INTRODUCTION
Feature Summary: The Approval tools in CourtReserve allow administrators to monitor and manage key areas of club activity. When enabled, approval settings help track and control:
Member Approvals
Reservation Approvals
Event Approvals
Lesson Approvals
Most approval requests can be reviewed and processed from the To Do page or directly from system notifications or member profiles.
Use Cases: The To Do page provides club managers with a centralized, 360-degree view of pending activity requiring attention. From this dashboard, administrators can quickly review, approve, or deny requests across all approval types.
Common use cases include:
Verifying new member accounts before granting access
Reviewing reservation requests during high-demand periods
Confirming event registrations before finalizing participation
Approving lesson booking requests that require oversight
If approval features are enabled, system users can efficiently manage all pending requests in one place, helping maintain operational control and visibility across the club.
SETUP REQUIREMENTS
Approval requests are primarily managed from the To Do page. To access this page:
Log in to the admin dashboard.
Click TO DO on the side menu. A new page displays.
Note: Ensure your system users have proper permissions. For sub-admins, the ability to approve platform activities (e.g. new registrations or new members) is an optional permission that can be enabled and disabled by admins.
New Members to Review
If Allow New Members to Be Auto-Approved is unchecked in Settings > Portal Settings > Setup, newly created accounts will require admin approval before becoming active.
Player Perspective: After creating an account, the player will see the following message:
The organization will appear with the status of "Your request is under review." When clicking View, the same message in blue above will display and the player cannot enter the club's member portal.
Depending on notifications settings, the player will also get a Pending Approval notification:
Admin Perspective: Based on notification settings, the CourtReserve admin will receive a notification about the new membership request.
The request will appear on the To Do page under New Members to Review. From the To Do page, admins can: Approve, Decline, or view Details.
Selecting Details opens the member’s profile page. The account will display a Pending Approval status. Admins can also choose to Approve or Decline the account directly from this page.
Member - Approved
If Approve is selected:
A confirmation window will appear.
Once confirmed by clicking Approve, the member is removed from the To Do page.
The account status changes to Active.
Depending on notification settings, the member will receive an approval notification that includes a login link to access the club.
Member - Declined
If Decline is selected from the To Do page:
A confirmation pop-up will appear.
When the system user clicks Decline, Though first created with a Pending Approval Status, once declined, the member’s account will be removed from CourtReserve.
When a system user clicks Decline, the account—initially created with a Pending Approval status—will be removed from CourtReserve.
Important: If a pending member has paid for a membership and the account is later declined, the system will not automatically issue a refund. The admin must manually locate the transaction using the Transactions List report and process the refund.
The member will receive a notification that their account has been declined, based on the configured notification settings.
New Reservations to Review
If Booking Settings > A Member Reservation through the Portal Must Be Approved is enabled for a player’s membership type, any reservation made through the Member Portal or mobile app will require approval before being confirmed.
Player Perspective: The player books a court as usual through the Member Portal or mobile app. Under their booking details, the reservation will display a status of Pending Approval until it is reviewed. Based on the club’s notification settings, the player may also receive a reservation receipt or confirmation email indicating that the booking is pending approval.
Admin Perspective: The reservation will appear on the To Do page under New Reservations to Review. Depending on notification settings, the admin will also receive an email notification about the pending reservation. In some cases, the reservation can be approved directly from the email notification.
Reservation - Approved
From the To Do page, when Approve is selected, a confirmation window will display showing the reservation details. At this time, the assigned court can optionally be changed.
Once approved, the request is removed from the To Do list, and the Pending Approval status is cleared from the player’s booking details. Based on the configured notification settings, the player will receive an approval notification.
Reservation - Declined
From the To Do screen, once Decline is selected, the system user will see the reservation details and have the option to enter a reason for the decline.
Once declined, the reservation is deleted from the system. Based on the configured notification settings, the player will receive a notification informing them of the cancellation.
Important: If the player prepaid for the reservation, the system will issue a refund in the form of account credit.
Note: A reservation(s) Approval Status can also be viewed on the booking member’s profile under the Reservations tab.
New Event Registrants to Review
If an event has Requires Approval enabled for the player’s membership type, the player will register for the event as usual; however, their registration will remain pending until approved.
Player Perspective: After registering, the player will see a message indicating that their registration is Pending Approval.
Based on the configured notification settings, the player may also receive a notification and registration receipt confirming that their spot is awaiting approval.
Admin Perspective: System admins will receive a notification (based on notification settings), and the request will appear on the To Do page under New Event Registrants to Review, where they can choose to Approve or Decline the registration.
Event - Approved
If a system admin clicks Approve, a confirmation window will display the event registrant’s details. Once approval is confirmed, the player will receive a notification, based on the configured notification settings.
Event - Declined
If the event registrant is declined, the player will receive a notification, based on the configured notification settings.
Important: If the event was paid for in advance and the registration is declined, the system does not automatically issue a refund. The admin must manually process the refund for the declined registrant.
Note: Admins can also view pending event registrations directly within the event’s Registrant List.
Lesson Approvals
If a system user needs to approve booked lessons based on Book a Pro settings, those requests appear on the To Do page. They can review each request and click Approve or Decline.
Player Perspective: Until the lesson is approved or declined, the member will see the status listed as Pending Approval in the Member Portal and mobile app under their booking details. They will also receive a notification, based on the configured notification settings.
Lesson - Approved
If approved on the To Do page, CourtReserve displays a confirmation popup window. Click the Approve button. System users can optionally adjust the court assignment at this time.
Based on the configured notification settings, the assigned instructor can also approve the lesson directly from the email notification they receive.
On the member side, CourtReserve removes the Pending Approval notice on the booking details page and sends the member an email notification.
Lesson - Declined
If declined on the To Do page, CourtReserve displays a popup window with booking details and a blank field. Optionally, enter a reason for the decline and click the Decline lesson button.
CourtReserve automatically removes that booking from the calendar and sends the member an email notification.
Important: If the declined lesson has already been paid for, the member will receive an account credit for the amount paid, less any convenience fees that were applied.
