INTRODUCTION
Feature Summary: System users can create unique court and equipment charges tailored to specific membership types.
Use Cases: Configuring custom pricing helps maximize club revenue by implementing tiered rates for peak and low-demand time blocks. System users can also set custom fees for non-club members or guest players to encourage membership upgrades while maintaining flexible booking options.
The Booking Settings section is made up of several pages. This article explains the Costs page.
Want to learn about the others? Click a link below:
PREREQUISITES
System users should have a clear understanding of the club’s booking rules and regulations. The prices members pay to use club facilities can be influenced by the settings configured on the Reservation Types pages. Be sure to review those configurations carefully when setting costs to ensure pricing accuracy and consistency.
SETUP REQUIREMENTS
Click SETTINGS on the side menu.
Scroll down the page to BOOKING SETTINGS and click Costs.
Use the three menu tabs (Court Costs, Custom Court Costs, and Custom Guest Costs) to enter customized costs (see below).
Configure Court Costs
Click the Court Costs tab (if not already open) to add or edit price information.
Enter price information for each court and resource and then click Save Changes. Optionally, enter a price in the ITEM column to quickly set the same price for each membership type.
In most cases, system users will leave the default Hourly setting. The fixed price option is better suited for other types of facilities (e.g. meeting rooms or halls).
After saving, CourtReserve automatically transfers cost information from the Court Costs tab to the relevant fields on membership cost pages.
Configure Custom Court Costs
Click this tab to optionally set custom prices for specific times of day, courts, and reservation types, tailored to the selected membership type(s).
Example: You could set higher prices for evening indoor court reservations for Basic Members, while keeping daytime rates lower.
Select a membership type and click the Add New button, or go to the ITEM column to create the same custom cost for each membership type.
Custom Cost Name: Enter a unique name for this custom cost rule (e.g., "Weekend Premium" or "Same-Day Discount").
Membership(s): Apply the custom cost to one or more membership types. Note: This field is only visible if the system user clicks the Add New Custom Court Costs button from the ITEM column.
Court Type: Dropdown to select the specific court type(s) the custom cost applies to, or choose All for every court type.
Reservation Type: Dropdown to select the reservation type the custom cost applies to, or choose All for every reservation type.
When – Defines the conditions for applying the custom cost.
Day of the week - Option to apply the cost only on certain days (e.g., Everyday, Weekdays, Weekends, or specific days like Monday/Wednesday).
Select Custom Date(s): Allows you to pick specific individual dates when the custom cost will apply.
Select a Date Range: Lets you set a start and end date for the custom cost period.
Set Custom Start & End Times: Allows you to define a daily time window when the custom cost is in effect (e.g., 5 PM–9 PM).
Apply Custom Cost Condition when Reservation is: Additional conditions for applying the cost based on booking timing:
Same Day – Applies when the reservation is made on the same day as the reservation.
Day(s) Before – Applies when booked a certain number of days before the reservation.
Rolling Hour(s) Before – Applies when booked within a certain number of hours before the reservation.
Cost: Enter the fee for this custom charge (e.g., $20 or FREE). Choose Hourly (per hour, prorated) or Fixed (per booking). Hourly is the default.
In the below example, any Basic Membership member booking a Singles – Tennis reservation on any court on a weekday between 5:00 PM and 7:00 PM will be charged $45/hour instead of the standard rate.
Custom Guests Costs
System users can set up separate fees for walk-in guests—individuals not registered on the club platform—who are invited by club members/players.
To enable this fee, system users must first allow guests and set a standard fee for the relevant reservations using the Reservation Types page. From this page, select a reservation type and click the Edit button.
Scroll down to the Allow Guest(s)? heading and check the box. A new field displays.
Check the Allow Guest(s) on Member Portal box and then click Save.
Enter a value into Guest Fee field. This becomes the default fee if no unique prices are added to the Custom Guests Costs page (see below).
If the system user stops here, CourtReserve allows members/players to add a guest when booking a court time (by reservation type, if permissions are granted) and charges the default Guest Fee (in this example, $10).
If you need to customize guest fees for specific membership types or times of day, go to Booking Settings > Custom Guest Costs. Fill in the fields (the options are the same as those under Custom Court Costs) and then click Save.
Example:
Guests booking pickleball doubles reservations on weekends will be charged $20 per hour instead of the standard $10 rate.
In this example, the custom guest cost is applied to one membership. If you’d like to apply the same pricing to other membership types, use the Actions > Copy Costs button under the desired membership.
Managing Costs
Click the pencil icon to edit the detail or the trash icon to delete a membership type custom cost.
Possible Error Message for Conflicts
When creating a rule on the Custom Court Costs page, the system user might see an error message (red text in the below screenshot). This message displays when a new custom cost rule conflicts with an existing rule. The cause of the conflict is usually overlapping time periods.
To resolve the conflict, look for overlapping time periods on this page. If that does not resolve the problem, go to the Memberships page, open the appropriate membership type, and click the Costs tab. Look for a line entry under the Court Cost Customizations heading. A customized cost here may be the cause of the conflict. Remove or edit the rule to remove the conflict.
Note: CourtReserve does not transfer custom costs on the membership type page to the Booking Settings > Costs page.
USER PERSPECTIVE
Example 1 - Custom Cost for Guest(s): The screenshot below displays the confirmation window for a court booking in the member portal. Due to a custom cost rule applied to this time block for guests, the guest is charged the custom fee (as shown above) instead of the default fee.
Example 2 - Custom Cost for Court(s): The screenshot below shows the confirmation window for a court booking in the member portal. Because a custom cost rule—Prime Time Court Charge for weekdays from 5:00 PM to 7:00 PM—applies to this time block, the member is charged the custom fee (as outlined above) instead of the default fee.
If no custom cost applies to the booking—for example, a court booked at 3:00 PM—the player is charged the standard court fee.
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