CourtReserve Webinars

(00:00) hello everyone this is Ashley with court Reserve hope you guys are having a great day I am so excited that you get to spend maybe even an hour with the guy that’s going to be presenting today Josh is one of my favorite human beings on this Earth and he has been a rock star at court reserve for the last year he when he came on board last year out of anybody who’s ever come to work at court Reserve we always take them through the system and have them set up their own test account kind of like you do when you’re in trial Josh actually made his
(00:33) member or player portal with music it was amazing and so nobody better could be leading this webinar today now it’s Josh’s first webinar so what we’re going to do today we of course are going to record this we’ll put it up in the court Reserve YouTube channel if you have not subscribed to the court Reserve YouTube channel it is absolutely the best way to keep up with all of the things that we’re putting out as well as I’m going to be helping um with the chat and the Q&A so we’re going to take all of your questions at the end and so again make
(01:07) sure that you put your questions as we go through uh Josh is going to flow through and today is going to be no slides today is going to be him actually teaching you about the member portal we’re going to go through some Basics he’s going to give tips and tricks and things that he actually does on a day-to-day basis would you not say Josh there are probably there’s probably some most common practices you would like for people not to do anymore all right I’m gonna stop my share so Josh can get started and I’m gonna come off camera and uh here we go
(01:41) all right sweet well thank you Ashley for that very warm welcome and thank you guys for joining very excited today we’re going to be going through like you said the member portal just some basic settings some tips and tricks some best practices so hopefully there’ll be something for everyone to take away today mostly I’m going to be under settings on the left down towards the bottom under portal settings website if I go anywhere other than this I will let you guys know um but I’m just going to go through some
(02:12) of these settings show you guys some of them what explain what they do some best practices so up here immediately you’ll start on the general page and this is where you can set your colors the on the left it’s all the background colors and on the right it’s all the Tex text colors make sure you pick a text color that’s going to show well on the background color if you have a very light background color you don’t want a very light text color you’re not going to be able to see it the other point I’ll make never use a
(02:48) white base background color it won’t work well it’ll hide a lot of things never use a white based background color other than that you guys have free use of whatever color you want in this there’s a color like Spectrum there’s a wheel over here you can put in a hex code if you guys have specific colors like from your marketing material that you want you can put that in here lots of customization you can do just with the colors moving on down a little bit we have all of these website links these all show at the very bottom
(03:24) of your footer on your member portal I’ll go over and show you the member portal and show you where all this stuff is a little bit later but these links will generate a little icon down there like the Facebook one will have the Facebook logo the Twitter one will have the Twitter logo it might be updated to X now I’m not sure but whatever link you put in here if they click on that button it’ll take you there if you leave it blank and you don’t have a link the icon will not show so you don’t have to worry about these
(03:50) showing if you don’t have these accounts or anything like that set up next you can have the hours of operation showing in your footer so if you don’t want people knowing what times you’re open you can turn that off if you do open it up and it’ll pull the hours of operation from the setting at the very top of the settings page I’ve seen pretty commonly that the hours of operation that clubs have set there is not always when their bookings are available but those are the hours that they want to show this is the place
(04:22) to do that so you’ll see you have this drop down menu and in this it pulls from your custom schedulers so if you have a custom scheduler with Smalling smaller booking times than what your normal hours of operations are this is going to be the way that you can change what it displays down there in the footer and then you have a few other options what your font is it’ll give you a quick preview of what the font is but I like to change it go over check make sure you like how it’s looking if you need to adjust it come on back and
(04:54) change it again but it gives you a little preview of what that font will look like while you’re selecting it next is you have the option of where to show the footer you can have it show onall the pages just on your homepage and hiding the footer all together if you would like to do that and then you can select how you want your announcements to be viewed these are from your Global announcements that can be found also at the very top of the settings page under organization settings and this very last one not a lot of people know knows this
