INTRODUCTION
Feature Summary: Create one or more court closures to manage availability and scheduling.
Use Cases:
System users can streamline closure management by:
Temporarily blocking new bookings on specific courts
Canceling existing reservations
Notifying members with affected reservations
Optionally rescheduling bookings through the admin platform or issuing refunds
PREREQUISITES
A closure type must be created and available to assign to closures.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click SETTINGS. A new page displays.
Go to the COURT & RESOURCE SETTINGS heading.
Click the Closures icon.
Creating a Closure
Click the green Create Closure button.
Closure Type: Select the category tag (e.g., Weather, Maintenance, etc.) to identify the reason for the closure.
Hide on Admin Schedulers: Check this box if you do not want the closure to appear on admin-facing scheduling views. The default setting is to make them visible (unchecked).
Start Date/Time: The exact date and time when the closure begins.
End Date/Time: The exact date and time when the closure ends.
Recurrence: Choose whether the closure repeats (e.g., Daily, Weekly, Monthly, or Custom). See additional details below.
Display Message for the Schedulers: Optional text that explains the reason for the closure on the schedulers.
Include Reservation/Events Without Court(s): If checked, applies closure rules to reservations or events not tied to a specific court and distributes the message to those affected.
Select Court(s): Pick the courts that will be affected by the closure. Multiple courts can be selected at once.
Impact of Closures and Cancellation Policy
After selecting the closed courts, CourtReserve shows the impact of the closures with red text and a table.
Cancellation Policy Options (required)
No Cancellations
Existing reservations and events will remain on the schedule, even during the closure period. Use this if you only want to block new bookings without affecting current ones.
Cancel All Reservations & Events
All existing court reservations and events within the closure period will be canceled.
Cancel Court Reservations Only
Only reservations for specific courts affected by the closure will be canceled.
Cancel Events Only
Only scheduled events within the closure period will be canceled. Court reservations will remain on the schedule.
The table shows two kinds of affected groups:
Affected Bookings - Shows the number of bookings on the affected courts during the closure period.
Affected Players - Shows the number of people registered for an event or program on the affected courts during the closure period.
The table also shows:
Used Time - The percentage of the reservation used by the member prior to the court being closed.
Players - The number of players impacted by the closure.
After saving, a Confirm Closure dialog appears, warning that the action cannot be undone. The message displays the number of bookings that will be canceled and prompts the user to confirm or cancel before proceeding.
Managing Affected Bookings
Go to the table and locate a line with an affected booking. System users can:
Reschedule a court reservation or an event
Cancel the booking and issue a refund
Recurring Closures
System users can create a recurring closure if the closure starts and finishes in one calendar day, but takes place on multiple days in a scheduler. For example, if you close your courts every Wednesday on a set Start and End time, recurring closures can be used in this case.
It is not possible to create a recurring closure if that action starts on one day, and finishes on another day. For longer, repeated closures, create a separate closure for each period.
Enter a start date and time. CourtReserve auto-fills the End Date field.
Enter an end time.
Click the Recurrence field and select an option (e.g. weekly, monthly, custom). For custom recurrences, use the calendar to select dates.
Go on to the next step and select courts.
Viewing and Managing Closures
The Closures tab (navigate to Settings > Court & Resource Settings > Closures) displays all court closures configured for your organization. Each closure appears as a row in the list and includes the closure type, start and end date/time, status, and the courts affected.
Recurring closures are indicated by a circular arrow icon next to the start date. These closures repeat on a schedule and will display multiple individual occurrences.
To expand a recurring closure and view its individual occurrences:
Locate the recurring closure row (identified by the circular arrow icon next to the start date).
Click the + icon on the left side of the row to expand it.
The individual occurrences will appear below, each showing the date, time, and status.
Editing a Closure
Locate the closure you want to update in the Closures tab.
Click Edit on the right side of the closure row.
Update the relevant fields and save your changes.
Note: For recurring closures, editing the parent row will apply changes to the series. Individual occurrences can be edited separately from within the expanded view.
Deleting a Closure
Locate the closure you want to remove in the Closures tab.
Click Delete on the right side of the closure row.
Confirm the deletion when prompted.
Note: Deleting a recurring closure from the parent row will remove the entire series. To remove a single occurrence, expand the series first and delete the specific occurrence.
ADMIN PERSPECTIVE
Below is an example of a weather-related closure applied to reservations and events on the admin panel scheduler.
Additionally, system users can verify if refunds were issued. Go to REFUNDS > Accepted Refunds. Set the refund start/end dates and locate the row in the table.
USER PERSPECTIVE
When a system user creates a court closure (but has not yet canceled any reservations), CourtReserve displays a gray bar on the member portal. The gray bar appears next to the member's court reservation on the scheduler.
After a system user cancels or schedules the member's booking, CourtReserve removes the booking from the member portal scheduler and sends members an email notification when a reservation is canceled.
Related Video
Click here to watch the section of the Court & Ball Machine Management: Overview video that covers the information in this article.
Note: In older videos, the term Ball Machines is used to describe any rentable equipment. This label has since been updated to Resources throughout CourtReserve (unless a facility has chosen a custom name). The functionality remains the same—only the name has changed.