of the following:
Available - Ready to rent.
Reserved - Held for a player on the waitlist until close of business. The list shows who it’s held for and until when.
Rented - Currently checked out on a demo order.
Being Strung - Out for stringing.
Sold - Never returned, and the player was charged its full price.
Use the search field to find a racquet or paddle. Click the pencil icon on a row to edit it, or the trash icon to delete it. A racquet or paddle can’t be deleted while it’s on an active rental. If your club uses demo ratings and reviews, click the star icon to see a racquet’s reviews.
Other actions on this page:
Export - Export the list.
Import - Add or update racquets and paddles in bulk from a spreadsheet.
New Racquet - Add a racquet or paddle.
Importing Racquets and Paddles
On the Demo Inventory screen, click Import.
Click Download template to download the import spreadsheet.
Fill in one row per racquet or paddle. Brand and Model are required. The template also includes Sport, Grip Size, Price, Custom ID, UPC, Racquet #, and Description.
Under Spreadsheet, click Choose file and select your completed spreadsheet.
To add every item in the file to one or more demo programs, select them in Add to demo program(s). This is optional.
Click Import.
Creating a Demo Racquet or Paddle
On the Demo Inventory screen, click New Racquet.
On the Enter stock number or UPC step, enter the item's UPC or Stock number (from your purchase order). CourtReserve uses it to fill in the brand, model, sport, head size, MSRP, photos and description. A UPC match on a tennis racquet also fills in the grip size. If you don't have either, leave both blank and enter the details by hand. You can add a UPC or stock number later.
Note: Entering a UPC or stock number is recommended. Auto-filled details keep equipment records consistent across demos, stringing, and sales.
Click Next. If CourtReserve finds the item, it opens Racquet Details with the details filled in. If it doesn’t, click Next again to pick the racquet yourself. If you left both fields blank, the Pick your Racquet step opens. On the Pick your Racquet step, complete the following:
Sport (required) - The sport the racquet or paddle is used for (for example: Tennis, Pickleball, or Padel).
Brand (required) - Pick from Your brands or Add from the industry database, or type a new brand.
Model - Search the brand's models in CourtReserve's catalog, then select one. Available once Sport and Brand are selected.
Selecting a model fills in its catalog details (photo, head size, description, MSRP, UPC, and more) on the next step. If the model isn't in the catalog, click Enter manually to fill in the details yourself.
On the Racquet Details step, complete the following. Required fields are marked with an asterisk (*).
Brand (required) - Pick from Your brands or Add from the industry database, or type a new brand.
Model (required) - The model name.
Sport - The sport the racquet or paddle is used for.
Grip Size - Filled in from the catalog for tennis racquets only. Required for tennis and other stringing sports; optional otherwise.
Head Size - The racquet’s head size (for example: “107 sq. in.”). Racquets only. For paddles, this step shows Paddle Weight, Swing Weight, Twist Weight, and Balance Point instead.
Product Description - A description of the racquet or paddle. Filled in from the catalog when a model is matched.
Racquet Number - An internal tracking number. The default is 0.
Custom Searchable ID - Your own identifier for the item.
UPC Code - The item's UPC.
MSRP (required) - The manufacturer's suggested retail price. Filled in from the catalog when a model is matched; you can change it. Must be greater than $0.00.
Note: MSRP is the amount a player is charged if the racquet or paddle is never returned, minus all fees already billed on the order, so make sure it’s accurate.
Under Revenue & Tax:
Revenue Category - The revenue category for this item. If left blank, the item has no revenue category.
Tax Rates - The tax rates applied to the item's full price. If left blank, no tax is applied.
Click Next. For racquets, the String Details/Mains step is optional:
Brand - The string manufacturer.
Model - The string model.
String Type - The type of string.
String Tension - The tension the racquet is strung to.
Unit - The unit for string tension. The default is lbs.
Mains and Crosses have same settings - On by default. Turn it off to enter separate String Details/Crosses with their own Brand, Model, String Type, String Tension, and Unit.
Programs - Link the racquet or paddle to one or more demo programs.
Note: Paddles don’t have a String Details step. For paddles, Programs is on the last step instead.
