INTRODUCTION

This article covers each setting under the Event Settings row in the Admin Panel. To access it, navigate to SETTINGS—it’s the sixth row of icons in the panel. Each icon represents a group of related settings you’ll configure for your organization. The steps below walk you through all seven options.

1. Event Categories

The Event Categories feature helps clubs organize, label, and manage events in CourtReserve. By grouping events into categories—such as Adult Clinics, Junior Programs, or Social Mixers—clubs can streamline event creation, improve scheduling clarity, and enhance both reporting and member-facing organization.

Key Capabilities

Organized Programming: Assign each event to a category to keep offerings structured by program type, age group, or focus area.
Customizable Appearance: Choose category colors (background and text) to make events easily identifiable in the Scheduler and Member Portal.
Integrated Billing: Link Revenue Categories and Tax Rates to each Event Category for consistent financial tracking.
Flexible Management: Quickly create, edit, sort, filter, or delete categories to keep them aligned with club offerings.
Visibility Control: Mark categories as Public to show them to members or keep them Admin-Only for internal tracking.

Event Categories help clubs maintain a clear structure for their programming, making it easier for admins to manage events and for members to find and register for the activities that interest them.

Visual Examples:

Here is an example of an organization’s Event Categories, followed by how a category appears on the Admin Scheduler and in the player’s event list.

View the Event Categories article here.

2. Defaults

The Event Defaults feature lets clubs preconfigure standard settings—such as pricing, registration rules, waitlist preferences, notifications, and membership permissions—to save time and maintain consistency when creating new events. These defaults automatically apply to all future events created in the system, but can be customized for individual events as needed.

Key Capabilities

Time-Saving Setup: Apply default settings so that most events are ready to go without manually configuring every field.
Registration Rules: Predefine maximum registrants, drop-in vs. full event registration start times, withdrawal deadlines, and up-front payment requirements.
Waitlist Management: Enable waitlists, choose between default (first-come, first-served) or auto-registration waitlist systems, and set cut-off times for auto-registration.
Financial & Guest Controls: Set defaults for proration of fees, tax rates, and guest permissions to avoid missed charges or inconsistent rules.
Participation & Notifications: Specify minimum participation requirements for events to occur and configure which admins or coordinators receive notifications about registrations or cancellations.
Advanced Member Settings: Customize options for visibility (Is Public), online registration, payment profiles, and whether to show registrants on the member portal.

By using Event Defaults, clubs can create events faster, reduce errors, and ensure consistent application of policies across all programs—saving administrators time while improving accuracy and member experience.

Visual Examples:

For example, if Max Registrants is set to 10 in the Event Defaults, every new event created will automatically have Max Registrants set to 10.

View the Event Defaults article here.

3. Disclosures for Events

The Event Disclosures feature allows clubs to create and attach important information or agreements—such as terms of use or risk acknowledgments—to event registrations. These disclosures ensure players and members understand and agree to the club’s policies before completing their registration.

Key Capabilities

Custom Disclosures: Create tailored disclosures that communicate rules, risks, or requirements for participating in specific events, lessons, or court reservations.
Easy Attachment: Attach disclosures to individual events or apply them to reservations and lessons to ensure participants review and agree before proceeding.
Clear Member Experience: Disclosures appear at the bottom of the event registration screen in the member portal, requiring players to check a box to confirm agreement before registration is finalized.
Flexible Management: Edit, activate, deactivate, or delete disclosures at any time to keep information up to date.
Advanced Options: Clubs can upgrade to electronic waivers with signatures for additional compliance and tracking needs.

Event Disclosures help clubs streamline communication, reduce legal risks, and improve transparency by ensuring members receive and acknowledge key details before joining an event or activity.

Visual Examples:

In this example, the system admin created an Event Disclosure and linked it to an upcoming pickleball event. The disclosure is shown to the player during registration, and they must agree to proceed.

Learn more about Event Disclosures here.