(05:27) does but when you are looking at an event from like the register page there can be a few different tabs there there isn’t always all of them but this is the order that those show in so my registration will show the registration of the event that you are if there’s a description there will be another tab registrant if you’re showing all the registrant for your event that will show there and if it’s a recurring event all the dates will show and you can actually change the order uh that you want those dates to show so if you really needed
(06:00) people to see the description you can move that to be first so that’s the first thing they land on when looking at the event and you have that full customization there next we’re going to move on to the homepage and this is where we’re going to be probably most of the time because this is what trips a lot of people up and this is the bulk of where you set up what your website looks like so actually I’ll jump over to my member portal now and show you a few examples so mine’s all wi sports themed I know it’s goofy hopefully you guys can
(06:31) deal with that but we there’s a few different options that you have when customizing your member portal um I’ll get into how to set all of these up but this one this very first huge image you’re seeing is a hero row next we have the news row which is automatically generated by Court reserve and then these are just content rows that I’ve set up and formatted and customized to look a little bit different and then all the way down here at the bottom this is the footer and these are the icons I was telling you about again if you don’t put a link in
(07:07) there these won’t show so let me hop back over to the website settings and over to homepage and we’ll get started with how this works so the main process is you create a row each of those little blocks that I had on my member portal were a separate row and there are two different types of rows there’s the hero row and the content row so when you go in and create the row we’ll start you have to put a title in the title can be whatever you want it to be this is only admin facing so it’s best to be descriptive so that
(07:40) you guys know what it is so if you come in to make changes you don’t have to go searching around for forever to find what you’re trying to change and then you have the two different types again hero and content hero is that huge wide wide image that I had that had the buttons across of it you can upload an image and then if you want to you the text up here is the name of what will show and then you put the URL this works pretty similar to those footer icons I was talking about we don’t put anything in here they won’t
(08:14) show so if you only have two buttons it’ll only display the two there won’t be a third blank one you can change the button style so this is whether it shows you here whether the button is hollow on the inside and when you hover over it it fills with a color or if it’s filled with a color and then it just shows you on your cursor whether you’re ready to click it or not you can change the color with the same color selector feature we showed before and then the next step is to add the image so this is where hero rows can
(08:46) be a little bit tricky because you need the Right image to put up in here so I always recommend selecting a very wide and very high resolution image so I’m going to throw one in here um you’ll see it’s just a pick a ball paddle and you can customize like which part of the picture it’s selecting and how much of it it is but you’ll notice this picture doesn’t really fit all that well which is fine I can work with this but keep that in mind if you’re selecting something that if the picture is a lot taller than it is
(09:19) wider it’s probably not going to fit well in here um and then once you confirm that it’s all good to go it’ll show you what it’ll look like cropped out when you put this on the member portal there’ll be a little like gray Hue over it it’ll be dialed down a little bit just so that the buttons pop a little bit more so make sure the image itself is relatively bright if you want the background to be able to be seen and then you have a few options header subhe header I don’t see these used super commonly but if you want to
(09:53) add some text like welcome and a little bit other information this is the place to do it so that’s all to the hero row um there’s not a ton of customization to do but making sure you have a right image is very important next I move on to the content row this is like your standard word editor you can type whatever you want in here um you can upload images using this icon here it’llpull from your images that you have saved so if you have like a point of sale all of these images will be in here every image you’re using elsewhere in
(10:29) court Reserve will show up here and you can always upload new ones with the upload button up there um there are four few different formatting things so if you want to have like different headers and different sized uh fonts you can do that with this formatting you can also change that size manually here I found it’s a lot better to just use these because it formats a little bit nicer but the rest of this I’m sure you guys are pretty familiar with with using like Google Docs Microsoft Word stuff like that the other
(11:01) note I will make is with this icon here you can put in custom HTML so if you or somebody you know knows how to use HTML and we don’t have the functionality with this with these options to do what you want you can use custom HTML to do those things fortunately I can’t help you with that I don’t know HTML that well but if you know someone that does awesome so you guys can customize this as much as you want so I’m going to jump over to one of the rows I already have created on my homepage this wi Sports one here