Click Next. On the Internal Note step:
Note - An internal note about the racquet or paddle. Players can't see it.
QR Code - To tag the item with a QR code, open the RacquetPass app on your phone, scan an existing QR code, and select Assign to New Racquet.
Click Create Racquet.
Editing a Demo Racquet or Paddle
Click the pencil icon on a row to open the Demo Racquet pop-up. All sections appear on one form: Racquet Details, Revenue & Tax, String Details/Mains, Programs, Internal Note, QR Code, and Waitlist if players are waiting for it. Make your changes, then click Update Racquet.
Note: If the racquet or paddle was matched to a catalog model, its Brand, Model, Sport, Head Size, and UPC can’t be changed.
To add another racquet or paddle with the same details, click Clone at the bottom of the pop-up. The Clone Demo Racquet form opens with the details filled in. The Racquet Number and Custom Searchable ID are left blank. Fill them in, change anything else that’s different, such as the UPC Code, then click Create Racquet.
Player Experience
Members can request demos and keep track of them from the member portal. For which members can see demos, see Member Portal under Demos Settings below.
Viewing Your Demos
On the member portal, click your name at the top right.
Click My Demos.
The My Demos page lists the demo inventory you've checked out and their status. Current rentals appear under Active demos. Each shows the demo program, the club, the payment and rental status, the due back date, and the number of racquets. If a rental has a balance, it shows Balance due, with a Pay button. To see a rental’s details, click View details.
Below your current rentals, Past demos lists your earlier rentals with your totals, and Waitlist lists any racquets you’re waiting for. To leave a waitlist, click Leave.
To request a new demo, click Request a demo.
Requesting a Demo
On the My Demos page, click Request a demo.
Choose a demo program. Each program shows its fee, the number of racquets you can take, and how many days you can keep them.
Click Continue.
If the program has rental terms, review them, check I understand and accept the policy terms, and click Continue.
Select the racquets or paddles you want to demo. To narrow the list, use the search field or the Sport and Brand dropdowns.
To see a racquet’s details, such as its sport, brand, model, grip size, strings, and retail price, click View details. If your club uses ratings and reviews, its rating is shown too.
Click Continue. Review your racquets on the Confirm demo racquets step, then click Proceed to checkout.
Review the Order summary, which shows the program, pricing, when your racquets are due back, and the amount due now. If the program charges late fees, a warning shows the late fee and the return deadline.
Enter your card details, then click Pay now. If nothing is due now, there’s no card entry, and the button reads Place order.
A confirmation message shows that your demo order has been submitted. Click Go to your order to view it, or Back to profile to return to your account.
The order appears on the Demo Orders screen under Outstanding Demos. Its Status depends on what was paid at checkout (for example: Paid, or No charge for a free program), and its Return Date is set by the program.
Note: Players can only request demos if your club accepts online payments on the member portal. Otherwise, Request a demo is hidden, and players are asked to book their demo at the front desk.
Note: If Enable Demo Waitlist is on, players can check Show all above the racquet list to see racquets that are out of stock and join a waitlist for them.
Demos Settings
Demos settings control how demo rentals work for your shop, including who can request demos, the rules for each demo program, default charge settings, and demo notifications.
In the Pro Shop sidebar, click Settings.
Under Demos settings, click the card you want to change. If your club has more than one Pro Shop module, click Demos at the top of the page to show only demo settings.
The Demos settings page opens on that card’s tab. Each card has its own tab at the top of the page, so you can switch between them without going back.
Card | What It Controls |
Member Portal | Whether members can browse and request demos on the member portal, and which memberships can |
Rentals | The staff picker, restart options, and the demo waitlist |
Programs | Your demo programs and the checkout rules each one carries |
Charges | Your shop type, and the default tax rate and revenue category for demo charges |
Member Demos Link | The link, QR code, and poster members use to find your demos |
Demo Notifications | The messages sent for demo rentals, by channel |
Changes on the Member Portal, Rentals, and Charges tabs save automatically. Programs and notification content save when you click the button in their pop-up.
