INTRODUCTION
Feature Summary: Configure the General tab settings of a membership type.
Use Cases: System users can create a new Individual or Family membership or edit information for an existing one.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click MEMBERSHIPS. A new page displays.
Click the Individual or Family tab.
Select a membership type to edit or click Create.
Click the General tab.
Fill in the Fields
Name - Name of the membership type.
Short Code - CourtReserve displays this optional tag next to each member's name on the scheduler, so system users can quickly know each membership type (if this feature is enabled).
When a system user creates a Family membership type, CourtReserve shows an additional field: Max Family Members. Enter a number to limit the number of family members that can be assigned to this plan.
Description - A detailed description of the membership tier. This field displays on the Membership Details page.
Short Description: A short, brief description of the membership tier. This field displays on the Membership's Card when player's are selecting a membership.
Is Active - If the box is unchecked, this membership is not available, and will be hidden from both the member portal and the admin panel view. The default setting is checked.
Make This Membership Default For Member - Check the box to make this the default individual membership type. The default setting is not checked.
Membership Purchase Start/End Date - Set the optional period for when members can purchase this membership type. Note: If for example, you set the Purchase Start Date to May 1, the membership will be available to purchase May 1 starting at 12:00am.
Use case: Adjust the Membership Purchase Start Date to allow members to pre-purchase memberships for the upcoming calendar year.
Membership Expiration Date - Set the last day of the membership period. To create a membership type with no expiration date (e.g. a free membership, or a paid membership with recurring billing cycles), leave this field blank.
Membership End Date - [This field will display if the membership has a fee associated with it.] For any membership with an associated fee, the Membership End Date is a fixed, hard end date that determines when the membership will end. For most memberships, this field is left blank, allowing memberships to continue indefinitely based on billing or renewal settings.
The example below illustrates a scenario where the Membership End Date may be needed. A common use case is for time-limited or promotional memberships.
For example:
A club wants to offer a New Year Special Membership in January 2025 as an incentive. This membership is offered at a discounted price and will automatically end on December 31, 2025, regardless of when the member joins within the purchase window. This ensures members transition to regular 2026 pricing after the end date.
Field Setup:
Membership Purchase Start Date: 01/01/2025
Membership Purchase End Date: 01/31/2025
Membership End Date: 12/31/2025
When creating or editing a membership where a Membership End Date is set, an Update Existing Membership End Dates checkbox will display.
If checked, the Membership End Date will update in existing assigned memberships.
If left unchecked, only new memberships assigned moving forward will reflect the Membership End Date.
Further Understanding the Membership End Date
There are special cases to understand when setting the Membership End Date:
Membership End Date = Current Date
When the end date is set to today, the membership can no longer be assigned to new players.
Example: On March 10, a system user sets the Membership End Date date of the “Winter Tennis Pass” to March 10. Starting immediately, no new players can be assigned to this membership.
Membership End Date = Future Date
When the end date is set to a future day, players with this membership will automatically lose access at the beginning of that date.
Example: On January 1, a system user sets the end date of the “Winter Pickleball Pass” to March 15. Players keep their benefits through March 14, but as of 12:01 a.m. on March 15, their memberships expire.
Future Membership End Date Changed to Current Date (with update all applied)
If a membership end date was originally set to a future day but is changed to today—and the option to Update Existing Membership End Dates is checked—CourtReserve will immediately cancel the membership for all current holders.
Example: A “Summer Court Access” pass was set to expire on August 31. On July 20, the admin changes the end date to July 20 and selects Update Existing Membership End Dates. As a result, all players with this membership lose access immediately on July 20 instead of at the end of August.
Restrict by Age - Check the box to enable a minimum and maximum age for this membership type. The default setting is disabled.
When creating a family membership type, system users can add detailed age restrictions. For example, a membership type could restrict the age of children to 18 years or less.
Option 1: Required for all family roles
The specified age range applies to every family member role linked to the membership.
Example: If the age range is 5–17, then all members on the family account must fall within ages 5–17 in order to qualify for this membership.
Option 2: Restrict by Family Role
The specified age range applies only to the selected family role(s).
Example: If the age range is 5–17 and the role Child is selected:
Only members with the Child role must be between 5–17.
Parents or other roles in the family account are not subject to this restriction.