(11:35) um and you’ll notice I have an image side by side with a bunch of text this I use the formatting to make it a heading and then this is just the normal paragraph heading and you notice I have these boxes here now what I did with this one is I added a table in to um better format my uh content because if you don’t it can get a little bit challenging to manage it so this icon here allows you to add in a table now it gives you this grid so you can choose how many um columns and rows you want this is just a 1 by two table I don’t recommend
(12:17) clicking right in here to insert the table this way I like going down to the table Wizard and specifying with this because you’ll notice in down here at the bottom you have the option to choose the Border style and that’s important because when you click just in here it defaults to having a border style of I believe dotted or dashed I’m not exactly sure which one it is but what that means is when I go over to the member portal I don’t know if you guys can see it all this well on your end but there is this little outline that will display on the
(12:52) member portal if you come in to the T Wizard and insert the table and you have the Border style set To None it will show in here to make your formatting easier but once you get it set up and moved on to the member portal they won’t actually see that so that’s important to keep in mind um apart from that it’s just I inserted the image in here and played with how big it was same thing with the text I played with the formatting of it a little bit I Chang the background color this will default to being whatever body background color color you
(13:25) have under the general page but you can manually customize those once you have your uh row set up it doesn’t automatically move over and start displaying on the member portal they will only show here under available rows this doesn’t display anywhere which is a good thing so if you want to go in and start playing with this start working on some content to put out you don’t need to have a display right away you can take your time on it it’ll just store over here and until you hit the add button on any of these rows
(13:58) here it doesn’t move over to this side so then once all of your rows are over on your homepage side you can preview it to see what it looks like you’ll see this is pretty similar to what it looked like when I went over to my member portal looks a little bit different doesn’t have the header or the footer in it but this is just showing you all the information it’s a great way to quickly check what you have in but I do recommend going over to the member portal using view member portal here at the top to see what’s going
(14:29) on so that’s mainly the whole row creation process the other option you have is with the display type so if you have a piece of information that you only want people with Accounts at your organization to see with the display type you can do that by going to logged in users only or if you want to provide some information to to the non-logged in users on how to get started with you guys that’s the place to do that as well um so that’s it with the homepage next is the rows this is just a list of all of the rows you have
(15:09) created um you can create them in here you can create them on the homepage as well they all go to the same place and this is where you can delete them too if you don’t want them to show anymore page builder this works very similar to the homepage all you do is you come in click this green create page button in the top right you give it a name and then what it will do is automatically generate a link for you and this works the same way as Rose so it creates this link but this doesn’t automatically go anywhere so I have an
(15:45) about us page this is frequently used for frequently asked questions uminstructor pages I made a video a while ago on few different ways you can set up a page to add bios about your instructors so this would be the place to do that as well but once you’ve created that page and it generates this link if you come in to edit this works the same exact way that the homepage does where it shows you all the available rows but it doesn’t actually display anything until you add it from the available row side to the about us
(16:15) side and then you also have the same preview option where you can see this and again it just has this URL in here the URL is up to you you can put this wherever you want so for me I created this about us page and then I put it up in the header so this is just part of my member portal you can see it up here I click it and it stay I stay on my member portal and it shows the about us page that I’ve created it works the same way you create the rows and move them over so next is news this is I should have showed you guys while I was over on
(16:53) the member portal but this is automatically created by Court Reserve this is already in here it’ll default to being on your homepage if you don’t want it you can delete it but if there’s no content it won’t show but this allows you to create little articles it’s it works similarly to Global announcements if you’ve used those um but it’s a little bit you you can provide a little bit more information with these all you really need to do is come in Click the green create article button you give it a headline and this is the main text that
