INTRODUCTION
Feature Summary: System users can configure a self check-in kiosk for quick and contactless player check-ins and/or court bookings.
Use Cases: Self check-in kiosks can be set up on a tablet or desktop computer, allowing players to check in for their club activities and/or book courts. If you want players to scan their CourtReserve mobile app barcode for faster check-ins, a barcode scanner is required.
A kiosk is a self-service, browser-based terminal that allows players to perform specific tasks without staff assistance. In CourtReserve, kiosks can be used for Reservations or Self Check-In, or both, depending on your club’s needs. Kiosks can be accessed on tablets, desktop computers, or other web-enabled devices using a unique URL.
Note: CourtReserve also has the ability to set up a Guest Waiver kiosk with an add-on feature. Learn more here.
If your club uses a barcode scanner, players can quickly check in by scanning the barcode in their CourtReserve mobile app. Otherwise, they can enter their player number directly into the kiosk.
This article explains how to create a kiosk in CourtReserve. Kiosks can be set up for two main functions—Reservations and Self Check-In. You can configure a single kiosk to offer one or both of these features, depending on your club’s requirements.
Reservation Kiosks
Reservation kiosks allow players to book specific courts and reservation types directly from the kiosk.
Self Check-In Kiosks
Self Check-In kiosks provide a quick, contactless way for players to check in for existing reservations, lessons, or events. Players can either enter their player number or scan a barcode—no staff assistance required.
Example kiosk screen:
This is what a player might see in their CourtReserve app, including their name, barcode, and player number for quick check-in.
IN THIS ARTICLE
SETUP REQUIREMENTS
Creating a Kiosk
Log in to the admin dashboard.
Click SETTINGS on the side menu.
Locate the ORGANIZATION SETTINGS heading at the top.
Click the Kiosks icon. A new page displays.
Click the green Create Kiosk button.
Fill in the fields and click Save changes. Setup is described below:
Name - Enter a unique name for this kiosk. This name displays on the kiosks main page (is visible to players).
Description - Briefly describe the kiosk. For internal purposes only.
Pin Code - Enter a unique pin code that admins use to both unlock and log out of the kiosk. This pin code should not be shared outside admin users.
Kiosk Features
Is Active - Check the box to make this an active kiosk. If not checked, the kiosk record stays on the platform, but CourtReserve does not display the kiosk on any devices.
Reservations / Self Check-In - Check one or both boxes to enable reservations and or self check-in at the kiosk. Your kiosk can do one or both functions.
Reservations
Click the Reservations tab and configure settings.
Allow Cancellations - If the box is checked, members/players can cancel bookings at the kiosk. If not checked, cancellations are not possible at the kiosk.
Restrict Reservations to the Next X Minutes – Set a time window (in minutes) for reservations made through the kiosk. For example:
30 minutes – Players can only make last-minute bookings within the next half hour.
120 minutes – Players can book courts up to two hours in advance, but no further.
Allow Booking Ball Machines - If the box is checked, players can book resources like a ball machine. If not checked, resources cannot be booked at the kiosk, and CourtReserve hides the next field (see below).
Allowed Resource Categories - Click the field and select one or more resources that a player can book at the kiosk. The default setting is ALL.
Filter Displayed Options
System users configure these settings to control player/member access to information at the kiosk.
To display information at the court level on the kiosk, choose Courts.
Click the next field and select one or more Reservation Types that display on the kiosk. The default setting is ALL.
Click the Courts field and select one or more courts that display at the kiosk. The default setting is ALL.
Default example:
Example of a club only showing tennis options:
Optionally, the system user can choose to display a Custom Scheduler. Click the field and select one or more custom schedulers.
Self Check-In
Click the Self Check-In tab and configure settings.
Basic Settings
Time Frame to Check for Reservations/Events – Defines the window for player check-ins. Enter the number of hours and minutes before the reservation or event start time during which players can check in. This is a required field.
Examples: If set to one hour, players can check in starting 60 minutes before their reservation. If set to 15 minutes, they can only check in within the 15 minutes leading up to their booking.
Check-In for Multiple Reservations Allowed – Allows players to check in for all their reservations inside the designated Time Frame to Check for Reservations/Events window at once, if they have multiple bookings. CourtReserve will check-in the player for all those activities at the same time.
Example: If the check-in window is set to two hours and a player has two back-to-back 30 minute lessons with the two hour time window, they will be checked-in for both.
Reservations, Lessons, and Events
System users decide which activities can be serviced at the kiosk. Check the box to enable check-ins for reservations, lessons, and/or events. If a box is checked, select which type is available at the kiosk. Click the field and select one or more types. The default setting is ALL.
