INTRODUCTION
Feature Summary: Configure and manage the core settings of a membership type within the General tab, including naming, availability, purchase windows, expiration rules, and eligibility criteria.
Use Cases:
Create and manage Individual or Family membership types
Define how memberships are displayed to members (name, descriptions, short code)
Control availability and purchase timing for memberships
Set expiration rules for fixed-term, promotional, or ongoing memberships
Establish default membership assignments for new members
Apply eligibility restrictions, such as age limits or family role requirements
Configure family membership limits, including maximum number of members
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click MEMBERSHIPS. A new page displays.
Click the Individual or Family tab.
Select a membership type to edit or click Create.
Click the General tab.
Fill in the Fields
Name - Name of the membership type.
Short Code - CourtReserve displays this optional tag next to each member's name on the scheduler, so system users can quickly know each membership type (if this feature is enabled).
Max Family Members: When creating a Family membership type, an additional field is displayed. Use this field to set the maximum number of members that can be included in a single family plan. Example: If the limit is set to 4, only four individuals can be assigned to that family membership.
Description - A detailed description of the membership tier. This field displays on the Membership Details page. See example below.
Short Description: A short, brief description of the membership tier. This field displays on the Membership's Card when player's are selecting a membership.
Example on member portal:
Is Active - When enabled, the membership is available for use. If unchecked, the membership is hidden from both the member portal and the admin panel. This setting is enabled by default.
Make This Membership Default For Member - Enable this setting to assign this membership type by default when a new member creates an account, unless another membership is chosen. This setting is disabled by default.
Membership Purchase Start/End Date - Use these optional fields to control when members are allowed to purchase a specific membership. The membership will only be available for purchase within the defined date range.
For example, if the Purchase Start Date is set to May 1, the membership becomes available for purchase starting at 12:00 a.m. on May 1.
Example use cases:
Pre-selling next year’s memberships: A club wants to allow members to secure their 2026 membership early. They set the Purchase Start Date to November 1, 2025, so members can buy ahead of the new year.
Limited-time promotion: A “Summer Pass” is only available for purchase from May 1 through June 15. After June 15, the membership is no longer available to buy.
Membership Expiration Date - [This field will display if the membership does not have a fee associated with it.] If a membership is free, it activates as soon as it's assigned to a player, however, you can optionally set the final day the membership remains active. After this date, the membership will automatically expire. If you want the membership to continue indefinitely—such as for free memberships—leave this field blank.
Example: A club offers a complimentary September Free Trial Membership that is free to assign. The membership activates immediately when assigned to a player, but the club sets an expiration date of September 30, 2026 — after which the membership automatically expires and the player no longer has access to trial benefits.
Membership Start Date - [This field will display if the membership has a fee associated with it.] The Membership Start Date determines when the membership becomes active and when players can begin booking using the membership. If the date is set, the membership will not be usable until this date, regardless of when it is purchased.
In most cases, this field is left blank so the membership becomes active immediately upon purchase or assignment. If the member initiates the purchase, the membership becomes active right away (unless member pre-approval is enabled). If an admin assigns the membership, they can set the start date at that time.
Example of Pre-Selling a Membership:
A club sells a Summer Membership in advance. Members can purchase early, but access should not begin until the season starts.
Field Setup:
Membership Purchase Start Date: 04/01/2025
Membership Purchase End Date: 04/30/2025
Membership Start Date: 06/01/2025
Membership End Date: 08/31/2025
In this scenario, members can buy in April, but cannot use the membership until June 1 and it ends on August 31.
Important: If the Membership Start Date remains set to 06/01/2025 after that date has passed, new purchasers will still receive a membership that begins retroactively on June 1. To prevent unintended backdating of membership benefits and payments, CourtReserve recommends setting a reminder to go back into the membership settings and remove the Membership Start Date once the start date has passed. See this article for more information and examples.
Membership End Date - [This field will display if the membership has a fee associated with it.] For any membership with an associated fee, the Membership End Date is a fixed, hard end date that determines when the membership will end. For most memberships, this field is left blank, allowing memberships to continue indefinitely based on billing or renewal settings.
The example below illustrates a scenario where the Membership End Date may be needed. A common use case is for time-limited or promotional memberships.
Example:
A club wants to offer a New Year Special Membership in January 2025 as an incentive. This membership is offered at a discounted price and will automatically end on December 31, 2025, regardless of when the member joins within the purchase window. This ensures members transition to regular 2026 pricing after the end date.
Field Setup:
Membership Purchase Start Date: 01/01/2025
Membership Purchase End Date: 01/31/2025
Membership End Date: 12/31/2025
When creating or editing a membership where a Membership End Date is set, an Update Existing Membership End Dates checkbox will display.
If checked, the Membership End Date will update in existing assigned memberships.
If left unchecked, only new memberships assigned moving forward will reflect the Membership End Date.
Purchase Dates vs. Membership Dates (What’s the Difference?)
These fields control two different parts of the membership lifecycle:
Membership Purchase Start/End Date → When a membership can be bought
Membership Start/End Date → When a membership is active and usable
Simple Breakdown
Purchase Dates = Sales window
Membership Dates = Usage window
Further Understanding the Membership End Date
There are special cases to understand when setting the Membership End Date:
Membership End Date = Current Date
When the end date is set to today, the membership can no longer be assigned to new players.
Example: On March 10, a system user sets the Membership End Date date of the “Winter Tennis Pass” to March 10. Starting immediately, no new players can be assigned to this membership.
Membership End Date = Future Date
When the end date is set to a future day, players with this membership will automatically lose access at the beginning of that date.
Example: On January 1, a system user sets the end date of the “Winter Pickleball Pass” to March 15. Players keep their benefits through March 14, but as of 12:01 a.m. on March 15, their memberships expire.
Future Membership End Date Changed to Current Date (with update all applied)
If a membership end date was originally set to a future day but is changed to today—and the option to Update Existing Membership End Dates is checked—CourtReserve will immediately cancel the membership for all current holders.
Example: A “Summer Court Access” pass was set to expire on August 31. On July 20, the admin changes the end date to July 20 and selects Update Existing Membership End Dates. As a result, all players with this membership lose access immediately on July 20 instead of at the end of August.
Restrict by Age - Enable this option to set a minimum and maximum age for the membership type. For example, an adult membership can be limited to ages 18 and up (Min Age = 18, Max Age = 100). This setting is disabled by default.
When creating a family membership type, system users can add detailed age restrictions. For example, a membership type could restrict the age of children to 18 years or less.
Option 1: Required for all family roles
The specified age range applies to every family member role linked to the membership.
Example: If the age range is 5–17, then all members on the family account must fall within ages 5–17 in order to qualify for this membership.
Option 2: Restrict by Family Role
The specified age range applies only to the selected family role(s).
Example: If the age range is 5–17 and the role Child is selected:
Only members with the Child role must be between 5–17.
Parents or other roles in the family account are not subject to this restriction.