4. Waivers & Agreements

The Event Waivers & Agreements feature is a premium add-on that allows clubs to collect, store, and manage legally binding electronic signatures for waivers and membership agreements. Unlike standard disclosures, which use a simple acknowledgment checkbox, this tool ensures each participant signs a personalized, legally enforceable document—ideal for protecting clubs from liability and maintaining secure records.

Key Capabilities

Electronic Waivers: Collect digitally signed waivers that release the club from liability for injuries or risks associated with sports and fitness activities.
Event-Specific Waivers: Require participants to sign waivers tied to specific events directly during registration.
Signing Rules: Define when and under what conditions members must sign or re-sign waivers and agreements.
Reporting Tools: Generate waiver and agreement activity reports to track signed documents and maintain accurate records.

Event Waivers & Agreements simplify compliance, reduce paperwork, and provide legal protection for clubs while offering a smooth, paperless experience for members. This ensures all necessary forms are signed before participation—streamlining workflows and enhancing trust between the club and its members.

Visual Examples:

Here is an example where the admin creates an event waiver, attaches it to an event, and the player is required to sign it during registration.

Learn more about Waivers and Agreements here.

5. Custom Fields for Events

The Event Custom Fields feature allows clubs to add and display extra event details that are not included by default in CourtReserve. These fields help organizers share important information—like an event manager’s name, a sponsor, or special instructions—and collect details from participants during registration.

Key Capabilities

Flexible Visibility: Choose whether custom fields appear on the Admin Side, the Member Portal, or both—keeping sensitive info private when needed.
Field Options: Add text boxes, dropdown menus, or longer text areas to match the type of information being shared or collected.
Category-Based Display: Assign fields to specific event categories so they only appear for relevant events.

Event Custom Fields give clubs greater flexibility and control over the information they present or request—improving communication with members, ensuring consistency for staff, and enhancing the overall event experience.

Visual Examples:

Here, a custom field called “Event Manager” was created and filled out for an event. Based on the settings, registering members can view this information.

Learn more about Event Custom Fields here.

6. Event Sessions

The Event Sessions feature allows clubs to tag and group related events—such as leagues, clinics, camps, or open plays—under a shared label like “Fall Session” or “Winter Session.” These session tags help organize events across seasons or formats, making it easier for both admins and members to find, filter, and report on events.

Key Capabilities

Custom Session Tags: Create unique tags (e.g., Fall Session, Summer Camp) to identify and group related event occurrences.
Improved Organization: Apply tags during event creation or add them later to keep similar programs grouped together.
Admin Tools: Filter and compare events in reports or event lists by session for better performance tracking.
Member-Friendly Search: When enabled, tags display on the Member Portal, allowing players to quickly filter events by season, session, or program type.

Event Sessions streamline event management, improve reporting accuracy, and enhance the member experience by making it simple to filter and find the right sessions—especially for seasonal or recurring programs.

Visual Examples:

Here, the admin creates a label called “Winter Session”, attaches it to an Open Play event held during the winter months, and enables players to search the club’s events by session.

Learn more about Event Sessions here.

7. Event Tags

The Event Tags feature allows clubs to add short, descriptive labels to events—such as Adult, Junior, Tennis, or Social—to help organize and identify programming. Tags make it easier for both admins and members to search, filter, and report on events that share similar themes or characteristics.

Key Capabilities

Organized Labeling: Assign tags to events to highlight their audience, focus, or type (e.g., Adult Clinic, Junior League, Social Mixer).
Flexible Filtering: Use tags to filter events in the Events Table, Transactions List, and Reports for quicker navigation and better insights.
Member-Friendly Search: When enabled, tags appear as filters in the Member Portal, making it easier for players to find events that match their interests.
Customizable Appearance: Choose background and text colors for tags to align with club branding and make them visually distinct.

Event Tags improve event discovery, streamline reporting, and enhance organization for clubs—helping staff save time and members find the events that fit their interests.

Visual Examples:

In this example, members can search and filter events using Event Tags that were previously added by system users.