Default example:
Example of a club offering kiosk self check-ins only for pickleball lessons:
Example of a club offering kiosk self check-ins only for tennis court reservations:
Waiver settings
If you have the Waiver additional feature enabled in Court Reserve, you will see waiver-related settings.
Allow Check-In if Player Has Not Completed Waiver – Check to enable players to check in even if they have not completed a required waiver. If unchecked, players will need a completed waiver to check-in and the following field will display.
Message to Show when Waiver is Not Found – The custom message displayed when a player without a completed waiver attempts to check in.
In this example, players must have a completed waiver in CourtReserve to check-in. If they do not, the kiosk will display the message and they cannot check-in.
Additional Settings
Play Sound on Successful/Unsuccessful Check-Ins - If the box is checked, the kiosk plays a sound with each attempt to check-in. Note: this setting will only display if an organization has the Attendance Tracker additional feature disabled.
Seconds to Show Success Message Before Accepting Next Check-In - Set the number of seconds to display a message to the player before going back to the kiosk's home page. This is a required field. The default is 5 seconds.
Allow Manual Check-Ins - If this box is checked, players can enter their player number instead of using a barcode scanner. If not checked, all players must use the barcode scanner to check-in. See article for players here.
Allow Check-In for Inactive/Expired Memberships – Check this box to allow players with inactive or expired memberships to check in.
Show Profile Picture – Check this box to display player profile pictures on the check-in kiosk. Note: This option is only available if your organization has the Profile Picture additional feature enabled.
Messages
Show Success Check-In Information - If this box is checked, system users can control which information the player sees when a check-in is confirmed. See below to add or remove information fields.
Check-In Display Fields - Click the field to add or remove the types of information that CourtReserve shows to a player in the check-in confirmation message on the kiosk. In the below example, the player will see their full name, court, instructor (if applicable), time, and reservation, lesson, or event type.
The next fields show default kiosk display messages for different situations. Modify the text as required.
Managing the Kiosks
After creating a kiosk, CourtReserve shows the kiosk record. To edit or delete a kiosk record, click the three-dot icon and select an option in the drop-down menu.
Setting up a Kiosk on a Computer or Tablet
To create an active kiosk:
Click the Copy URL button from CourtReserve's kiosk screen (SETTINGS > ORGANIZATION SETTINGS > Kiosks).
Paste the URL into a new browser (for example, on an iPad or computer).
Enter the admin pin code.
On the next screen, click (or tap) the Start Kiosk button.
The home screen displays. Click or tap Reservations or Check-In to continue (if the system user enabled both features on this kiosk).
FEATURE USAGE - USER PERSPECTIVE
On the kiosk home screen, the user selects Check-In. On the next screen, the user scans their barcode (available on the app version of CourtReserve) if the club enabled this service or uses the keyboard to enter their player number.
If successful, the screen displays a success message.
If a player has multiple reservations in a row, the check-in page shows all bookings.
FEATURE USAGE - ADMIN PERSPECTIVE
System users can view the check-in status of each member/player. If necessary, the system user can also do a manual check-in.
Go to RESERVATIONS > COURTS on the side menu.
Set the dates to narrow the results in the table.
Locate the reservation and inspect the Check-In status.
If required, click the black Check-In button to manually check in a player.
In the popup window, click the field. Select a status option, and then click Save. CourtReserve updates the player status in the table.
Reviewing check-Ins
To Review past check-ins:
Go to the Kiosk Details page (SETTINGS > ORGANIZATION SETTINGS > Kiosks).
Select the kiosk you want to review.
Click the 3-dot icon and select View Details.
CourtReserve displays a table with two tabs: Successful and Failed check-ins. System users can also review the payment status of each player and revert (i.e. reverse) a check-in by clicking the arrow on the right side of the table.
Note: To receive alerts when players check in with balances and fees owed to your facility, you need to enable the Attendance Tracker (SETTINGS > ADDITIONAL FEATURES (or Manage Add-Ons).
Create Check-in Alerts for Admin and Sub-Admins
To enable the Check-in Alerts feature, system users must go into the profile page of each Admin or Sub-Admin (SETTINGS > ORGANIZATION SETTINGS > System Users) and give them permission to see Check-In alerts when logged in to the platform.
Hardware for Self Check-in
In addition to needing a tablet or computer to display the kiosk URL, CourtReserve bought and tested the barcode self check-in feature with these scanners. In case these brands are unavailable or on backorder, you can use any generic scanner that reads barcode/QR codes. CourtReserve does not have a brand-specific scanner you must buy.
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