Member Portal
Show demos on the member portal - Lets signed-in members browse demo programs and racquets and request a demo themselves from My Demos on the member portal.
Who can see demos - Appears when Show demos on the member portal is on. Choose All Players or Certain Memberships.
Allowed memberships - Appears when Who can see demos is set to Certain Memberships. Select the membership types that can see demos.
Note: If Certain Memberships is selected but no memberships are added, demos are hidden from all members.
Who can request a demo
When Certain Memberships is selected, a member must have an active membership of an allowed type. Members with no membership, or whose membership is expired, canceled, or suspended, can't see demos, even if their membership type is on the list.
When a member requests a demo, CourtReserve also checks that:
The member is signed in
The selected demo program is active
The number of racquets requested is within the program's Max Racquets limit and the racquets are available
The member accepted the opt-in policy, if the program requires one
Rentals
Enable Staff Picker - Adds a staff picker to each racquet on a demo order, so staff can record who checked each racquet out and in. The picker lists your organization's active users with the Admin role.
Enable Restart Rental - Allows staff to restart a rental with a new due date. This is turned on by default.
Enable Second Restart Order Rental - Adds a Restart button at the top of Demo Order Details.
Enable Demo Waitlist - Lets players see demos that are out of stock and join a waitlist for them. When a demo is returned, the next player on the waitlist is notified, and the demo is reserved for them until close of business that day.
Programs
A demo program sets the checkout rules for a rental: its length, fee, racquet limit, late fees, card-on-file requirement, and waiver. At least one active demo program must exist before a demo order can be created.
Under Program options:
Enable Long Demo Programs - Allows creating long demo programs.
Enable Program Reminder Hour - Adds a reminder-hour field to demo programs.
Below the program options, the Demo Programs list shows each program's Name, Charge, Max Days, Max Racquets, and whether it's Active. Use the search field to find a program, or click Export to export the list. Each row has edit and delete icons.
Note: Changes to a demo program only apply to rentals started after the change. Rentals already in progress keep the program settings that were in place when they started. Two exceptions: a new Revenue Category is used for fees posted after the change, and restarting an order or editing its times uses the program’s current length, return time, grace period and late fee days.
Create a Demo Program
On the Programs card, click New Demo Program.
On the Program Details step, complete the following fields. Required fields are marked with an asterisk (*).
Under Basic:
Demo Program Name (required) - The name players see when choosing a demo program (for example: “Daily 4 Day Program”).
Under Program Length:
Program Length - The maximum number of days a player can keep racquets. Enter 0 for racquets due back the same day. If left blank, this is set to 0.
Max Racquets - The maximum number of racquets a player can have out at one time. If left blank, this is set to 1.
Sport Type - The sports this program applies to. Choose one or more sports, or All sports.
Membership Type - The membership types that can use this program. Leave it empty to make the program available to everyone, including players with no membership.
Default Return Time - The default return time for a new demo rental. The default is 6 PM.
Reminder Hour - How many hours after a demo rental is created to send the return reminder, from 1 to 12. This field only appears when Enable Program Reminder Hour is turned on.
Allow Racquet Swapping - Shown on the New Demo Order Confirmation step for staff reference. It doesn’t change what staff or players can do.
Under Player Opt-In:
Add Opt-In Step to Checkout - Adds a step where players opt in to the program before choosing racquets.
Opt-In Content (required when shown) - The message players see during the opt-in step.
Under Long Program, which only appears when Enable Long Demo Programs is turned on:
Long Demo Program - Adds a Program Sign Up Date and a Program Ends date (the sign-up date plus Long Program Duration) to each order on this program. You can change both in Edit Times.
Long Program Duration (days) - How many days the long program lasts. The default is 60.
Click Next. On the Charging & Fees step, complete the following fields.
Under Charging:
Require Online Payment - Lets late fees and full charges be charged automatically on orders staff create in the admin. Member portal orders always pay online.
Charge Cadence - How often players are charged: One Time (the default) or Daily.
Charge Type - How the rental fee is calculated: Flat (the default), Per Day, Per Racquet, or Per Day, Per Racquet.
Base Charge Amount - The amount used with Charge Type to calculate the rental fee. The default is $0.00.
