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 16-hour day winter schedule for indoor courts).
Overview
This article walks you through setting up a basic Custom Scheduler using minimum settings, giving you a clear understanding of how it works. For a more detailed breakdown of additional settings, particularly related to hours and waitlist options, refer to this article.
🔔 What is a Scheduler in Court Reserve? Schedulers are visual booking calendars that display courts, events, lessons, and reservations. They’re used to create, manage, and organize bookings.
Think of them as interactive calendars where you—and your members—can book and view scheduled activities.
🔔 What is a Custom Scheduler in CourtReserve? By default, CourtReserve provides a calendar view showing all courts, open days, and hours of operation.
Custom Schedulers take this a step further—they’re fully customizable booking calendars that use filters to control what is displayed and who can see it. You can make them visible to specific memberships, member groups, and/or system users.
For example, you might create a Custom Scheduler that only displays pickleball courts to a specific group of players. They allow you to create a tailored view of your courts and offer options to override certain general settings if needed. Jump to the Admin Perspective section of this article for a visual preview.
When to Use a Custom Scheduler
Here are a few common scenarios where Custom Schedulers can be especially helpful. These examples may help you envision how your facility could benefit from using them in CourtReserve.
Indoor/Outdoor View Control
Your facility has a mix of indoor and outdoor tennis courts. In the winter, you want both system users and members to only see indoor courts.Skill-Based Member Groups
You have a Member Group for 4.0+ pickleball players who only want to view and book pickleball courts.Exclusive Access for Top-Tier Members
You want to limit visibility and extend available hours for your most in-demand courts, making them accessible only to top-tier members.Simplified View for Staff
A staff member is responsible for managing only pickleball. You can create a scheduler that shows only pickleball courts for that system user. You do not show it to members, only the staff member.
A Customized Scheduler lets you create a tailored view of your courts and gives you the flexibility to override certain organization-wide settings. It functions as a visual booking calendar, built around the setup options you define. It's important to note, the custom scheduler(s) must be built within your standard hours of operation.
Setting Up a Basic Custom Scheduler
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.
Creating a Custom Scheduler
Click the Create Custom Scheduler button.
On the next page, fill in the fields (see details for each field below).
Click Save.
In the example below, we’ll create a Customized Scheduler for top tier paying members that shows only pickleball courts. As you follow along, imagine how this setup would apply to your club’s specific members, courts, and programs.
Filling Out the Fields
First, give your scheduler a name and define what is shown.
Scheduler name - This name is visible on the admin dashboard. For example, Tier 1 Members - Pickleball.
Navigation name in Member Portal - CourtReserve shows this name on the member portal if you enable this feature with the adjacent checkbox. For example, Book Pickleball. Example on the member portal here:
Show Navigation Name on Portal - Check this box to display the scheduler in the member portal navigation. If left unchecked, the custom scheduler will only be visible to system users. In this example, the members will see the scheduler labeled "Book Pickleball" in the member portal and the system users will see the scheduler labeled "Tier 1 Members - Pickleball" in the admin panel.
Allowed Reservation Types - Select Reservation Types that can be booked using the Custom Scheduler. In this example, we only selected Reservation Types related to pickleball.
Scheduler Type - Choose Consolidated or Expanded. Consolidated is used if you want your courts to be auto-assigned (for example, the players don't get to choose their court number, the system auto-assigns the player(s) to a court). See information on auto-assign here. If you are not auto-assigning courts, choose Expanded. In this example, the selection is Expanded so players can choose their desired court.
Build Fixed Duration(s) - If checked, you can create detailed start and finish time customizations at the court level for any day of the week. These settings override the organization-wide general schedule settings. In this example, this will remain unchecked.
Court Types - Select court types to display. In this example, we select Pickleball Courts.
Courts - Select the specific courts to show. For example, only show Pickleball Courts 1-4.
Next, you’ll choose who should be able to see this scheduler.
Is Private - If checked, only the system user creating the scheduler can see it. The default setting is not checked. Click here to learn more. In this example, we want all system admins to access this view, so it's left unchecked.
