INTRODUCTION
CourtReserve offers a wide variety of reports, each designed to capture different types of information. This overview is designed to help you quickly identify which report to run based on the type of information you need. Once you know the right report, you can apply filters and export options to customize the results for your club’s needs.
This article highlights the most common reporting needs and points you to the correct report to use. Under each report, you’ll find its purpose, common use cases, and a pro tip to help you get the most out of it.
If you’re unsure which report to use or need help interpreting the results, please reach out to CourtReserve Support for assistance.
Note: Some reports are only available if the corresponding feature is enabled. See each report’s linked article for more details.
Reports Quick Reference and Jump Links
Report Name | Key Purpose |
View all court reservations and analyze usage, demand, revenue, and resources. | |
Generate segmented lists of members with filters for status, type, and activity. | |
Generate history of membership activity for each player, showing every membership that has been assigned to their account. A single player may appear multiple times if they’ve had multiple memberships over time. | |
Review membership counts by status and monitor new/lost members. | |
See members waiting for specific membership types and track demand. | |
Summarize event performance by registrations, attendance, and revenue. | |
Review participant counts and waitlists across event categories and sessions. | |
Access detailed participant-level data with 40+ customizable fields. | |
Track league participants and manage rosters. | |
Export a grid view of court bookings and availability. | |
Measure court usage rates to optimize scheduling, staffing, and revenue. | |
Analyze instructor workload across lessons, events, and reservations. | |
Track guests added to reservations or events. | |
Track player check-ins, including manual and kiosk check-ins, to measure engagement. | |
List all attendance records by date with member info. | |
Show monthly attendance totals and growth trends. | |
Visualize attendance patterns by day and time. | |
View all canceled reservations and events; identify affected players. | |
Confirm waiver/agreement compliance by membership type and date. | |
Track package purchases, usage, expirations, and remaining balances. |
NAVIGATION
This article covers the reports available in the admin panel under the REPORTS heading, presented in the same order as they appear in the menu. For details on financial reporting and POS reporting, jump to link to the related articles.
Reservations Report
Purpose: Generate a list of court reservations for a selected time period.
Filter and Output Examples:
See all bookings for a specific day, week, or month → Adjust the Date Range and select Include Court Bookings.
Identify the busiest times for scheduling and staffing → Apply Date/Time filters and export results by hour/day.
Track how many lessons each instructor is teaching → Filter by Instructor and include Instructor and Reservation Details.
View reservations with ball machines or other resources → Filter by Ball Machines/Resources.
Compare paid vs. unpaid bookings → Apply the Payment Status filter and include Payment details.
Review only recurring reservations → Select Recurring Reservations Only.
Plan maintenance for heavily used courts → Output Court details and export results to review frequency.
Pro Tip: Use the Group Reservations by Members option to keep all players in a booking on one line. Uncheck it if you want each member listed individually.
More Information: [Link to Reservations Report article]
Members Report
Purpose: Generate a list of club members with the ability to segment by a wide variety of filters.
Filter and Output Examples:
Create segmented lists by membership criteria → Filter by Membership Type, Current Status, or Upcoming Status.
Identify members without payment profiles → Use the Payment Profile Status filter.
Track family groupings → Filter by Family Role (e.g., Primary, Child).
Find members with outstanding balances → Apply the Amount Due filter (with or without thresholds).
Review attendance or activity → Use filters like # of Days Attended, Attended From/To, or Reservation/Event Start Date/Time.
Target inactive members → Filter by Last Login Date or Created Date ranges.
Segment by demographics or ratings → Use Gender, Custom Ratings, or other filters.
Message members directly → Once a list is created, admins can send targeted messages (e.g., a payment reminder).
Pro Tip: Any custom fields or ratings you’ve created (e.g., Emergency Contact, Tennis Rating) will appear at the bottom of the Setup Report Output list — don’t forget to include them if needed.
More Information: [Link to Members Report article]
Membership Report
Purpose: Generate a history of membership activity for each player, showing every membership that has been assigned to their account. A single player may appear multiple times if they’ve had multiple memberships over time. This report includes details such as start and end dates, cancellations, suspensions, and renewals.
Filter and Output Examples:
See when memberships were started, canceled, or expired → Use Membership Start/End Dates or Canceled From/To filters.
Review suspension activity → Review the Suspended On and Suspended Reason columns in your report output to see when and why memberships were suspended.
