INTRODUCTION
Feature Summary: Create unique court and equipment charges tailored to membership types.
Use Cases: Configuring custom costs is an effective strategy to maximize club revenue by creating tiered pricing for peak and low-demand blocks of time.
Module 7 is an eleven-part quick-start guide highlighting the key steps admins should complete when using financial reporting. This article is Part 2.
SETUP REQUIREMENTS
Go to the side menu and click SETTINGS > BOOKING SETTINGS > Costs. A new page displays. Click the Custom Court Costs tab.
Configuring custom costs
There are two ways to create a custom cost:
Create a custom cost for one specific membership type. Go to the membership column and click the Add New button. Fill in the fields (see below) and click Save.
Create a custom cost that applies to all membership types (e.g. set a global peak time price). Go to the ITEM column and click the Add New Custom Court Costs button. Fill in the fields (see below) and click Save.
Filling in the fields
Custom Cost Name - Enter a unique name for the cost.
Membership(s) - Apply the cost to one or more membership types. (Only visible if the system user works from the ITEM column.)
Court Type - Choose one or more facilities for this custom cost.
Reservation Type - Select an option on the drop-down menu. The default setting is All.
When - Select Day of the week (Choose the calendar day, Weekday, or Weekend) or choose Select Custom Date(s). Use the popup calendar to choose specific dates.
Select a Date Range - If this pricing should only apply to a specific date range, that range can be selected here.
Set Custom Start & End Times - Use the drop-down menu to create a block of time for the custom cost (e.g. Peak Hours time range, or Non-Peak Hours time range).
Cost - Enter the fee for this custom charge. Hourly is the default setting.
Apply Custom Cost Condition when Reservation is - Check the box to enable custom pricing that varies with reservation timing. Set a custom price if the reservation is made the same day as the court time, or within X number of days or hours.
Managing costs
Click the pencil icon to edit the detail or the trash icon to delete a membership type custom cost.
Error message
When creating a rule on the Custom Court Costs page, the system user might see an error message (red text in the below screenshot). This message displays when a new custom cost rule conflicts with an existing rule. The cause of the conflict is usually overlapping time periods.
To resolve the conflict, look for overlapping time periods on this page. If that does not resolve the problem, go to the Memberships page, open the appropriate membership type, and click the Costs tab. Look for a line entry under the Court Cost Customizations heading. A customized cost here may be the cause of the conflict. Remove or edit the rule to remove the conflict.
Copy costs
System users can copy custom costs from one membership type to another membership type. Note that the destination membership type cannot have any existing cost information prior to copying. To copy custom costs:
Select the Actions dropdown button in the destination membership type location and choose Copy Costs.
In the Copy Custom Costs box select the membership type costs that you want to copy.
Click the Save button.
In this example, custom costs are now copied from the Player membership type to the Individual membership type.
Guest costs
System users can create separate fees for walk-in guests (not registered on the club platform) invited by club members/players. To enable this fee:
Go to the side menu and click SETTINGS > RESERVATION SETTINGS > RESERVATION TYPES. A new page displays.
Locate an activity name (e.g. Pickleball).
Click the Edit button.
Scroll down to the Allow Guest(s)? heading and check the box to allow system users to add guests to reservation from the Admin Panel. A new field displays. Check the Allow Guest(s) on Member Portal box and then click Save. Enter a value into Guest Fee field. This becomes the default fee if no unique prices are added to the Custom Guests Costs page. (see below)
If the system user stops here, CourtReserve allows members/players to add a guest when booking a court time (by reservation type, if permissions are granted) and charges the default Guest Fee.
System users can under use Custom Guest Costs under SETTINGS > BOOKING SETTINGS > COSTS to setup dynamic guest pricing.
VIDEO TRAINING & RELATED WEBINARS
CLICK HERE to watch the section of Module 7's video that covers the information in this article.
Watch the entire Module 7 video to learn about financials.