INTRODUCTION
Feature Summary: Often referred to as packages, packs, or punch cards, this feature sells units of an activity (e.g. court time, lessons, events, or a combination) in bulk.
Use Cases: Members use punches to pay for lessons, court time, and/or event registrations. Clubs can also benefit by using Packages since this would lower payment processing fees (by reducing the total number of payments handled) and better cash flow by collecting revenue upfront for planned activities.
🔔 What is a package in CourtReserve? A package in CourtReserve is a flexible bundle that allows members to redeem credits—or “punches”—toward court time, single events, and/or lessons. Packages can be:
Sold individually to members through the Member Portal and/or by staff on the admin side,
Or automatically assigned to eligible members each month based on predefined settings.
Packages help streamline payment, offer members value and convenience, and can be customized to fit a variety of club offerings.
PREREQUISITES
The Packages tool is included with our Grow, Scale, and Enterprise plans.
To improve organization and reporting, start by setting up Package Categories.
Set up Revenue Categories to track packages.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Click Settings on the side menu.
Scroll down to the Additional Features (or Add-Ons) row.
Click the Additional Features icon (or Manage Add-Ons). A new page displays.
Enabling the Feature
Scroll down to the Packages row. Check the box to enable this feature.
Click the Setup button. The Packages page displays in a new browser tab.
When the you enable the Packages tool, two icons will be added to SETTINGS > BILLING SETTINGS. Click these icons to review and configure Package Categories and Packages settings.
Creating a Package
On the Packages page, click the Create Package button. A form displays.
Fill in the fields
Name - Enter a package name (required).
Package Category - This optional field is hidden unless Package Categories have been created in your system. If enabled, click the field and select a tag. Using Package Categories is helpful for organizing multiple packages, especially if you plan to create several within your system.
Package Description - Add a description for this package.
Set Package to be Auto-Assigned - Check this box to automatically assign the package to specific membership types each month at no cost. Click here to learn more. If left unchecked, the package won’t auto-assign but will be available for purchase based on the settings you configure on this page.
Total Punches - Total number of units in the package. 1 punch = 1 unit.
Price - Set the package cost (required).
Allow Package to be Used While Unpaid - When enabled, customers can redeem punches from the package before payment is collected. By default, this setting is disabled, meaning the package must be paid for before it can be used.
Tax Rate – Select a tax rate if applicable.
Revenue Category – Choose the Revenue Category to associate with this package.
Package has a Start Date? - If needed, set a start date for when the package can begin being used as a payment method. For example, if the package is only valid during the summer, you might set the start date to June 1.
Package can Expire? - If enabled, the package will become invalid after a certain period. To set an expiration, check the box and choose one of the following options:
Dynamic Expiration – The package will expire a set number of hours, days, weeks, or months after the purchase date.
Expire on Specific Date – Choose a fixed date for the package to expire. In the example of a package being only eligible in the summer, you could set this to August 31.
Package Eligible to be Sold on the Portal/App - Allow players to purchase this package from the member portal or mobile app. Click here to learn more.
The Purchase Start Date and End Date will not decide the date range this package is active. Instead, these settings decide the date range during which the package is visible for members to purchase on the Member Portal. To choose the date range a package should be active, use the Package has a Start Date? and Package can Expire? setting.
Show to the Following Memberships(s) - Leave the default set to ALL if the package should be available to all memberships. Otherwise, select the specific membership that are eligible to purchase this package.
Public Package URL - Click Copy URL to easily share the package details via email, social media, or other platforms.
Eligible to Assign by Family - Check to allow the package to be shared by family members whose accounts are linked in CourtReserve.
Is Active - Check this box to make the package available for purchase or auto-assignment. Uncheck it if the package is no longer valid or should be removed from your current offerings.
Court Time, Lessons, Event Categories, All
At the bottom of the page, you’ll find a form with four tabs. Use these tabs to specify which club activities—such as court time, lessons, or event categories—can be redeemed using this package. You can include one or more as needed.
Important Redemption Notes
Packages will not redeem for reservation types where the Fee Responsibility is set to "Each Player Equally."
They also won’t redeem if the setting is "Allow player to pay full or split equally" and the member chooses the split equally option.
Court Time tab
Click the Type field and select one or more options.
Set the duration. The duration options will default from your previous settings for Court Type.
Enter the punch value for this type+duration combination.
Optionally, click the Add Court Time link to add rows.
Click Save. In the example below, one punch will be deducted from an eligible member’s package each time they book an hour of Singles or Doubles Pickleball court time (assuming they use the package as payment).
Lessons tab
Click the Type field and select an option.
Set the duration. The duration options will default from your previous settings for Lesson Type.
Enter the punch value for this type+duration combination.
Select an instructor or use the ALL default.
Optionally, click the Add Lesson Type link to add rows.
Click Save.
All duration options this package is eligible to be used for should be added separately when Adding Court Time or Lesson Types.
Events tab
Click the Type field and select an option.
Set the punch value per drop-in.
Select an instructor or use the ALL default.
Optionally, click the Add Event Category link to add rows.
Click Save.
The Events tab lets system users set a punch value for a single date or drop-in date. Packages cannot be created for an entire multi-day event.
All tab
The All tab displays all of the settings for this package. System users can update or remove punch settings on this page. To add punches, open a tab and then click the Add link.
If changes need to be made to the package type after it's been sold to members, click here to learn more on Mass-Updating Packages.
ADMIN PERSPECTIVE
In the Admin Portal, you can confirm a member has a package by navigating to Member (select a Member) > Billing > Packages. Under Punches, you'll see how many they have used. On this page, you’ll also find a Sell Package button on the far right, which you can use to sell a package directly to the selected member.
Click the number of Punches link to view the package details.
You will see a summary screen of their package including total punches, punches used, and punches remaining. Other things to note:
Click Deduct Punch(es) to manually remove punches from a package.
Under Usage, you can review details such as the event, date, time, number of punches used, and the player associated with each deduction.
Under Eligible Items, view the specific items in your system that are configured to deduct punches from this package type.
When registering a Member for a session that is eligible to use a package "punch" as payment, they will initially appear as Unpaid on the admin side. When you select Pay, you’ll see the option to Pay by Package, along with the available package(s) and the number of remaining punches.
After processing the package payment, you will see how they paid from the Event List and on their Member > Billing > Packages screen.
Event List view: Cost for the event is showing 1 punch.
Note: If a Player/Member cancels an event tied to a package "punch", it will show in the TRANSACTIONS > REFUNDS > Pending Refunds. It will need to be Accepted by the admin to return the punch to the Player /Member. Example of a refund:
If a player or member is unsure why their package isn’t working as payment, start by checking the following:
Are they signing up within the package’s active time window?
Has the package expired?
Do they have any remaining punches available?
USER PERSPECTIVE
The Player/Member will see their package and the available sessions under Billing > Packages. Here is an example from the Member Portal:
Players/Members can click their package link to view details, including how many punches they have remaining and how they’ve been used.
If they’d like to purchase additional sessions, a Purchase Package button is available on this screen for any packages you’ve configured.
When a Player/Member registers for an event or reservation eligible for their existing package—and if your organization requires upfront payment—they will see the following screen, allowing them to apply their package for payment.
VIDEO TRAINING & RELATED WEBINARS