Track renewal and billing cycles → Include Frequency, Amount, and # of Billing Cycles in the report.
Review next scheduled payments → Use the Next Payment Date From/To filter.
Analyze membership assignments → Filter by Assignment Type (Individual or Family).
Understand member churn → Combine Cancelled Date and Cancellation Reason outputs for insights.
Spot members who rejoined → Look for the same member name appearing multiple times if they let a membership lapse and then re-purchased.
Pro Tip: This report is especially valuable for understanding membership churn — run it quarterly to identify cancellation reasons and track reactivations.
More Information: [Link to Membership Report article]
Membership Status Report
Purpose: Track club performance by reviewing key membership statistics, including active, upcoming, suspended, expired, and lapsed memberships, as well as new and lost members.
Filter and Output Examples:
Understand family membership data → Use Family Membership Count Type to choose between counting individual family members or family units.
Review new and lost members → Switch New/Lost Count Type to show either:
Unique Members (true first-time or lost club members)
Membership Purchases (new or lost within that membership type regardless of history)
View status breakdowns → Use the table columns to see:
Active – Current active memberships
Upcoming – Memberships starting in the future
Suspended – Memberships temporarily paused
Expired – Memberships past due or not renewed
Lapsed – Memberships canceled
Drill down into member lists → Click any data point (except zeros) to open a list of member names. Each name links directly to that member’s CourtReserve profile for further review.
Pro Tip: Export the table data to Excel or PDF to share with staff. This is especially useful for monthly reporting on club growth, churn, and retention.
More Information: [Link to Membership Status Report article]
Membership Waitlist Report
Purpose: Generate a comprehensive list of members currently on waitlists for various membership types.
Filter and Output Examples:
Track demand for specific memberships → Filter by Membership Types to see only those waitlists or select ALL for a full list.
Review assignment details → Choose between Individual, Family, or ALL under Assignment Types.
Monitor waitlist growth over time → Use Waitlisted On From/To dates to see who joined the list in a specific period (e.g., last month).
Check waitlist status → Filter by Status to include only active or all waitlist entries.
Pro Tip: Use the Email Players button, or Push Notifications if enabled, to send updates directly from the report to communicate with waitlisted members.
More Information: [Link to Membership Waitlist Report article]
Event Summary Report
Purpose: Create reports that summarize event activity for a specific time period, including registrations, attendance, and revenue.
Filter and Output Examples:
Review event activity for a specific timeframe → Set the Start/End Dates (and optionally times) for the reporting period.
Analyze events by type → Filter by Event Category, Tag, or Instructor.
Hide empty events → Use the checkbox to exclude events with no registrations or revenue.
Evaluate attendance and performance → Review table columns such as Registered, Capacity, % Attended, Total Revenue, and Revenue/Player.
Pro Tip: Use the Save Report option and set visibility to Private (for yourself) or Shared (for other users with report access) to save and share report filters.
More Information: [Link to Event Summary Report article]
Event Registrant Summary Report
Purpose: Generate reports that summarize event participant activity for a specific time period.
Filter and Output Examples:
See registrant activity for a specific timeframe → Set the From/To Dates for reservation and event start/end dates.
Filter by event type → Apply filters for Event Session, Category, or Tag.
Group results by session → Check the box to group registrants under their specific event sessions.
Review participation metrics → Use table columns such as:
Full Registration / Unique Full
Drop-Ins / Unique Drop-Ins
Drop-In Waits / Full Waits
Pro Tip: Use this report to quickly compare demand across event categories and identify which sessions are attracting the most unique registrants versus repeat drop-ins.
More Information: [Link to Event Registrant Summary Report article]
Event Registrant Detail Report
Purpose: Generate detailed participant data for events over a specific time period, with access to 40+ possible data fields.
Filter and Output Examples:
View detailed registrant activity for a timeframe → Set the From/To Dates for reservations and event start/end dates (optionally add start/end times).
Focus on specific event sessions → Use the Event Session(s) filter to isolate one or more sessions.
Segment results by category or membership type → Apply filters such as Event Category or Membership Type to narrow results.
Control how full registrations are displayed →
Group Full Event Registrations (checked): A member is tracked only once for a full-registration event.
Unchecked: Each registration date within the full event is shown.
Customize output columns → Use the Setup Report Output table to check or uncheck the 40+ available fields depending on your needs.
Pro Tip: This is the most granular event report. Use it when you need participant-level details such as payment data, attendance, or demographics — especially for large programs or when exporting to Excel for advanced analysis.