Show on Member Portal - If checked, CourtReserve displays the custom scheduler on the member portal navigation menu if the site visitor has the required membership type. In this example, we want our selected members to see this, so it is checked.
Show Scheduler to Following Membership(s) - Limit access to the custom scheduler by adding one or more membership types to the field. If left blank, all memberships can see it. In this example, we are choosing to display this to only our Tier 1 Members.
Show Scheduler to Following Groups - Limit access to the custom scheduler by adding one or more Member Groups to the field. If you've created Member Groups in your system, you can limit the scheduler view to certain ones. In this example, we are not limiting it to a certain member group(s), so left the default of ALL.
Override Time In Advance a Court can be Booked - Use this check box to override settings for Time in Advance booking settings on the General Settings page (SETTINGS > BOOKING SETTINGS > General). If checked, the page displays new override fields. In this example, we will use the organization-wide settings and do not need an override.
Show on Admin Side - If checked, this scheduler will show on the left navigation sidebar for all Admins and Organizers. See Admin Perspective below for example. In this setup example, we do want all system users to see this on the admin panel navigation so this is checked.
Next, determine if any times should be modified for this schedule view.
Show Times on Reserve Button - check this box if you would like the ‘reserve’ button to be replaced with the time of day. For example, rather than just saying "Reserve" it will say Reserve plus the time. In this example, we are OK with the traditional Reserve button, so leave this unchecked.
Scheduler Interval (minutes) - Use this feature to create booking blocks. For example, if the system user sets the interval to 60 minutes (and the day starts at 6am), CourtReserve creates blocks starting at 6am, 7am, 8am, and so on. In this example, we want 60 minute schedule blocks for our pickleball court bookings.
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. In this example, we do not need specific start and end dates, so we leave these blank.
Scheduler Starting/Ending Reservation Dates - Set the period when members can enter a booking on the custom scheduler. In a winter scheduler for example, you could show the scheduler for all winter months and only show the Reserve button during specific weeks your club is open. In this example, we do not need date restrictions for when our members can book, so we leave these blank.
Operating hours - The next group of fields allows you to set the daily open and close times—these are your operating hours, pulled from your General Settings. You can adjust them to display specific hours for the group using your Custom Scheduler, as long as they fall within your facility’s standard operating window.
If your club doesn’t operate seven days a week, you can check the Is Closed box for any day you're closed. In this example, we’ll keep the default operating hours to show our members, so no changes are needed.
Finally, decide if alternate waitlist settings should apply to those using this Customized Scheduler.
Override Waitlisting Setting - Check if you want to override the organization-wide waitlist settings for the custom scheduler view. See details on each field in this article. In this example, we are OK with our waitlist settings so leave this unchecked.
Copying Custom Schedulers
After a custom scheduler has been saved, 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 and modify as necessary. You can edit your Custom Scheduler by navigating to SETTINGS > COURT & BALL MACHINE SETTINGS row > Custom Schedulers icon.
Filtering Custom Schedulers
If you need an even more filtered view of your Custom Scheduler, select the desired scheduler under SCHEDULERS in the admin panel, then click the Filter button in the top-right corner. These filter options allow you to narrow your view even further, making it easier to focus on specific courts, times, or instructors as needed.
Need to print your schedule? Use the "Export to PDF" button to download a printable version.
FEATURE USAGE - ADMIN PERSPECTIVE
In this article, we created a Customized Scheduler designed to show all pickleball courts to Tier 1 Members. Based on the settings used, it appears in the admin panel navigation as shown below:
When clicked, system users will see the calendar exactly as it was defined during setup. A portion of that view is shown below:
FEATURE USAGE - USERS PERSPECTIVE
In the example from this article, Tier 1 Members will see a “Book Pickleball” scheduler option in their Member Portal navigation menu. This links to the Customized Scheduler created specifically for them. When selected, they’ll see the same calendar view as the system users, based on the defined setup. In this example, only Tier 1 Members will see this.
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