As an Super administrator, administrator or court booking administrator, you can make a court booking on behalf of a guest or a member or you may want to block the courts out for maintenance or an open day. You can do this as a recurring court booking or a one off. For a recurring booking see Adding and Editing a Recurring Court Booking
Advanced booking options are available to users with Administrator or Booking administrator rights and will allow you to do the following:
- Book a court of behalf of another user and adding a new user
- Choose the booking category - Booking, Coaching, Competition, Social, External, Open Day, Maintenance, Closed
- Give the booking a name, description and colour
- Select multiple resources/ courts under one booking
- Repeat the booking, specifying the frequency
This feature will be useful to anyone who needs to make block bookings.
To make a one off court booking
Head to your Court Booking Sheet. When you are logged into your admin pages of Serve Tennis, in the Court Booking module click on Add new court booking and take you directly to your court booking sheet.
You need to choose who you are booking the court for:
- book on behalf of a member - following the pricing rules for the member.
- book on behalf of a guest - following the pricing rules for guests
- as an administrator - which is free, this is useful for recurring bookings, or maintenance
To book a single booking
Step 1: Select the time slot you wish to book by clicking on the box for the court you wish and the start time of the booking. An overlay will appear:
Step 2: Select the category and sub category if the option comes up.
You have a choice of:
- Booking - default
- Programming
- Competition
- Social
- External
- Open Day
- Maintenance
- Closed
If you choosing Programing, Competition, Social or External - the sub category will show. In these examples - it is the sub-category that will show on the court booking sheet. If you choose Booking - it will be contacts name or just booking, based on the basic setting rules.
or Programming and Junior
Step 3: Enter the contacts name, this will then appear for you to select. If you are making a booking on behalf of a guest and they are not already save in your contacts then there will be an option for your to add a new contact or select 'me' if you are the contact. You can also leave this blank.
Step 4: If you want to list all participants, you can now select '+ Add participant'.
You can now enter the participants name and select 'Save'. Again, you can leave this blank.
By adding a participant to the booking, this will not automatically generate a contact record in your contacts module.
Step 5: If you have chosen a court booking with a cost associated with it, when you select continue, the following screen will be a the court booking summary and also a detailed breakdown of the fees. Skip this if the booking has no cost.
You also have the option to send a confirmation email to the main contact. You are unable to send confirmations to the added participants. .
To Make a Booking Across Multiple Courts
Head to the booking sheet making sure you are viewing the booking sheet as 'View as Administrator'. This will ensure the correct booking overlay appears.
Select the court time you would like to make the booking for. if you are booking multiple courts you will be able to add these later. Click on Advanced Options.
Here you will be taken to the following screen. Complete the details of the booking. You can change the category from the drop down. You can edit the date and time. If you wish this to be a recurring booking =, i.e. every week, then click repeat.
In the Where box, here you can select multiple courts. You can select a contact or leave it blank.
Selecting 'Weekly' or 'Bi-Weekly' will give you the option to choose which day the booking is repeated on. The 'Monthly' option will repeat the booking on the same day, not date of every month. E.g. If you make the initial booking on the 1st Saturday of the month, the booking will be repeated on the 1st Saturday of every month. Please note: You can leave the 'End date' empty and edit this at a later date for a reoccurring court booking that will happen indefinitely. However, we recommend that you do put an end-date, even if it is 12 months in advance.
Next, you will be able to add the main contact of the booking. If you will be the main contact for the booking then you can click the 'Me' button to ensure that a name appears within the Admin area for who the booking belongs to.
If they are a new contact you can start typing their name where you will then be able to click on the '+ Add new contact' button.
If you need to add a new contact, then the following overlay will appear:
Please note: You will not be able to edit the participants once the booking has been confirmed.
Clicking on the 'Show more' at the bottom of this page will allow you to select a color for the booking and enter a description.
Once you are happy with the details, click on the 'Continue booking' at the bottom of the screen where you will get confirmation.
Below is a screenshot of how the above court booking looks publicly.
To cancel or edit these, you simply click on any of the courts booked and the overlay will appear, here you can cancel - which will remove them all or edit, where you can add or remove courts, change the time, labeling etc. Remember to click Continue Booking after making changes for them to stick.