Courts Admin Booking

Owned by Emily Latham
Last updated: Jan 13, 2023 by Joshua Morrison
3 min read

Overview

As an Admin, you may need to book on behalf of members from time to time. You can book on behalf of members using the Courts Admin Dashboard Calendar.

Required Permissions

  • Courts, Reservations, Spa and Other Reservations Administrator

Accessing the Tool 

  1. The Courts Admin Dashboard will allow you to book on behalf of members/guests, and allow you to access various Administration tools.

  2. The Courts Calendar will default on today’s date. Using the datepickers, you can move forward or backward in time as needed.

  3. The calendar is color coded to easily see if the slot is open, booked, or booked for an event.

    • White & Light Blue: open and available to book. 

    • Green: reserved.

    • Dark Blue: reserved for an event (tournament, clinic, etc.).

Booking a Court 

  1. Click on any open time slot to begin booking (open time slots are in white or light blue). This will launch the Booking Window where you will add the reservation details.

  2. At the top of the Booking Window you can change various settings for the reservation:

    • Date

    • Time

    • Duration of Reservation (typically in minutes: 30, 60, 90) - if the duration that you select is unavailable, the system will default you to the next highest available duration

    • Court Grouping - used if you have various types of courts like: tennis, pickleball, bocce, etc.

    • Court 

    • Party Size - this will change the number of plays in the player section accordingly.

  3. Next, type the player’s names into the player sections. To begin, type the member’s last name then a comma, and then their first name. The member will then appear in the dropdown list, click their name to assign them to the player list.

  4. You can also add other types of guests such as:

    • New Guest - stores guest information in the system so they can easily be added next time.

    • Guest TBA

    • TBD

    • Need Player - allows other members to join the reservation.

  5. If a member is bringing a guest and you have the guest information, it is advisable to use the New Guest option in the Player Fields. This will store the guest’s information which allows you to track this information for future use such as booking reservations and prospecting

  6. To add a New Guest, click New Guest. Click OK on the pop-up window to continue.

  7. Add the guest’s information accordingly, and click Add Guest.

  8. To the left of the player section there will be checkboxes which are checked by default. These are tied to Notifications. It is best to keep this checked so that players will receive updates on Reservation Confirmations, Reservation Reminders, and Reservation Edits/Cancellations

  9. At the bottom of the booking window, you’ll have options to add notes and to set up a recurring reservation.

    1. Comments is used for member notes, and is visible to members.

    2. Admin Notes is only visible to Admins, so this is used for internal communications only.

    3. Recurrence allows you to set up a recurring reservation based on the current reservation settings.

    4. Debug is only used for Clubessenstial employees, so this tab should be disregarded.

  10. Click Make Reservation to save the reservation.

Editing/Canceling a Reservation

  1. You can easily edit or cancel a reservation for a member by clicking on the reservation from the Court Calendar within the Court Admin Dashboard.

  2. This will launch the Booking Window where you can make edits to the reservation.

  3. To cancel a reservation, simply click Cancel Reservation.

Best Practices

FAQs