INTRODUCTION
Feature Summary: The Create Instructor feature lets system users build instructor profiles that include availability, permissions, lesson/event types, and scheduling rules. This ensures accurate setup for scheduling, billing, and member bookings.
Use Cases:
Tag instructors by instructor type (Head Pro, Pickleball Instructor).
Assign which lesson types and event categories they can teach.
Define availability and block off unavailable times.
Limit daily lessons or disable online bookings.
Customize Scheduler display and permissions.
Assign extra services (e.g., stringing).
PREREQUISITES
Before adding an instructor, system users should gather all background information, including the instructor’s pricing, availability, and the types of lessons and events they'll be assigned to.
Some fields on the instructor’s User page link to other setup areas in CourtReserve. To create a complete and accurate profiles, make sure the following are set up first:
Instructor Types – Tag instructors by role or sport (e.g., Head Pro, Tennis Instructor).
Lesson Types – Define the lesson formats instructors can teach (e.g., Private 60-Minute Lesson, Group Lesson).
Event Categories – Organize and assign instructors to specific event types (e.g., Clinics, Camps).
Instructor Availability - Understand instructor availability based on their schedules.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Click SETTINGS on the side menu.
Scroll down to the INSTRUCTOR SETTINGS heading.
Click the Instructors icon.
Click the Create Instructor button. A form displays.
Fill in the fields (see below).
Click Save.
Fill in the Fields
Is Admin? / Is Sub-Admin? - Check one box to give the instructor permissions on the CourtReserve platform. Click to learn more about admins and sub-admins.
First Name / Last Name / Email / Phone Number - Enter the instructor's name and contact information. The names and email fields are required.
Copy Settings From Other Users - This time-saving option copies a different instructor's profile information into this form. Optionally, click the field and select an existing system user profile.
Is Instructor? - If the box is checked, CourtReserve displays the following instructor fields.
Instructor Type - Click the field and select an instructor type option on the drop-down menu.
Instructor background Color / Text Color - Customize the way the instructor's initials display on the scheduler.
Example:
Allowed Lesson Types - Click the field and select one or more options for what this instructor is allowed to teach. Click here to learn more about lesson types.
Allowed Event Categories - Define which event categories an instructor can be assigned to. Click the field and select one or more options. Click here to learn more about event categories.
Instructor Availability - If this is a new profile, click Save to display the calendar. Set the instructor's availability for each day of the week (click the plus button next to each day to add availability) and optionally upcoming unavailable times. Click here to learn more about instructor schedules.
Temporarily Disable Online Lesson Bookings: Check this box to prevent members/players from booking lessons with this instructor through the Member Portal or mobile app. Admins can still book lessons on their behalf.
Max # of Lessons per Day: Enter a number to limit how many lessons the instructor can teach in one day. Once the maximum is reached, the instructor will not appear as available for additional bookings.
Unbookable Time Between Lessons: Set a number of minutes for mandatory breaks between lessons. This ensures buffer time (e.g., for travel, rest, or setup) before another lesson can be booked.
Is Stringer: Mark this box if the instructor also provides stringing services. This helps track stringing requests and link them to the instructor.
Allow this User to Create Conflicting Events and Reservations: When enabled, this user can create new events or reservations even if they overlap with existing bookings.
Allow this User to Add Conflicting Events / Lessons / Reservations to Instructor Schedule: When enabled, this user can add overlapping bookings directly to the instructor’s schedule.
Is Confirmed: Indicates that this instructor’s profile is active and verified. Typically enabled once all setup steps are complete.
Disable Drag & Drop On Courts Schedulers: By default, admins can use drag-and-drop to assign lessons and reservations on the Scheduler. Check this box to disable drag-and-drop functionality for this instructor. Click here to learn more
Access to Batch Billing: Grants the instructor access to batch billing functionality, if enabled.
Show Check-In Alerts: Displays alerts for this instructor when members check in for reservations, events, or lessons.
Allow Scans when User is Logged In: Enables barcode or card scans to be logged when the instructor is signed in.
Show Attendance Trackers Status Bar: Displays the attendance tracker status bar in the instructor’s view, providing visibility into participant attendance.
Is Active?: Default = enabled. Marks the instructor as currently active in your CourtReserve system. Uncheck this box to deactivate the instructor and prevent them from being assigned in the future.
Set Instructor Prices
To set up pricing, system users must complete the Instructor Pricing page. This is where system users set fixed/hourly costs for different reservation types.
USER PERSPECITVE
In this example, instructor Sharon Smith is set up on a Book a Pro scheduler to appear as available only on Monday evenings for 1-hour private tennis lessons. Below is an example of a player booking a lesson with her.
VIDEO TRAINING
Click here to watch the section of the Lessons & Instructors: Overview video that covers the information in this article.