(17:26) displays you can choose a display type so whether you want this to show again to your logged in users or the folks that aren’t logged in the category this isn’t super important it’s just a way to categorize them for you guys on your end I found most people using this just write one called news in here and use it but if you are using this frequently it might be helpful to categorize them out for you guys and then the active from and active to date are if this is like you guys are advertising a tournament that you have
(17:59) coming up obviously doesn’t make sense to display that information after the tournament is passed so you can set this to stop when your tournament has ended sub headline this is just another line if you want to have an attention grabbing headline but you need some information that you want to show primarily but not as bold as the headline is you can use that here and then you also have the same content editor that we saw on the content row and then also you can upload an image this doesn’t have to be as big and
(18:30) as wide as the hero does but it should be a high resolution image I’ll show you on my member portal now what this looks like so this here is what I put in for the header you’ll see the image displays here on the left this is where the subheader displays and this is the date that it was posted um if you click read more it’ll display this image and then all of the content that you have typed in there next I’m going to be under the menu tab this is where you can customize what is showing in that header so you have the create header link option so
(19:11) you can put the display text is what will show and then the link URL is the URL for that page so if you’ve created a page with the Page Builder and you want to display in your header you can copy that URL here go over to the menu tab create the header link type in your display name and then you can paste that URL in there this is also where you can sort this menu um if you want to change the order that things display like you are really proud of your leagues so you want those to be the first thing they see you can
(19:52) move that up there um you can move a few of these options around not all of them display all the time but it’s good to sort these in the order that you’ll think they’d be useful I think having Events book a pro and reservations towards the front will be good because that’s what people are mainly using um and I will give a quick tip on that if you are using the modern dashboard the order that reservations book a pro and events are in here is the order that they will be in those call to action buttons that are on the new modern
(20:26) dashboard um but yeah you’ll see I have another events in here I’ll get into that why I have that in just a second but for now I’m going to move on to the footer links this will be a option for you to add additional links on top of what you have here under the general tab into your footer these can be used for like if you guys have um like a Google form that you need filled out or um like a contact us page I use this a lot of I found a lot of clubs want to have their email on the footer and unfortunately that’s not something we have as like a
(21:05) general option but what you can do is I have one called email and then if you use this mail to link the same way I have it here make sure there’s no space and it’s spelled this way with a colon then when they click on that it’ll automatically open whatever emailprovider they use on their computer and start to make a draft for an email to whatever email you have specified in here so this is a good tip and trick to have this in here to make it easy for your members to email you guys um but yeah those display at the very bottom in
(21:34) the footer it has the header links down here and then if you click on that it’ll take them to that link but in this case it’ll open up to get them ready to email next under event filters so this is this is one of my favorite tips to give out this is great for your members it makes their life super easy I found that open plays are really really big for a lot of clubs so they want to have a way so that their members can quickly get to just their open plays and this is the place to do it so the way this works is you create the event filter you give
(22:11) it a name and then the navigation name is what displays on the member portal um you can select a specific specific categor so if you only want the open plays to be in here you can select that you can filter by tags days of week dates things like that you can even do a pre-filled search so if you know if you look something up you’ll get the results you want but you don’t have a categor category for it you can pre-fill a search in there um the other option or setting that’s very important is this one show filters in the event tab on the
(22:44) member portal if you leave this on if you hover over the events drop down this is going to display there so for a lot of people they don’t really want it there they just want the link that this creates turn this off the events tab will be unaffected but if you want it in here it’ll show and then once you save this it generates a URL and you can take that URL and put it wherever you want whether it’s on an external website you can put it in your header um you can put it in emails things like that and that’s what I have
(23:21) this one set up here for so this is another common one I run into in support is folks want their events to show for their Anonymous users currently we don’t have a setting for that so what I tell them to do set up an event filter actually with no filters on it make sure you have this setting turned off take that link that this generates put it in your menu for anonymous users only so even though it looks like I have have two events here if I were to go over to my member portal you’ll only see the one but if I log out they’ll have this
