INTRODUCTION
Feature Summary: Enable the Clubessential add-on.
Use Cases: System users can seamlessly sync player data from their club’s Clubessential platform into CourtReserve.
Important to Note: Changes in CourtReserve Functionality After Integration
Once the system user enables the Clubessential integration, the club is automatically grouped under the Clubessential umbrella. This integration modifies certain CourtReserve features and workflows:
Member Data Management: System users cannot use standard CourtReserve tools to create, edit, or delete member data. However, they can still update custom fields and ratings within member profile pages.
Membership Plan Assignment: System users cannot assign membership plans to members in CourtReserve.
PREREQUISITES
Note: Before proceeding, the club must have an active CourtReserve subscription to integrate with Clubessential.
STEP 1 – Begin Setup with Clubessential
Before contacting CourtReserve regarding integration, the club must initiate the setup process directly with Clubessential. Clubessential requires the club to sign the necessary agreements and pay a monthly usage fee, which can be quoted by the club’s Clubessential representative. For more information, contact sales@clubessential.com
STEP 2 – Contact CourtReserve
Once the Clubessential setup process has begun, system users should contact CourtReserve Live Chat Support or email support@courtreserve.com to request the integration be made visible on the Additional Features page.
After CourtReserve processes the request, the Clubessential integration option will appear in the club’s settings, and a confirmation message will be sent. At that point, the system user can begin the integration setup.
SETUP REQUIREMENTS
After CourtReserve confirmation, the system user should:
Log in to the CourtReserve admin dashboard.
Go to the side menu and navigate to SETTINGS > ADDITIONAL FEATURES row.
Click the Clubessential icon.
Check the box and click the Setup button. A new window opens and shows the Clubessential setup page.
The club’s system user must accept the Terms & Conditions, which include a $25.00 monthly fee added to the club’s regular CourtReserve subscription.
Create the Link Between Clubessential and CourtReserve
CourtReserve will communicate with Clubessential to link your club's API keys.
Once saved, CourtReserve automatically completes these integration tasks:
CourtReserve moves the club to the Clubessential umbrella. The club now falls under the Clubessential enterprise rules (described above after the introduction).
CourtReserve displays the CourtReserve SSO (single sign-on) URL (unique to each club).
CourtReserve displays the SSO URL immediately after the Support Team enters the API key. However, the system user should not share this URL with Clubessential until the membership mapping process is complete (see details below).
After completing the mapping and synchronization steps, the system user can then share the SSO URL with Clubessential. This allows club members to log in to the Clubessential portal using the single sign-on (SSO) option.
Next Step in CourtReserve: Map Membership Fields
The club's system user completes these steps after the CourtReserve Support Team has input the API Keys from Clubessential.
Log in to the CourtReserve admin account.
Click SETTINGS on the side menu.
Scroll down to the ADDITIONAL FEATURES row and click the API icon.
Scroll down to the Membership Mapping table below the API settings.
The left column shows Clubessential membership plans.
Each row in the right column has a drop-down menu with CourtReserve membership plans.
On each row, clicks the drop-down menu and select the CourtReserve membership plan that matches the Clubessential membership plan.
Sync Information
After completing the membership mapping task, CourtReserve syncs nightly to update members in the club's CourtReserve database.
The following fields sync from Clubessential:
First Name
Last Name
Email
Unique ID
Gender
Date of Birth
Membership Type
Family Name (same as Last Name)
Member Number
Phone Number
Address, City, State, Zip Code
If a member is deleted in Clubessential, the nightly sync will automatically cancel that member’s membership plan in CourtReserve. However, the member’s data remains stored in CourtReserve for record-keeping purposes.
Resolve Unmatched Members
To sync member lists between Clubessential and CourtReserve, the system compares the values in the First Name and Last Name fields.
If the syncing process detects member names in CourtReserve that do not match any records in Clubessential, CourtReserve generates a list of unmatched names and sends it to the club.
To Link Members: If the club wants to connect these members to Clubessential, the system user should add each member’s Clubessential Unique ID to the unmatched list. CourtReserve staff will then manually map each member.
To Delete Members: If the club wishes to remove unmatched members, the system user should create a separate file containing those names and send it to CourtReserve. CourtReserve staff will manually delete those members.
To Keep Unlinked Members: The club may choose to leave unmatched members unlinked to retain their records in CourtReserve.
Note: Unmatched members without a linked Clubessential Unique ID will not have access to the SSO URL.
Membership Type Syncing
Membership types that sync from Clubessential (CE) to CourtReserve are determined by the active members assigned to each membership type in Clubessential. If a membership type does not have any active members, it will not appear in the sync results. In most cases, this is why a membership type does not display in CourtReserve.
The sync between Clubessential and CourtReserve runs once each morning. If members are added to a membership type after the daily sync has already run, those updates will appear after the next scheduled sync. Membership types that remain empty in Clubessential will continue to be excluded from CourtReserve.
If a club confirms that members are assigned to a membership type but it still do not display in CourtReserve, the issue originates on the Clubessential side, as membership data is transferred via the Clubessential API. In such cases, the club should contact its Clubessential representative for further assistance.
Frequently Asked Questions
1. How often does CourtReserve sync data from Clubessential?
CourtReserve will auto-sync nightly to import new members and update.
2. What information is sent to Clubessential from CourtReserve?
First Name
Last Name
Email
Unique ID
Gender
Date of Birth
Membership Type
Family Name (same as Last Name)
Member Number
Phone Number
Address, City, State, Zip Code
3. Is SSO (single sign-on) available through Clubessential with this integration?
Yes, once the integration is complete, an SSO link will be provided through the Clubessential icon in the CourtReserve Additional Features section. Provide this link to your Clubessential representative to provide your members with SSO abilities.
4. I have questions about my Clubessential platform, who should I contact?
Clubs should contact their Clubessential Representative. Reach out to sales@clubessential.com for more information if you do not know who that representative is.