Delay Initial Charge - The number of days to wait before the initial rental charge. The default is 0. On a Daily program, the delayed days are free. On a One Time program, the full charge is posted when the delay ends.
Revenue Category - The revenue category for this program’s rental, late fee, and full charge fees. If left blank, charges use the Default demo revenue category on the Charges card. On the Transactions and Sales Summary pages, demo fees show this revenue category and a description such as “Demo order #12 late fee.”
Tax Rates - The tax rates applied to this program's rental charges. If left blank, charges use the Default demo tax rate on the Charges card.
Under Late Fees:
Enable Late Fees - Automatically charges late fees to the player’s saved card or bank account. Staff-created orders also need Require Online Payment turned on.
Grace Period - The number of days after the return date before late fees begin. The return date is the rental's start date plus the Program Length. The grace period is set separately and doesn't change if you later edit Program Length.
Charge Type - How the late fee is calculated: Flat or Per Racquet.
Base Late Fee Charge Amount - The amount used with Charge Type to calculate the late fee.
Late Fees Program Length - The maximum number of days late fees are charged. One late fee is charged for each day the racquets are late, up to this number. If left blank, this is set to 1.
Enable Full Charge Of Missing Racquets - After the maximum number of late fee days, charges the MSRP of any racquets that haven’t been returned, minus all fees already billed on the order.
Note: If Enable Late Fees is on but Base Late Fee Charge Amount is $0.00, no late fees are charged. If a program isn't collecting late fees as expected, check this amount first.
Click Create Program. To go back a step, click Back. To close without saving, click Cancel.
Edit or Delete a Demo Program
To edit a program, click its edit icon in the Demo Programs list.
To delete a program, click its delete icon. A program can't be deleted while it has any rentals that aren't complete or canceled.
Charges
Under Billing:
Shop type - The kind of shop you run: Retail Shop (the default), Public Center, Private Club, Independent Stringer, Independent Pro, Tournament, College Team, or High School Team.
Under Charge defaults:
Default demo tax rate - The tax rate used for demo charges when a demo program doesn't have its own.
Default demo revenue category - The revenue category used for demo charges when a demo program doesn't have its own.
Member Demos Link
Share a link or QR code that takes members to your club's demos page.
Demos URL - The link to your club's demos page. Click Copy to copy it.
QR Code - A QR code that opens the same page. Click Download PNG to save it, or Create poster to make a printable poster.
Demo Notifications
Control which demo notifications are sent, and how, for players and system users. For each notification, you can set whether it’s Active and whether recipients are Subscribed by default, for email, and for text and push if your club uses them.
Examples shown here:
Player Notifications:
Demo Order Placed
Demo Return Reminder - Sent one hour before the return time, and, if the program has a Reminder Hour, that many hours after the order is created.
Demo Late Fee Warning - Sent when the grace period after the return time ends.
Demo Late Fee Charged
Demo Full Charge Warning - First warning that unreturned racquets will be charged their full price, sent when late fees start.
Demo Full Charge Final Warning - Sent 24 hours before an unreturned racquet's full charge, with the amount to be charged. Only sent when a charge will follow. If more late fees post after it's sent, the actual charge can be lower than the email shows.
Demo Refund Issued
Demo Returned - Sent when you click Mark Finished, unless the player bought or kept every racquet.
Demo Purchased - Sent when a player buys the demo racquet they were trying, inviting them to review it. Only sent when demo ratings and reviews are on for your club.
Demo Waitlist Available - Sent when a racquet a player was waiting for is returned and reserved for them until close of business.
Demo Waitlist Unavailable - Sent when a racquet a player was waiting for is sold or removed, so their place on its waitlist is canceled.
System User Notifications: There are currently no system user notifications for demos.
Customize a Notification
Click Edit on the notification's row.
Turn on Use my custom content for this notification.
Update the Email Subject and Email Body, and the text and push wording if you use them. Leave a channel blank to keep CourtReserve’s default for it. Use the available tokens to insert details like the player’s name.
Click Save changes.
To go back to CourtReserve's default wording, click Reset to default.