(23:57) option on there end where if they click they’ll get the list to all my events it’s a common one I see um so that might be helpful for you guys next is navigation um this is where you can hide certain things for certain memberships on the member portal like if your guests can’t even go to events and you don’t want them to see it you can turn that off for them few different options in here um the big one that I’ll point out is under here bucker Court navigation name this will change what it says in the header when people go to reserve I
(24:29) think by default it’s called reservations um keep in mind that if you create a one custom scheduler the name of that will replace reservations but if you have multiple this will be the name of that dropdown not a lot of people know where this lives so this is a good one um moving along to the logo pretty simple you just upload your logo this will rep replace what’s in the footer and what’s in the top left when you access the member portal make sure it doesn’t have to be clear but it’s helpful if it is or if the background
(25:05) matches the color of your header otherwise there’ll be a white border around it some people are okay with it for people that care a lot about design it might frustrate them a little bit but this is where where you can up upload your logo and it’ll automatically replace those things lastly the file repository this might not show in your organization because for some of you it’s probably an add-on you just have to turn on under add-ons at the very bottom but this is just a place where you can store any information that you want any
(25:37) documents um these don’t show anywhere it’s just another place for you guys to safely store any documents that you need so that’s it for the portal settings website tab there are a few other settings that I wanted to point out up here at the top at organization settings General um so phone number address and City and the postal code here this all displays at the bottom of your footer and that’s where the information comes from so if you need to change that information this is the place to do it um again there’s no email option here
(26:16) that’s why I showed you how to do that mail to link so you can put it in the footer as well and then the other one I’ll point out is by default events are called events in here I found a lot of folks are changing that recently so the way you do that is under this page towards the very bottom alternate name for events this will change it on the admin side but also on the member side as well so once you’ve gone through anddone all of your customization you want to go live or you want people to start signing up the place to really kick that
(26:47) off is under settings portal settings setup so up here you have your link you have two different types of Link this is just with the org ID at the end of it and then this one is whatever key you put in here both of them will work whichever one you want to send out it’ll take them straight to your member portal make sure that your member portal is turned on and if you want people signing up make sure you allow them to create their account online um but this is where you can get that information out let people start
(27:19) signing up once your member portal is turned on and allow members to create their account is turned online or is turned on then they will be able to find you on the mobile app as well and then one other setting that I always point out because we run into it probably once a day on support people ask why is my event not showing chances are this setting here hi event dates more than x days out from appearing on the event list I believe this defaults to like 30 I’ve never ran into someone that wants it to be 30 I usually recommend like 90
(27:53) to 180 so if the number is lower than the amount of dates an event is away the event just won’t show at all on the member portal doesn’t mean you’ve set anything up wrong with it this setting is just restricting it from showing so for a lot of you guys I’d recommend going in and bumping this up a little bit just so you don’t run into that issue and then another one I’ll point out is down towards the bottom the event list display type um this defaults to grouped so if you have a recurring event with multiple dates they’ll all show under one block
(28:22) on the event list if you change it to expanded each date will show as if it’s its own event on the event list and then we’re almost to the end here one last thing I’m going to point out I made mention of our mobile dashboard if you or modern dashboard if you haven’t set that up yet I highly recommend looking into it not going to spend a ton of time going over that today I’ll go through the basic setup there’s a ton of articles on it in our knowledge base and I highly recommend switching over to it to start that
(28:58) process you’ll want to come over to settings portal settings this new mobile option here if you aren’t set up with it this will probably be defaulted to based on custom navigation or classic all you have to do is change it to Modern dashboard you can put in a short name if you want to display your location and your weather you can do that there as well the weather is pulled from this ZIP code so make sure your zip code’s correct or it’ll pull information from some random place and then you can do a different color here as well but again
