INTRODUCTION
Feature Summary: System users create a custom scheduler so players can book a lesson with a club instructor on the member portal.
Use Cases: The easy-to-customize scheduler helps system users efficiently manage staff and facilities while providing members with online access to a booking system.
OVERVIEW
The Book a Pro feature in CourtReserve allows members to book their own lessons without admin involvement. For an overview of all lesson setup methods, see the article here.
This article will focus specifically on the Book a Pro functionality.
VISUAL EXAMPLE (player perspective)
PREREQUISITES
First, set up Lesson Types, Instructor Types, Instructors, and Instructor Pricing.
SETUP REQUIREMENTS
The first step is to open the Book a Pro page.
Log in to the admin dashboard.
Click SETTINGS on the side menu.
Scroll down to the INSTRUCTOR SETTINGS heading.
Click Book a Pro Setup. A new page displays.
System users can open an existing custom scheduler or create a new one.
To create a new custom scheduler, click the Create Instructor Custom Scheduler button.
To update an existing custom scheduler, select a row and click Edit.
Note: On the Book of Pro Setup screen, the field labeled Book Instructor Navigation Name controls the name shown on the member portal/mobile app for Book a Pro schedules. The values in the Nav. Name column are the options that display underneath. See example below.
Example of member portal:
Fill in the Fields
Scheduler name - Enter a unique name. This label is used for internal purposes and is not visible on the member portal. It displays on the admin panel Book a Pro screen (see example below)
Navigation Name in the Member Portal - This scheduler name is visible on the member portal (see example below).
Show Navigation Name in Member Portal - Check the box to display the custom scheduler name on the member portal (see example below).
Instructor Types - Select one or more instructor types to include on this custom scheduler. Based on the types selected, the range of eligible instructors could be limited.
Instructor - Click the field and select one or more eligible instructor names.
Lesson Types - Click the field and select one or more lesson types for the custom scheduler.
Lesson Type(s) Requiring Approval - Optionally, click the field and select one or more lesson types that require system user approval. If enabled, the user's booking is pending until approved. If blank, bookings are auto-approved.
Click here to learn about lesson approval.
In this scheduler example, lessons with Jeff Larson will display under "Tennis Lessons" in the member portal and the player's only option will be one hour private lessons which do not require approval.
Example of member portal:
Courts
Court Preferences: Click the field and select one option.
Required - System Selection - CourtReserve auto-selects a court when a member/player schedules a lesson.
Required - Player Selection - The player selects a court when booking a lesson time.
Court Optional - If selected, assigning a court to the lesson is not required.
Show No Courts, Require No Court Selection - An ideal option for clubs that want the Pros to schedule/reserve courts for their lessons. If enabled, the time/day of the lessons is booked on the custom scheduler but not the court.
Courts - Click the field and select one or more courts to display on the custom scheduler. These will be the court options when booking the lesson.
The Courts field is not visible if Court Preference is set to Show No Courts, Require No Court Selection.
Display and Payments
Scheduler Booking Type - Select an option:
View + Scheduling Lessons: Shows the calendar and enables lesson bookings.
View Only: Only shows the calendar (view only).
Show Scheduler to Following Membership(s) - Optionally, click the field and select which membership types can view the custom scheduler. The default setting is ALL.
Show Scheduler to Following Group(s) - Optionally, click the field and select which membership groups can view the custom scheduler. The default setting is ALL.
Show Book A Pro Scheduler for Non Logged in Users - The default setting is disabled. Check the box to make the customer scheduler visible to all portal visitors, logged in or not. If enabled, the page displays a hidden field (see below).
Days In Advance To Show for Anonymous Users - If non logged in users can see the scheduler (above check box selected), this field displays. Click the field and set the number of days in advance lesson time availability displays on the custom scheduler.
Require Payment Profile - If enabled, this setting requires members to have a credit card (or ACH payment processor) on file so that payments can be completed.
Require Up-Front Payment - If enabled, the platform prompts the member to complete payment within 15 minutes. If payment is not made, CourtReserve does not save the reservation.
Time
Time in Advance an Instructor Can Be Scheduled - Set the advance booking period for instructor lessons. Enter days and hours.
Days in Advance to Show Instructor Availability - Decide when an instructor's availability is visible on the member portal. For example, a system user could let players book lessons 14 days in advance, but they can see the calendar 24 days in advance.
Time to Open Next Reservation Day - This optional field sets an exact time to open lesson bookings (e.g. lessons open at 12 am on the 14th day in advance).
Allow X Minutes of Buffer Time Before Scheduling a Lesson - Decide when to close a booking period ahead of the lesson start. For example, if the system user enters 30 minutes and a lesson starts at 3 pm, the instructor cannot be booked at 2:45 pm.
Show Times on Schedule Button - Check this box to display times on the schedule button. The default setting is disabled.
Scheduler Interval (minutes) - Set the length of each booking block. Click the field and select an interval on the drop-down menu. For example, if the system user sets the interval to 90 minutes and the court opens at 9 am, booking blocks would be 9-10:30, 10:30-12, 12-1:30, etc.
Show Book a Pro Scheduler From / To dates - Click the calendars and set a specific date range (e.g. set up a Winter Scheduler, Summer Scheduler, etc.).
Scheduler Starting / Ending Reservation dates - Click the calendar icons and set a date range to accept bookings.
Lesson Cancellation and Edits
Hide Lesson Details - If this box is checked, the custom scheduler displays Unavailable in a time slot booked by another player. If not checked, the custom scheduler displays booking details such as the players' names and lesson type.
Example of enabling Hide Lesson Details. The player only sees information on their own lesson:
Example of un-checking Hide Lesson Details. The player sees information on other lessons:
Allow Lesson Cancellations - Disabled by default. If the system user checks the box, CourtReserve displays two fields (see below).
Prevent Member from Cancelling a Lesson Within X Hours - Enter the number of hours before the lesson starts to create a window when cancellations are not possible.
Message To Show Member If Lesson is Outside Cancellation Period - Display an optional message for members when a cancelation attempt fails.
Allow Lesson Edits - Disabled by default. When enabled, CourtReserve displays four options. Enter the number of hours before the lesson start time to define the edit cutoff. You can also control what members can update by checking or unchecking boxes for lesson type, player, time, and court.
Example of allowing lesson edits and cancellations:
Availability
Click a clock icon to set the start and end time of lesson availability for each day of the week. Check a box in the Is Unavailable column to remove lesson availability for the day.
Click the Save button at the bottom of the page to keep changes.
Example of the member portal with the availability set above:
USER PERSPECTIVE
The member logs in and clicks the custom Book a Pro scheduler link in the navigation menu.
On the custom scheduler, the member will:
Select a date.
Choose an instructor column (if there are multiple instructors).
Click an available time slot.
The member completes the required fields and clicks Save. Optionally, the user can add players (depending on the lesson type).
Required payment
If the system user enabled the Require Up-Front Payment option, CourtReserve displays the payment page after the player clicks Save. The user can pay now.
When payment is complete, CourtReserve displays a receipt and emails the player a confirmation.
Payment Not Required
If the system user does not enable the Require Up-Front Payment option, CourtReserve displays the amount owed when a player books a lesson but displays Save instead of Pay.
VIDEO TRAINING
Click here to watch the section of the Lessons & Instructors: Overview video that covers the information in this article.