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Pickleball Facility Setup
Module 7: Fees, Payments, and Financial Reporting
Set Custom Reservation Costs
Set Custom Reservation Costs

Module 7 (2/11)

Ashley Owens avatar
Written by Ashley Owens
Updated over a week ago

INTRODUCTION

  • Feature Summary: Create unique court and equipment charges tailored to membership types.

  • Use Cases: Configuring custom costs is an effective strategy to maximize club revenue by creating tiered pricing for peak and low-demand blocks of time.

Module 7 is an eleven-part quick-start guide highlighting the key steps admins should complete when using financial reporting. This article is Part 2.

  1. Part 1: Set Reservation Costs

  2. Part 2: Set Custom Reservation Costs

  3. Part 3: Set Pickleball Event Prices

  4. Part 4: Set League Session Prices

  5. Part 5: Manage a Customer Account

  6. Part 6: Process a Pickleball Payment on the Scheduler

  7. Part 7: Generate Pickleball Transaction List Reports

  8. Part 8: Generate a Pickleball Sales Summary Report

  9. Part 9: Generate a Pickleball Payment Summary Report

  10. Part 10: Generate an Aged Fees Report

  11. Part 11: Generate a Pickleball EOD Report

SETUP REQUIREMENTS

Go to the side menu and click SETTINGS > BOOKING SETTINGS > Costs. A new page displays. Click the Custom Court Costs tab.

Configuring custom costs

There are two ways to create a custom cost:

  1. Create a custom cost for one specific membership type. Go to the membership column and click the Add New button. Fill in the fields (see below) and click Save.

  2. Create a custom cost that applies to all membership types (e.g. set a global peak time price). Go to the ITEM column and click the Add New Custom Court Costs button. Fill in the fields (see below) and click Save.

Filling in the fields

  • Custom Cost Name - Enter a unique name for the cost.

  • Membership(s) - Apply the cost to one or more membership types. (Only visible if the system user works from the ITEM column.)

  • Court Type - Choose one or more facilities for this custom cost.

  • Reservation Type - Select an option on the drop-down menu. The default setting is All.

  • When - Select Day of the week (Choose the calendar day, Weekday, or Weekend) or choose Select Custom Date(s). Use the popup calendar to choose specific dates.

  • Select a Date Range - If this pricing should only apply to a specific date range, that range can be selected here.

  • Set Custom Start & End Times - Use the drop-down menu to create a block of time for the custom cost (e.g. Peak Hours time range, or Non-Peak Hours time range).

  • Cost - Enter the fee for this custom charge. Hourly is the default setting.

  • Apply Custom Cost Condition when Reservation is - Check the box to enable custom pricing that varies with reservation timing. Set a custom price if the reservation is made the same day as the court time, or within X number of days or hours.

Managing costs

Click the pencil icon to edit the detail or the trash icon to delete a membership type custom cost.

Error message

When creating a rule on the Custom Court Costs page, the system user might see an error message (red text in the below screenshot). This message displays when a new custom cost rule conflicts with an existing rule. The cause of the conflict is usually overlapping time periods.

To resolve the conflict, look for overlapping time periods on this page. If that does not resolve the problem, go to the Memberships page, open the appropriate membership type, and click the Costs tab. Look for a line entry under the Court Cost Customizations heading. A customized cost here may be the cause of the conflict. Remove or edit the rule to remove the conflict.

Guest costs

System users can create separate fees for walk-in guests (not registered on the club platform) invited by club members/players. To enable this fee:

  1. Go to the side menu and click SETTINGS > RESERVATION SETTINGS > RESERVATION TYPES. A new page displays.

  2. Locate an activity name (e.g. Pickleball).

  3. Click the Edit button.

Scroll down to the Allow Guest(s)? heading and check the box to allow system users to add guests to reservation from the Admin Panel. A new field displays. Check the Allow Guest(s) on Member Portal box and then click Save. Enter a value into Guest Fee field. This becomes the default fee if no unique prices are added to the Custom Guests Costs page. (see below)

  • If the system user stops here, CourtReserve allows members/players to add a guest when booking a court time (by reservation type, if permissions are granted) and charges the default Guest Fee.

System users can under use Custom Guest Costs under SETTINGS > BOOKING SETTINGS > COSTS to setup dynamic guest pricing.

VIDEO TRAINING & RELATED WEBINARS

CLICK HERE to watch the section of Module 7's video that covers the information in this article.

Watch the entire Module 7 video to learn about financials.


What's next?

  1. Read Module 7, Part 3: Set Pickleball Event Prices

  2. Read Module 7, Part 4: Set League Session Prices

  3. Read Module 7, Part 5: Manage a Customer Account

  4. Read Module 7, Part 6: Process a Pickleball Payment on the Scheduler

  5. Read Module 7, Part 7: Generate Pickleball Transaction List Reports

  6. Read Module 7, Part 8: Generate a Pickleball Sales Summary Report

  7. Read Module 7, Part 9: Generate a Pickleball Payment Summary Report

  8. Read Module 7, Part 10: Generate an Aged Fees Report

  9. Read Module 7, Part 11: Generate a Pickleball EOD Report

  10. Read Module 7, Part 1: Set Reservation Costs

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