(29:30) highly recommend checking that out it looks a lot better in my opinion and everyone that I’ve talked to has loved it so far so check it out and actually that’s all I’ve got so oh wow I have learned so much already and I was here when we devel veloped all this so the reason for the new modern dashboard on the mobile app um is because the new reservation flow for your players is so good so good so good so it makes it a lot easier and plus uh it just it just looks prettier and cuter and all that so Josh we do have a couple of questions um
(30:05) thank you so much for going and showing I think when you went to portal settings and we talked about how many days you could actually view the next event and we changed that to 180 the reason that comes up for so many clubs is because they’ll put out a summer camp in J January right and they’ll put the summer camp starting in June well if you have 30 or 60 or 90 days people can’t see that so just knowing where that button is is great um I’ve also gone to our product team and asked them to please under the general settings where we have
(30:41) address and phone number of your Club to also maybe put an email box there I love your quick link um for email but if we can just attach a box there we’re already working on it so let’s go through uh we only have four questions which means obviously you rocked it um thank goodness Josh were you nervous at all I’m I was so nervous hey ladies and gentlemen silent clap for Josh he can’t hear it but okay let’s go through some of these questions and this is going back to like eight minutes after the hour so we were talking about hero row
(31:16) um any play on allowing sizing height options on the hero row I guess he’s talking about probably that photo um yeah you’re pretty restricted to um I’ll just go in and start creating one again you’re restricted to this aspect ratio that you get in here the 96 by 31 it’s like I don’t know it’s hard to customize this because of the way it displays I guess we probably could make it a little bit wider or taller taller yeah but um I don’t I haven’t heard of any plans to fix that it’s a not a terrible suggestion but yeah I’ll definitely take
(31:58) that um over to the product team and seeif there’s any room for improvement on that um so okay the next question um a test environment you know um can you go into the where they can go and maybe create a row and kind ofe where the preview button is we don’t have a test environment you know the thing about it is is once you’re a club and you’re up and running um and you want to change things on your member portal when you do change them they kind of go live and we don’t have a test environment we do have a way for you to
(32:33) kind of preview what it’s going to look like um and Josh you can show them that um but again like we’re always taking your feedback um absolutely so go ahead and show them kind of what you’re doing right now where you are yeah so I just went to the page builder because this is a lot easier to not go live with than the hom Pages because if you add something over on your homepage it’s going to be live so under the page builder I think I made note of this maybe not but it gives you this URL but it doesn’t put this anywhere until you
(33:05) do so I could come in here now and make one and put whatever I wanted in it it could look like crap and but no is gonna see it because I can add whatever I want in here oh not the music when it’s going to get loud um and then you can preview this see oh I don’t really like the order of this I can switch it around I can change how all it looks but until I put this URL somewhere this information isn’t displaying and it kind of goes the same way with the homepage except as soon as you add it over it will start displaying
(33:38) but you can work on these rows as much as possible and I think that’s what people miss a lot they think as soon as you make the row everyone can see it that’s not the case it’s not live until you add it over to the homepage or you put that page live so what might be helpful for you guys is start building out your homepage as a separate page and then you can take this URL and open it up wherever no one else can see it except you as the person working on that’s really good that’s good feedback um the next part of that
(34:11) question was it’d be nice to export all the set to Archive them in case it becomes necessary to do a full restore um I don’t think you have to worry about that John Court Reserve has redundant backups all the time and so no reason for you to keep that that’s that’s why we’re here we are your backup so all right so Bonnie asked how do you create the side by side and I think when that question came in and Bonnie you can correct me if I’m wrong is when Josh was on one of the rows and he was creating the boxes side by side um can you just
(34:41) go over that and Bonnie if that’s incorrect let us know right I actually meant to spend more time on this so I’m glad someone asked so um I’m just going to start filling this out here it’s a Content row again what I did was I made a table you can do it without the table it’s going to be much bigger paint so I like to put the table in here again go to the table wizard make it a one by two or however long you want it to be but again the table wizard so it doesn’t have that border around it and I did that backwards so that’s great
(35:15) um 2 by one so then it gives me this table that is side by side so then doesn’t matter um which side the image goes on you guys have full customization of what this looks like I actually have one on my member portal the one at the top is text on the left image on the right the next one is image on the left text on the right feel free to do whatever but I will just click in here on the right side of the table go into the insert image again this is pulling from all the images you have uploaded anywhere in court Reserve or you can upload one from
