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 Reservations - Shows the number of bookings on the affected courts during the closure period.
Affected Registrants - 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.
Managing Affected Reservations
Go to the table and locate a line with an affected reservation. System users can:
Reschedule a court reservation or an event
Cancel the booking and issue a refund
Tracking Closures on the Courts page
Navigate to SETTINGS > COURT & RESOURCE SETTINGS > Courts. The table shows all courts and their current closure status.
The table uses two colors to show court status: pink means the court is currently closed, and grey means the court is active. Click the plus (+) icon to open a folder and see court closure details.
Use the buttons to edit or delete a court closure.
The Next Closure column shows upcoming closures, if any.
The Status column shows closure details, if applicable. The default setting for active courts is Available.
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.
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 refunds if 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.
VIDEO TRAINING
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.
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