INTRODUCTION

Feature Summary: System users can book courts for members.

Use Cases: Use the Expanded (or Consolidated) scheduler to complete many kinds of member tasks, including court and equipment reservations.

System users can also book lessons for members on the admin scheduler. Click here to learn more.

SETUP REQUIREMENTS

Log in to the admin dashboard.
Go to the side menu and click SCHEDULER > EXPANDED.

Booking a Court

Select a date and time on the scheduler and then click the Reserve button.

The reservation page displays. Fill in the fields (see below) and click Save.

Booking a court on the Consolidated scheduler follows the same workflow. The main difference is that system users don't see individual court names on the scheduler.

Fill in the Fields

Type - Make sure Court Reservation is selected.
Start / End times - Confirm the times and use the clock icons to adjust the time if required.
Recurrence - If this is a recurring reservation, click the field and select an option. The default setting is None. Click here to learn more about recurring bookings and lessons.
Fee Responsibility - Select who is paying for the reservation based on your configured options. Learn more here.

Players

Search for Players - Click the field and enter the first three letters of a member's name (first or last name). Select a name for the reservation. Repeat to add more members and/or guests.
Send Confirmation Email to Player(s) - After adding one or more players, CourtReserve displays the confirmation email field. Check the box to send a confirmation email message to each player on the booking.

Guests

Members can bring non-members to a court booking (if permitted by reservation type and membership type settings). To add a guest, click the # of Guests field and select a number and then enter the name of the guest(s).

The guest row in the table shows the Guest Owner (person responsible for the booking) and the default setting (based on reservation type settings) for the person responsible for the guest fee (Fee Owner column). The system user can change the setting for this booking.

Other Fields

Court Type and Court - CourtReserve auto-fills these fields based on the system user's selection on the Expanded scheduler. System users can change these settings. Click the field and select an option.
Instructor(s) - This field is used for lessons and not court bookings. Leave the field blank when booking a court.
Resources - Depending on the Reservation Type selected for this booking, CourtReserve displays an option to book a resource (for example, a ball machine). If required, click the field and select an option.
Custom Fields - If any custom fields are set up for relevant reservations, they'll display here.
Display Message for the Schedulers - Enter an optional message in the field, which displays on the admin side. It's not visible on the member portal.
Hide on Public Scheduler - Check this box to hide reservation details on the public scheduler view. On the member portal, the court booking appears as Reserved and does not show the members involved. This will override portal settings under Portal Settings > Setup > Hide Reservation Details on Member Portal Scheduler.

ADMIN PERSPECTIVE

CourtReserve displays the booking on the Expanded scheduler. The booking shows the internal display message (if added) and membership type short codes for the members/players.

Click the triangle icon to check in members/players.
Click the dollar sign icon to see the payment status and, optionally, process a payment from the scheduler.

Hover the mouse on the booking and click the i icon to learn more about the booking. System users can also click an icon to complete additional tasks.

Info Icon Tasks:

Edit the booking
View the players
Email the players
Process the payment
View the audit log
Cancel the booking

USER PERSPECTIVE

On the member portal, CourtReserve blocks the time slot on the calendar. If an organization is hiding reservation details, members will see a grey Reserved block for any booked timeslot.