More Information: [Link to Event Registrant Detail Report article]
League Registrant Detail Report
Purpose: Generate detailed participant data for leagues over a specific time period, with customizable filters and outputs.
Filter and Output Examples:
View league registrations by timeframe → Set the From/To Dates for registrations and game days (optionally add times).
Filter by league → Use the League Name filter to isolate registrations for specific leagues.
Segment by membership type → Apply the Membership Type filter to review participants by member groups.
Pro Tip: Use this report to build league rosters or export data to Excel for advanced scheduling, seeding, or tracking player participation trends.
More Information: [Link to League Registrant Detail Report article]
Court Sheet Report
Purpose: Generate an Excel report of court usage and reservations in a grid layout, showing each court’s availability by time slots. This makes it easy to visualize which courts are booked, which are free, and how they are being used throughout the day.
Filter and Output Examples:
View overall court activity for a timeframe → Set the Start/End Dates (or use a Custom Date quick option).
Focus on specific courts → Select individual courts or choose ALL for a full facility view.
Include reservations or events → Check Include Court Bookings and/or Include Events to display court reservations alongside scheduled programs like tournaments or clinics.
Filter by reservation type or category → Narrow the report by Reservation Types (e.g., singles, doubles) or Event Categories (e.g., Adult Clinics, Junior Programs).
Add detail for instructors or players → Enable Show Players or Show Instructors to display participant and instructor names in the report.
Customize further → Use filters for Tags, Instructors, or Players to isolate specific use cases.
Pro Tip: Exporting this report is especially useful for front desk staff or daily operations, as it provides a quick Excel view of court availability and bookings in a familiar “court sheet” format.
More Information: [Link to Court Sheet Report article]
Court Utilization Report
Purpose: Measure court usage rates for a specific period to optimize scheduling, maximize revenue, and improve member access.
Filter and Output Examples:
Optimize scheduling → Use Date Range and Slot Interval (15 min to 2 hours) to identify peak times and reduce downtime.
Maximize revenue opportunities → Compare utilization across Courts, Court Types, and Reservation/Event Categories to ensure capacity is being used efficiently.
Support staffing decisions → Group results by Day of the Week or Date to see usage trends that align with staffing needs.
Evaluate event/program impact → Filter by Event Categories or Tags to measure how events affect general court availability.
Improve member experience → Spot bottlenecks by reviewing utilization percentages and identifying times with limited open courts.
Choose how to calculate utilization →
Utilized Minutes – Recommended for accuracy; calculates based on total reserved minutes vs. available minutes.
Number of Courts – Calculates based on how many courts are in use per time slot.
Pro Tip: Percentages above 100% indicate overlapping or conflicting reservations. If this occurs, check the scheduler for errors and adjust.
More Information: [Link to Court Utilization Report article]
Instructor Time Report
Purpose: Generate a report showing the total hours assigned to each instructor over a selected time period.
Filter and Output Examples:
Track instructor workload across lessons, events, and reservations → Set a Date Range (and optionally Start/End Times) and select Include Lessons, Events, and Court Reservations.
Review lesson types taught → Filter by Lesson Types to analyze workload across different teaching formats.
Evaluate event or program involvement → Use Event Categories to see instructor assignments for programs like Adult Clinics or Junior Programs.
Analyze resource allocation → Filter by Reservation Types, Tags, or Revenue Categories to understand how instructors’ time is distributed.
Focus on specific instructors → Apply the Instructors filter to narrow the report to one or more staff members.
Pro Tip: Run this report monthly to identify high-demand instructors and balance workloads, ensuring fair distribution of lessons and preventing burnout.
More Information: [Link to Instructor Time Report article]
Guests Report
Purpose: Generate a list of guests who have been added to reservations or registered into events.
Filter and Output Examples:
View guest activity during a specific period → Use Reservation Start and Reservation End to set your date range.
Analyze who is bringing guests → Include Guest Owner Full Name or Fee Owner in the outputs.
Review guest contact details → Select outputs such as Guest First/Last Name, Guest Phone Number, and Email.
Connect guest activity to members → Enable outputs like Member #, First/Last Name, and Membership.
Understand reservation and event context → Add fields like Reservation Date/Time and Day of the Week.
Track payment and ownership → Include outputs such as Payment Status and Created By for more complete reporting.
