INTRODUCTION
Feature Summary: Create one or more unique schedulers tailored to meet the club's booking and facility requirements.
Use Cases: System users can create a custom scheduler to organize a subset of courts (e.g. different schedulers for indoor and outdoor courts) or run different operating schedules (e.g. create an 18-hour day summer schedule for indoor courts).
Other options for custom schedules include:
Restrict members to select courts (e.g. the club has 12 courts, but only 6 can be booked by members).
Restrict certain schedulers to admin view only.
Restrict players by reservation type (e.g. only the reservation type Solo Play can be booked on the practice court).
Restrict courts based on the membership type.
Restrict courts based on time of day/day of the week.
PREREQUISITES
System users cannot create a custom scheduler with time slots outside the club's normal hours of operation. To create a scheduler with non-standard time slots, system users must update settings on the Hours of Operation page (SETTINGS > ORGANIZATION SETTINGS).
If the club wants to create a custom scheduler that offers longer hours to a particular membership type, the system user should create two custom schedulers: one with extended hours of operation (e.g. 6 am to 11 pm) and another with regular hours of operation (e.g. 7 am to 9 pm).
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click SETTINGS. A new page displays.
Go to the COURT & BALL MACHINE SETTINGS heading.
Click the Custom Schedulers icon.
System users can create a custom scheduler for instructors. Click here to learn more.
Creating a custom scheduler
Click the Create Custom Scheduler button.
On the next page, fill in the fields (see below)
Click Save.
In this example, we create a custom scheduler that gives any member with the Full Membership type access to longer court hours on the weekend. Then we create another scheduler that displays regular court hours for every other membership type.
Filling in the fields
Scheduler name - This name is visible on the admin dashboard.
Navigation name - CourtReserve shows this scheduler name on the member portal if the system user enables this feature. (see below)
Show Navigation Name on Portal - Check the box to display the navigation name on the member portal.
Allowed Reservation Types - Restrict the scheduler to certain reservation types. This optional field might be useful if the system user creates multiple customs schedulers for different club facilities.
Scheduler Type - Choose Consolidated or Expanded.
Build Fixed Duration(s) - If checked, the system user can create detailed customizations at the court level for any day of the week. Any setting created here (e.g. start and finish time or interval) overrides the general scheduler settings (see below).
Court Types - Create a custom scheduler for one or more specific court types. (optional)
Courts - Select the specific courts to show on this custom scheduler.
Display
Is Private - If checked, only the system user can see the custom scheduler. The default setting is not checked. Click here to learn more.
Show on Member Portal - If checked, CourtReserve displays the customer scheduler on the member portal navigation menu if the site visitor has the required membership type.
Show Scheduler to Following Membership(s) - Limit access to the custom scheduler by adding one or more membership types to the field.
Show Scheduler to Following Members Groups - Limit access to the custom scheduler by adding one or more groups to the field.
Override Time In Advance a Court can be Booked - Use this check box to override settings on the General Settings page (SETTINGS > BOOKING SETTINGS > General). If checked, the page displays new override fields. Optionally, enter a clock time in the Time to Open field if the club wants to close online bookings at midnight and then reopen at this time.
Show on Admin Side - this scheduler will show on the Left Navigation sidebar for all Admins and Organizers.
Show Times on Reserve Button - check this box if you would like the ‘reserve’ button to be replaced with the time of day.
Schedules
Scheduler Interval (minutes) - Use this feature to create booking blocks. For example, if the system user sets the interval to 90 minutes (and the day starts at 6 am), CourtReserve creates blocks starting at 6 am, 7:30 am, 9 am, and so on.
Show Custom Scheduler From/To Dates - Show the custom scheduler during a specific date range (e.g. winter scheduler, summer scheduler, etc.). After the end date, CourtReserve hides the custom scheduler.
Scheduler Starting/Ending Reservation Dates - Set the period when members can enter a booking on the custom scheduler.
Operating hours
Enter the start and finish times for each day. Optionally, check the Is Closed box if the club/facility does not operate seven days a week.
Court waitlisting
Optionally, system users can configure custom court waitlisting settings. These settings override the system defaults (if the system user enables the add-on).
If the system user enables the court waitlisting override, the default setting is any person on the waitlist, or any member/player who can see the custom scheduler on the member portal can book an open spot. The other options are under development.
Check the Allow Players on Member Portal / APP to Register for Waitlist box to display more custom settings.
Allow Players on Member Portal / APP to Register for Waitlist - If this box is checked, players can add their names to a waitlist on the member portal. If not checked, players cannot waitlist themselves. Instead, system users must add players to a waitlist. If this box is not checked, CourtReserve hides all the other opinions.
Allow Player to Waitlist when Desired Court Type is Available - If checked, players can add themselves to a specific court waitlist as long as one court under a specific court type is booked. If unchecked, all courts under a specific court type must be booked in order to join the waitlist.
Show # of Players Currently Waiting - If checked, the member portal displays the number of people on the waitlist. If not checked, CourtReserve hides this number on the member portal.
Enforce booking rules/restrictions when Waitlisting - If checked, apply the restrictions and rules set at the membership level at the time of joining the waitlist rather than the time of booking.
Prevent Waitlist X hours out - Enter a time to close the waitlist period. CourtReserve closes the waitlist X hours before a court time opens. This time limit applies only to the member portal. Admins can waitlist players any time before the court slot becomes available.
Copying Custom Schedulers
After a custom scheduler has been saved in an organization, there will be a Copy button on the Edit Custom Scheduler page. Use this button to quickly duplicate a custom scheduler that is already created in an organization.
FEATURE USAGE - USERS' PERSPECTIVE
The member portal displays the custom scheduler to site visitors with the proper permissions (e.g. membership type). In this example, members with the full membership type can view this custom scheduler.
CourtReserve hides the custom scheduler for the selected membership type and displays a different custom scheduler (with regular hours of operation) for all other site visitors.
VIDEO TRAINING & RELATED WEBINARS
Watch a video and learn about custom schedulers.