INTRODUCTION
Feature Summary: The Member Portal Settings screen allows system users to tailor the online experience for their club’s members. These settings control what information is displayed, which actions members can take, and how reservations, events, and profiles appear on the portal.
Use Cases: Clubs can customize the Member Portal to meet their specific needs—such as limiting member access to features, improving privacy, simplifying navigation, and ensuring that the portal reflects the club’s policies and workflows. This helps streamline member interactions, reduce confusion, and maintain consistent rules across all online activity.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Click SETTINGS on the side menu.
Scroll down to the PORTAL SETTINGS heading and click Setup. A new page displays.
Copying the Member Portal Link
Portal Link: At the top of the Member Portal Settings page, CourtReserve displays an auto-generated link to your club’s member portal. This link is created by the system and cannot be edited.
Both the Portal Link and the Short Portal Key open the club’s member portal home page. Club managers can share these links via email or other outreach to help members quickly access the portal.
Portal Key: Admins can create a more user-friendly link. Enter plain text only—no special characters or spaces—to generate a shorter, easy-to-remember link.
Each link opens the same page. The Short Portal Link is easier to read and understand.
A web browser showing the pasted link to access the CourtReserve Member Portal:
Configuring Portal Settings
Scroll down the page and enable or disable the additional portal settings.
Is Your Member Portal Turned On - The default setting is on. If the box is not checked, the member portal is offline, and the home page displays an error message.
Allow Members to Create Their Account Online - The default setting is enabled, which means new users to your organization can create their own accounts. Uncheck the box to prevent new users from creating an account online.
Allow Members to Login to Member Portal - The default setting is enabled, which means CourtReserve displays the login button. Uncheck the box to hide the login button.
Allow New Members to be Auto-Approved - The default setting is OFF, which means admins (or sub-admins with the right permissions) must review each request and decide whether to approve or reject. If the box is checked, CourtReserve auto-approves each new member application.
Show Courts Scheduler for non logged in users (view only mode) - The default setting is OFF. If enabled, CourtReserve displays a Courts button in the navigation menu, which, if clicked, displays the scheduler. If enabled, the page displays a new field; enter a number that tells the platform the number of days in advance to show courts on the scheduler. The recommended number is 30. If the field is blank, the calendar shows all events.
Days in Advance to Show Courts for non Logged in Users: This option appears only if the previous setting is enabled. It lets the club set how many days into the future the non-logged-in visitors can see the court schedule. For example, if set to 7 days, guests can view the next week’s schedule but nothing beyond that.
Display Instructors on Public Calendars - If enabled, CourtReserve displays instructor names for events on the public scheduler. If not enabled, the names are hidden.
Courts and Types
The Reserve Court Views for Member Reservations - Web Portal - Click the field and select which type of calendar view (consolidated or expanded) to display on the desktop version of the portal. If the field is blank, CourtReserve does not show any calendar. If both options are selected, CourtReserve displays two buttons so users can switch between consolidated and expanded.
The Reserve Court Views for Member Reservations - Mobile - Use this field to customize calendar display on mobile devices. In many cases, consolidated is the recommended option because the calendar has fewer columns, so it requires less horizontal scrolling.
Reservation Types that can be Booked by Members? - Use this field to limit the types of booking that can be made. Click the field and select one or more options. Leave the field blank to disable all reservation types.
Calendar and Time
Default Event Calendar View - Click the field and set the default calendar view: day, week, month, or agenda. The agenda only shows calendar slots with a scheduled event or reservation.
Hide Event Dates More Than X Days Out From Appearing on the Event List - Use this field to control the display of future events on the calendar. Enter a number in the field, and CourtReserve shows all events between the current plus that X number of days. Beyond that number, future events are hidden. Leave the field blank to show all future events on the calendar.
Select Minimum Reservation Time by Default - If this box is checked, CourtReserve auto-fills the suggested time field with the minimum value set on the Reservation Type page. Members are free to change the default time. For example, the screenshot below shows the minimum reservation is 15 minutes (only for illustration purposes) for a Singles type booking. This 15-minute value was set on the Singles Reservation Type page.
Additional Settings
Allow Admins to Update Courts on Reservation Approval: Enables admins to change the court assignment when approving a reservation request.
Hide Reservation Details on Member Portal Scheduler: Hides specific reservation details from being visible on the Member Portal’s scheduler view.
Hide Player Names on Schedulers for Following Reservation/Lesson Types:
Allows admins to hide player names for selected reservation or lesson types. This is useful for maintaining privacy on the scheduler display.
Allow Members to Pay Transactions via Member Portal: Lets members pay fees directly through the Member Portal.
Display Booked Resources on Courts Schedulers on Member Portal: Shows any additional booked resources (like ball machines or equipment) alongside court reservations in the Member Portal’s scheduler.
Show Reservation/Event Notes on All Schedulers: Displays any notes entered for reservations or events on all scheduler views.
Hide Court Assignment on Member Portal: Hides the specific court assignment from members on the Member Portal. The reservation remains visible, but the court name/number is not shown.
Prevent Event Withdrawal if Registrant Has Been Check-In: Prevents members from withdrawing from an event after they have been checked in, helping maintain accurate attendance records.
Hide Event Available Slots on Member Portal: Hides the remaining number of open spots for an event from being displayed to members on the Member Portal.
Do Not Allow Members to Delete Payment Profiles: Prevents members from deleting their saved payment methods in the Member Portal.
Allow Members to Change Guest Owner on Member Portal: Allows members to change which account is designated as the “owner” of a guest reservation directly in the Member Portal.
Exclude Future Reservation/Events from Amount Due: Excludes unpaid fees for future-dated reservations or events from the “Amount Due” total displayed to members.
Do Not Allow Adds/Deletes for Family Members: Prevents members from adding or removing linked family members in their Member Portal account.
Do Not Allow Edits for Family Members: Prevents members from editing details (like contact info) of linked family members in the Member Portal.
Event List Display Type – Controls how events appear in the Member Portal’s event list:
Expanded – Shows every occurrence of a recurring event as a separate entry.
Grouped – Displays upcoming dates link.
Default Hide Ineligible and/or Events with No Remaining Spot(s): Automatically hides events that a member is not eligible to join or events that are fully booked, keeping the event list clean and relevant.
Event Registrant Name Display: Specifies how registrant names appear to others in event registrant lists.
Show Masked Phone Number in Member Search: Check this option to display members’ phone numbers in a partially hidden (masked) format when booking members search for others to add to a reservation or event. This helps distinguish between players who share the same name. If a member has chosen to “Hide Personal Information” in their Personal Information settings, their masked phone number will not appear.
Allow Past Reservations up to X Minutes: Allows staff or members (depending on permissions) to create reservations retroactively for a set amount of time after the start time (e.g., up to 15 minutes past).
Require Reason for Event Cancellations: Prompts members (or staff) to enter a reason whenever they cancel an event registration, helping clubs track why cancellations occur.
Allow Filter Event(s) by Instructor(s): Enables a filter option on the Member Portal so members can view events by specific instructors, making it easier to find preferred instructors’ sessions.
Hide Past Events on Member Portal Event Calendar: Hides past events on the Member Portal calendar view to keep the calendar uncluttered and focused on upcoming activities.