INTRODUCTION
Feature Summary: Create a recurring court booking or lesson.
Use Cases: System users can add a series of bookings to the Expanded (or Consolidated) scheduler that repeat daily, weekly, monthly, or on a custom schedule.
Members cannot set up recurring reservations on the member portal. System users can create these recurring reservations on behalf of a member.
PREREQUISITES
System users must know how to use the Expanded scheduler to create court bookings and lessons.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Click SCHEDULER > EXPANDED on the side menu.
Create a court booking or lesson.
Confirm the start date and times.
Click the Recurrence field and select an option on the drop-down menu.
Configure the settings (see below).
Complete the form fields and then save.
Daily
To set a daily schedule, the system user selects:
Every X days (e.g. enter 1 for every day of the week or 2 for every other day of the week), or
Every Weekday.
To set the last day of the series, the system user can:
count the number of court/lesson days and stop after X dates, or
use the calendar icon to set the last day of the recurring court/lesson.
Optionally, click the Exception Dates field and select one or more dates between the start and end when the court/lesson won't take place.
In this example, a reservation was made for every other day, excluding 10/07/2025.
Example of player's reservations:
Weekly
Set the schedule to repeat every X number of weeks (e.g. enter the number 1 to repeat every week or 2 to repeat every other week).
Use the checkboxes to select one or more days of the week.
Set the end of the series and add exception dates as needed (see the Daily description above for details).
In this example, a weekly lesson reservation was made, for a total of four weeks.
Example of player's reservations:
Monthly
Set the schedule to repeat every X months (e.g. enter the number 1 to repeat every month or 2 to repeat every other month).
Set the day of the booking/lesson:
Enter a calendar date (e.g. the second of every month), or
Use drop-down menus to set the day of the week (e.g. the first Monday of the month).
Set the end of the series and add exception dates as needed.
In this example, a monthly reservation was made for the first Thursday of the month, for a total of 12 months.
Example of player's reservations:
Custom
Select the Custom option and then click dates on the calendar to select booking/lesson dates.
In this example, a lesson reservation was made for October 6, 16, and 21.
Example of player's reservations:
Fees and Conflicts
When a system user creates recurring court bookings or lessons, CourtReserve automatically updates fees and reports scheduling conflicts, if any.
Recurring Booking Fees
When an admin creates a recurring reservation (e.g. for a court or a lesson), CourtReserve automatically generates a separate fee for each individual occurrence in the series. Each reservation date is treated as its own transaction, even though they were booked together.
The Transaction Date for each fee reflects the date the recurring reservation was created — not the individual play date. These fees will appear as separate unpaid charges on the player’s profile until they are paid.
Recurring Court Reservation Fee - Example
In this example, an admin books a Friday 4:00 PM reservation for a player for four consecutive weeks. The fee is $20 per reservation, for a total of $80.
CourtReserve will generate four separate unpaid fees of $20 each, with the transaction date reflecting the date the admin created the reservation.
Recurring Lesson Reservation Fee - Example
In this example, an admin books a recurring lesson for the first Wednesday of the month for six months. Each lesson costs $100, for a total of $600.
CourtReserve will generate six separate unpaid fees of $100 each, with the transaction date reflecting the date the admin created the booking.
How Clubs Can Handle Payment for Recurring Reservations
Because each occurrence in a recurring reservation generates its own separate fee, clubs have flexibility in how they choose to collect payment.
Option 1: Charge Upfront (Pay in Full)
If the club prefers to collect payment at the time of booking:
The admin creates the recurring reservation.
CourtReserve generates individual unpaid fees for each occurrence in the series.
The admin can then collect payment for all unpaid reservation fees. This can be done manually or by generating a member invoice.
To do this efficiently for multiple unpaid fees:
Go to the member’s Billing profile and click Generate Invoice.
Filter the charges to include (consider using the Reservation Thru Date and/or Revenue Category filters).
Generate the invoice.
The invoice can be paid immediately using a saved payment profile or sent to the player for payment. Learn more here.
This approach results in the full amount being collected upfront and is commonly used by clubs that want to secure commitment and avoid future outstanding balances.
Option 2: Charge As Each Reservation Occurs
If the club prefers to charge per visit:
Leave the individual fees unpaid at the time of booking.
Collect payment as each reservation date occurs. It can be useful to monitor these daily using Who's Here Today.
This option is often used for flexible payment policies or when clubs allow pay-as-you-play reservations.
Recurring Booking Conflicts
When creating a recurring reservation, the system will display conflicts and provide background information on the issue via the Conflicts links.
In this example, the instructor has a conflict based on the selected dates and recurrence pattern.
To see conflict details, click the Conflicts link. The popup window shows the details. System users can use this information to make the required changes (e.g. change a day, time, or court) to resolve the conflict.
In another example, a recurring court booking conflicts with a lesson already booked on Court #1:
If a conflict occurs with a recurring reservation, the system user may need to exit the booking screen, review court or instructor availability, and adjust the dates, time, or recurrence pattern as needed.
Editing one or more Bookings in a Series
To edit all (or some) of the recurring bookings or lessons in a series:
Go to the Expanded scheduler and locate a reservation.
Hover over the reservation and click the i icon.
Click the Edit icon in the popup window.
Note: the double-arrow icon indicates this is a recurring reservation.
In the popup window, choose an option:
This occurrence - Update this date but do not change any other dates in the series.
This and following occurrences - Update this date and all future dates in the series.
The entire series - Update every date in the series (past and upcoming dates).
Deleting Reservations
To delete all (or some) of the recurring bookings or lessons in a series:
Go to the Expanded scheduler and locate a reservation.
Hover over the reservation and click the i icon.
Click the Edit icon in the popup window.
In the popup window, click The entire series.
On the next page, scroll to the bottom and click Delete. In the Reservation Delete popup, add a reason (optional) and click Delete. CourtReserve removes the reservations from the Expanded scheduler and member portal.
Optionally, the system user can use the checkboxes to delete some of the reservations.
ADMIN PERSPECTIVE
System users can confirm a recurring court booking or lesson on the admin side.
Go to the side menu and select RESERVATIONS > LIST.
On the next page, select the Courts or Lessons tab.
Set the From and To dates to narrow the display results.
Scroll through the list and confirm the dates.
USER PERSPECTIVE
CourtReserve displays recurring bookings on the member portal. To see their schedule, a member clicks their account name and selects My Bookings. The table shows court bookings and lessons.