Pro Tip: Use the Guest Report to identify frequent guests and who brought them. By combining outputs like Guest Owner Full Name and Guest First/Last Name, clubs can not only track activity but also build a targeted prospect list for potential new memberships.
More Information: [Link to Guests Report article]
Attendance Check-In Report
Purpose: Create a report that shows player check-ins, including both manual check-ins by system users and self-check-ins at kiosks.
Filter and Output Examples:
Review overall check-in activity → Use the Check-In By field to filter by check-in type or leave set to ALL.
Measure engagement over time → Set Start/End Dates (and optionally times) for the check-in period, or use pre-built ranges like Current Year.
Filter by reservation context → Apply filters such as Reservation Type, Event Category, or Check-In Status.
Customize output fields → Choose which data points to display, such as Player Name, Check-In Date/Time, Registration Type, Email, or Event Name.
Combine with attendance tracking → If your organization has the Attendance Tracker add-on, this report is also accessible inside the ATTENDANCE folder.
Pro Tip: Use this report to track member engagement trends, identify frequent players, or audit missed check-ins. Filtering by Check-In Status helps pinpoint members who booked but did not show up.
More Information: [Link to Attendance Check-In Report article]
Attendance Detail Report
Purpose: List all attendance records by date.
Filter and Output Examples:
See who attended and when → Displays player name, email, attendance date, and who scanned them in.
Eliminate duplicates → Check Hide Same Day Attendances to display only unique scans.
Export and save → Save the report or download as an .xlsx file for further analysis.
Pro Tip: Use this report to audit check-ins for specific dates, especially if verifying participation for lessons, clinics, or events.
More Information: [Link to Attendance Detail Report article]
Attendance Summary Report
Purpose: Provide total attendance counts by month to monitor growth and trends.
Filter and Output Examples:
Review monthly totals → Quickly see overall attendance numbers by month.
Drill down into details → Click any month total to open a popup with individual attendance records.
Pro Tip: This report is excellent for staff monthly reviews, as it gives a high-level snapshot with the option to drill into details.
More Information: [Link to Attendance Summary Report article]
Attendance Heat Map Report
Purpose: Visualize attendance patterns by day and time.
Filter and Output Examples:
Select a timeframe → Choose custom periods such as This Week or Current Month.
Spot busiest times → The heat map highlights high-traffic hours and days.
Save, print, or export → Use the hamburger menu to save, view, or download results.
Pro Tip: Use the heat map to optimize staff scheduling and court/program availability by aligning resources with peak demand times.
More Information: [Link to Attendance Heat Map Report article]
Cancellations Report
Purpose: Create a report that shows every reservation or event date canceled by the organization.
Filter and Output Examples:
View cancellations by timeframe → Set Start and End Dates or select a pre-built period (e.g., Current Month).
Analyze cancellations by category → Filter by Reservation Type, Lesson Category, or Instructor.
Review impacted players → Each cancellation includes a Details button with a breakdown of who was affected.
Pro Tip: This report doubles as a backup tool — if a reservation or event is canceled in error, you can quickly identify the affected players and rebuild the booking.
More Information:[Link to Cancellations Report article]
Waivers Report
Purpose: Generate a report that shows all signed waivers and membership agreements for a selected date range.
Filter and Output Examples:
Review waivers by membership type → Filter by Membership Types to see only waivers linked to certain groups.
Confirm compliance over a timeframe → Set Date Signed From/To to capture waivers signed in a specific period.
Audit specific agreements → Select one or more Waivers/Agreements to include in the report.
Pro Tip: Run this report before major events, tournaments, or insurance reviews to quickly confirm all participants have completed the necessary agreements.
More Information: [Link to Waivers Report article]
Packages Report
Purpose:
Display the current status of each member’s package usage, including purchase dates, remaining punches, and expiration details.
Filter and Output Examples:
Track package purchase activity → Use Purchased On Start/End to filter by purchase date.
See usage by package type → Filter by Package Categories or select specific Packages.
Check package status → View results by Sale Status:
Active – Currently valid and usable.
Expired – No longer valid.
Redeemed – Fully used with no remaining punches.
Deleted – Removed from the system.
Analyze revenue impact → Filter by Revenue Categories to align package usage with financial reporting.
Identify members with low package balances → Use Remaining Punches to find packages that are nearly redeemed.
Pro Tip: Run this report regularly to create marketing campaigns — for example, target members with expired packages and encourage them to repurchase by including a direct package URL in your outreach.
More Information: [Link to Packages Report article]
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