INTRODUCTION
Feature Summary: Organizations have the ability to manually track financial information if they are not integrated with a Payment Provider.
Use Cases: If an organization is already uses another payment provider outside of CourtReserve, costs can still be setup in the system, and can manually be marked as paid.
SETUP REQUIREMENTS
Fees for Reservations (Court Costs)
Click SETTINGS on the side menu.
Go to the BOOKING SETTINGS heading and click Costs. A new page displays.
The table on the page shows all current membership types.
CourtReserve automatically copies the values added to the fields on these pages to the matching fields on the Memberships > Membership type pages. Conversely, any updates you make on a membership page also appear here.
Costs tab
Set court costs for each membership type. The default setting is an hourly rate, but there is a fixed rate option. Admins can configure two payment settings at the membership type level: require payments and require payment profile.
Configuring Custom Court Costs
Click this tab to enter custom prices for specific times of day, reservation types, and membership types.
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.
Filling in the fields
Custom Cost Name - Enter a unique name for the cost.
Membership(s) - Apply the cost to one or more membership types. (Only visible if the system user works from the ITEM column.)
Court Type - Choose one or more facilities for this custom cost.
Reservation Type - Select an option on the drop-down menu. The default setting is All.
When - Select Day of the week (Choose the calendar day, Weekday, or Weekend) or choose Select Custom Date(s). Use the popup calendar to choose specific dates.
Select a Date Range - If this pricing should only apply to a specific date range, that range can be selected here.
Set Custom Start & End Times - Use the drop-down menu to create a block of time for the custom cost (e.g. Peak Hours time range, or Non-Peak Hours time range).
Cost - Enter the fee for this custom charge. Hourly is the default setting.
Apply Custom Cost Condition when Reservation is - Check the box to enable custom pricing that varies with reservation timing. Set a custom price if the reservation is made the same day as the court time, or within X number of days or hours.
Fees for Events
Log in to the admin dashboard.
Click EVENTS on the side menu.
Create a new event or edit an existing one.
Scroll down the page and click the Event Setup tab.
Fill in the fields (see below)
Click Save Changes.
Drop-In/Full Price - Set the event price for each type of registrant (members, guests, family membership, and public). CourtReserve displays Drop-In Price for a single-date registration and Full Price for a multi-date registration.
Is Public - Check this box to display the event on the portal of the selected member type.
Fees for Lessons
Log in to the admin dashboard.
Click SETTINGS on the side menu.
Scroll down to the INSTRUCTOR SETTINGS heading.
Click Instructor Pricing.
Next, enter rates for each instructor. Make sure each instructor has a rate for every lesson type and membership type in this table. If there are gaps in the table, CourtReserve may display an error message when the system user creates a lesson. Rates can be hourly or (less frequently) fixed.
There is no Save button on this page. CourtReserve auto-saves the rates.
The hourly rate is the price per member per hour. The fixed rate is the cost regardless of duration.
If the system user enters a rate in the first column, CourtReserve auto-fills the fields for other membership types with the same figure. Users can change the values as required. CourtReserve saves this information on the individual instructor's profile page, too.
Creating a custom instructor cost
Use this flexible tool to assign non-standard rates for specific periods. For example, a PRO-level instructor may charge a higher rate for peak periods (e.g. Sunday mornings).
Make sure the Instructor Pricing tab is selected.
Go to the bottom of the Instructor column and click the Add New Custom Instructor Cost button.
Fill in the fields. (see below)
Click Save changes.
Filling in the fields
Name - Enter a unique name for this custom cost.
Memberships - Click the field and make this custom cost available to one or more membership types. The default setting is ALL.
Reservation Types - Click the field and make this custom cost available to one or more reservation types. The default setting is ALL.
Instructors - Click the field and make this custom cost available to one or more instructors. The default setting is ALL.
Day of the week - Click the field and choose one option on the drop-down menu.
Start / End Time - Use the clock icons to set when the custom lesson begins and finishes.
CourtReserve saves the custom cost profile in the last row of the table. Optionally, system users can create custom costs for any membership type by clicking the Add New button in the column and then completing the form.
Recording Fees
Log in to the admin dashboard.
Go to the side menu and click TRANSACTIONS > TRANSACTION LIST.
Reporting period
Use the calendar icons to set start and end dates for the reporting period. System users can create a period for transaction dates or reservation dates. Use any of the blue buttons to quickly set the period (e.g. last month).
Report filters
Enable any combination of filters to narrow the results in the report. For example, system users could generate a report for all unpaid transactions in the current month.
Generating a report
Click the Run Report button to produce a list of transactions based on the filters and reporting period.
From here, system users can click Pay on fees and use Cash as a Payment Type to mark fees as paid.
