Create and Edit Events and Sessions

In the Serve Tennis Events Module - you can create 3 types of events. 

• USTA National Tennis Month event from May 1- May 31, 2024

• Cardio Tennis USTA National Hit to Be Fit event on May 19 2024

• Custom Category - this is where you can create a bespoke event for your facility, it may be a social event or Open Day for example. 

To access the events module, you need to have a Serve Tennis account. Within the Serve Tennis admin pages

Step 1: Go to the Events Module - this is accessed by clicking on the Events Icon on the left hand side of your page. If you do not see the icon showing, you will need to reach out to the super administrator of your organization to check your permissions/role or contact customer care by clicking on the HELP button. 

Step 2 :  Complete Checklist- Before you can create an Event in Serve Tennis, you will need to complete two steps. Note:  If your event is free of charge, you do not need to set up Stripe. If you have previously set up Stripe for programs, court booking, membership or social leagues, it will already be created. 

• Accept the terms and conditions - you can read the Serve Tennis Provider Terms of Use here 
• Setup secure online Stripe payments - to do this see this article Registering With Stripe for Programs, Membership, Court Booking and Social Play
  (If your event is free of charge, then you do not need to add a stripe account, however, if you wish to charge at a later date, you will need to add the stripe account

Once you have completed both these checklist items you will be able to Add New Event

Step 3 Add Event:  Depending on which event you have chosen to add, there will be some differences. i.e. if you are hosting the National 'Hit to be fit' day, it is already preloaded for the 19th May 2024. For National Tennis Month, it has to be in May 2024 and custom events you can choose the dates you want. 

Enter the Details: 

• Status:  Here you have a choice of the below in the drop down: You can change the status at any time. 
  • Hidden The Event is not available to anyone. Use this setting while you are making changes to avoid confusion.
  • Public The Event will be available to all and will appear in search results.
  • Direct link only The Event will not appear in search results, but will be available via direct links.
  • Archived The Event is no longer available at your organization and will be moved into your archived programming.

• Your Reference:  This is only seen as an admin, but useful to differentiate between events. It is a code for the event which will help you identify it in the admin area (eg NTM2024). This is sometimes used as a cost center code for financial reporting but it entirely up to you what you enter. 

• Additional Information - This information will show on the front page of your event. You may want to provide the schedule for the day and information about the event. You have a maximum of 1000 characters. You can add hyperlinks to other websites or documents. 
• Confirmation - This is the information that will show when the person has signed up. You may want to thank them for signing up and include information on what to bring on the day. Again it is max of 1000 characters. 
  
  
  
  
• Dates: Here you can select the date(s) you want to add. You may want to have an multiple events in May for the National Tennis Month.. you can do this by clicking Add Date. Initially just set the time for one. You will be able to edit the time for the individual dates later. In my example, I have chosen two Fridays in May 2024. 
  
  
• Contact: There is a requirement from the USTA that the contact for the event does need to be safeplay approved. You can find more out about safe play here: Welcome to Safe Play
• Contact email and phone number:  These are mandatory fields. 

• Facility:  If you start typing in your facility name, it should appear in the drop down. If you are holding the event in a facility not yet registered with the USTA, you will need to reach out to customer care by clicking the help button on the left of the screen. 
• Waiver:  Here you can add a waiver for your event. The person registering for the event will need to accept the terms and conditions set out in the waiver before proceeding. If you leave it blank, there will be not waiver. You can add this later if needed. It is not a mandatory field. 
  
  
• Participant Cancelations:  If enabled, participants can cancel themselves via their USTA account. If you do not enable this, then they would need to contact the facility directly to cancel. 
• Auto-refund: When enabled your participants who have paid online will receive an automated refund when they cancel. You can set a date when this is possible. They will never be able to cancel and receive a refund after the start of the event. 
  
  

SAVE Event - you will be able to come back and edit the event after you save. Note: if you have set it to public status, it will be available as soon as you click Save. 
To edit the event - click edit event found in the top right of the screen. 


Step 4:  Add Session: 

• Sessions are activities that will happen during your event. You can have one or many events to register on each day. For example, you may want to offer age related activities - such as a session for 4-8 year olds and one for 8-12 year olds or different types of activities, i.e. a cardio session, a group session or a session where your members can bring a friend. You can set these at different times of the day, or you can just have 'an open day' where you ask people to register and they just turn up. There are no limits to how many sessions you want to add. 
  
  
  
  
• Status:  This will pull from you event, but you can edit each session individually if you have more then one. 
• Activity: Choose an option from the drop down. 
  
  • Bring a Friend -Group Lesson
  • Try Tennis Class
  • Cardio Tennis
  • Racquet Demo Day
  • Open Day
• Date:  Select the date you are creating this for. 
• Time: Enter Start time
• Duration: The length of the session - The range is from 15 minutes to 960 minutes. (960 minutes=16 hours) 
• Gender:  Choice of All, Women or Men
• Minimum Age:  This is not mandatory but you can choose age groups as a guide
• Capacity: This is the max number of participants that can register. Once reached capacity- session will show as Full. 
• Cost:  This is the cost of the session - not the full event. 
• Courts:  if you use the Serve Tennis Court Booking Module - you can select which courts to book out for this session. 

Step 5: Save Session

To edit sessions/events or add additional sessions in the day: 

• Add sessions:
  • Click into the event and click Add session and repeat the above.
• To delete a session
  • Click on the session and you will have the option to delete a session. Note:  If you have any participants on your sessions you will NOT have the option to delete, but you can cancel a session. 
• To edit the event, click into the event and click Edit Event.  
• To edit the session details, after you click into the event, click into the session, then click Edit Session.  
  
  

Advertising your event:

The event will be advertised on the USTA events page, where people can register, or via direct link.  See How to Share your Direct Link or Advertise your Event