INTRODUCTION
Feature Summary: Access the Point of Sale (POS) page to add items to a shopping cart, optionally link the sale to a member, and process customer payments at checkout.
Use Cases:
System users can display product details and add items to a shopping cart
System users can search for and select a member to tie a sale to their account
System users can view a member's amount due and account credit before choosing a payment method
System users can process customer payments directly at checkout
SETUP REQUIREMENTS
Go to the side menu and click POINT OF SALE > LAUNCH POS.
OVERVIEW
The POS page includes the following sections:
Categories – Item Categories, displayed on the left
Items – shown in the center, with a search bar for quick lookup
Shopping Cart & UPC Search – located on the right
If an item does not have an image, the POS page displays the product's short name with the default dark blue background and white text. System users can customize these colors.
Click the Back to Dashboard link to go back to the admin panel.
Selecting Products
Click a product image (or card) to open a popup with the item description. To purchase, select a quantity and click Add to Cart. If the product has variants, use the drop-down menu to choose the desired option.
Reviewing the Cart
Confirm the information in the cart.
Click Checkout to open the payment processing page.
Use the blue Discount button to discount the amount by a default percentage, a manually entered percentage, or enter an override amount. Click here to learn about the Discount link.
Processing a Payment
The Checkout page shows the products, tax (if applicable), and the total amount owed.
Selecting a Member
Click the Member field and type at least three letters to search for a name. Each matching result shows the member's name with their member number and membership type listed underneath, so you can confirm you're selecting the right account when multiple members share a name.
This step is optional - if the cashier leaves it blank, the sale still processes as a walk-in.
Once a member is selected:
The member's Amount Due and Account Credit appear under the Member field, so the cashier can see what the member owes and has available before choosing a payment method.
If the club uses account credit and the member has a balance, the Apply Credit toggle turns on automatically. It never applies more credit than the cart total, and the amount due updates immediately. System users can turn this toggle off.
Charge to Account becomes available as a payment method. Credit Card on File also appears, but only if the member has a saved card. Both apply to split payments as well.
If the member is not eligible to charge to account (flagged as restricted, or inactive or suspended at a club that restricts those members), Charge to Account is automatically deselected. If it was part of a split payment, that portion of the split is removed. This restriction is also enforced on the server and cannot be bypassed in the browser.
If a promo code is already applied, selecting a member re-validates the code against that member's membership type and removes it if they do not qualify. Promo codes cannot be applied to a charge-to-account sale - if Charge to Account is selected as the payment method, a message appears under Promo Code confirming this.
The sale is tied to the member's account: it shows up in their transaction history, and the receipt goes to their email on file (or the family's primary email if they do not have one). Example member profile billing history shown here:
Note: These behaviors only trigger when a system user selects a member from the dropdown list. Typing a name without selecting the suggestion leaves the sale anonymous and hides the member-only payment options. If you're unable to charge a sale to a member's account, confirm you selected their name from the dropdown list rather than just typing it.
Select a Payment Method and Process the Sale
Select a Payment Method and confirm the final payment amount.
Click Process Sale and then Yes in the confirmation popup.
Click OK in the success popup window. The POS page displays.
When a POS sale is linked to a member, they will automatically receive an email receipt once the transaction is completed.
Emailed Receipts
If a member is linked to the sale and has an email on file, a receipt is automatically sent once the payment is processed. If the member does not have an email on file but is part of a family membership, the receipt is sent to the family's primary email address instead.
Use the Email field in the Receipt Option pop-up to enter an address when no email is on file, or to send the receipt to an alternate email address.
When a cart contains multiple items, the receipt lists each item individually, followed by the total.
Example: Purchasing Multiple Items
The following example shows how a cart with multiple items posts as individual fee lines. This applies to transactions made on or after [DATE TBD] — POS sales processed before that date will still post as a single lump-sum fee.
From the POS page, add multiple items to the shopping cart. In this example, a Women's Racerback Tank Top ($20.00) and a Trucker Hat ($22.00) are added.
Click Checkout to review the items, subtotal, tax, and total. Optionally select a Member, then choose a Payment Method and confirm the Payment Amount.
Once the sale is processed, the receipt lists each item individually, followed by the subtotal, tax, and total.
On the Transactions List report, the payment posts as one line, and each item posts as its own linked fee line using the item's description instead of a single Point of Sale line. The Linked Transactions column shows the transaction IDs tying each fee line back to the original payment, making it easy to trace which items belong to which sale.
USER PERSPECTIVE
Members can see POS transactions on the member portal. The member should click their account name and select Billing > Transactions.
On the next page, the POS transaction is listed under the default Paid section. CourtReserve displays the transaction, including the date, amount, and category (i.e., Point of Sale) type. If the original cart contained multiple items, each item is listed as its own fee line with the item's description.
Reminder: When a POS sale is linked to a member with an email on file, they will automatically receive an email receipt once the transaction is completed.
ADMIN PERSPECTIVE
Admins can view POS transactions within a member's account by navigating to Billing > Transactions > Paid Fees or All Transactions. If a POS sale included multiple items, each item is listed as its own fee line. This allows admins to refund a specific item, rather than refunding the full transaction total. To refund an item, locate its fee line on the Transactions List report or within the member's transaction details, then process the refund from that line.