(35:51) your computer I’m going to pick this bowling one right here and you’ll see it automatically goes in this is a pretty good size so I might leave this one this way and then you can start adding your words in here um and whatever you say you can I think it always centers I don’t can’t remember if there’s a way to change that you can have it Center or go like back to back with the alignment um I like left aline the best but this is the way to do it and you can also do vertical Stacks so this is what um I did in the instructor
(36:28) Pages video so I put in a table that was one wide and Too Tall so I put the image of the instructor on the top and then their bio right below it again you guys have full customization of how this looks and what it’s displaying but using that table was the the key for me on how to cleanly organize it and I I will admit it takes a little bit of tweaking to get the size right like I probably spent three or four minutes changing this one and I kind of don’t like how big it is now but yeah same same thing I did here again you can do whichever side
(37:08) you want but yeah that’s how you do it so I just want to let you know I I took Doug’s question earlier about changing the height um to our product team and they said that they’re we’re working onin Q4 of this year going to do a full modern upgrade of the member portal and get a better designer so that’s great information to look forward to I get to do it again I know right all right we got a couple more questions um do the announcements come directly from Global announcements in court Reserve Josh yes that is correct um one thing I will
(37:37) point out though is when you are creating a global announcement there you can create them and it’ll show under the announcements button that you have but if you want it to show in that little it’s got like bullet points and like it says the header make sure you have include on welcome page on and also those of you on the modern dashboard this is this setting is how you get to show on the modern dashboard as well I’ve run into that a few times already so make sure you have include on welcome page selected but yes
(38:11) announcements pool straight from your global global announcements and if you go and use the new modern dashboard um now you can do Global announcements from the app so instead of having to pull up your laptop or your you know you’re on your way to the courts it’s raining and you want to throw a global announcement about the rain you can actually do it from the your mobile device which is such a cool Improvement um I love it um all right we have another question oh I love this question because I don’t think people
(38:38) understand enough about the difference in Anonymous like they anonymous page for their because what do we all want to do we all want to grow our clubs right we all want to get more members more players and so making your Anonymous page really draw those people in I think it’s super important so this actually is do I have to join do I have to have the word join membership and create account on my homepage so tell talk to us a little bit about that Josh and why that’s there yeah so those come up when you are logged out of your member portal so
(39:10) right now I’m in my Anonymous View and these create account or login buttons are here I think this is what they’re talking about I think so yeah these will always be here the login button you’ll want that so people can get logged in create account you can turn this off but the only way to turn it off is to turn off account Creation with your organization in general so unless you’re like an HOA or something I don’t really recommend that but um these follow the one of the colors I think it’s the Basse background color um but unfortunately
(39:43) there’s no way to just remove them I wouldn’t really recommend removing them anyway because they’re very helpful um yeah did that answer it or did I misunderstood no I think so and if you will actually log out and go to like um that was your Anonymous facing page right that means that your players members who are not logged in can only see what you want them to see and you can actually make this look completely different with different information than your members right so again joshh talked about a great way to just show
(40:17) all of your events you know they can’t join any of your events but they sure want to right and so you know having the ability to have two different you know p a public View and then a logged in view is super important yeah and one thing I get asked a lot is how to set up like an anonymous homepage it can be a little confusing to do that but it is possible if you change all of the logged in pages to have the display type of logged in user and then you have other rows for the anonymous view set to Anonymous users you can do
(40:46) that you’ll have to like really focus on it because it can get confusing because all of them are stored here but it is possible and now you know who to ask for in h support when you want help all right we’ve got a couple more questions uh these are great questions uh let’s see challenges with formatted pages of appearing differently on the mobile versus the web can you talk about that a little bit Josh it is going to be a little different yeah that’s just the nature of the game really you can’t it because the
(41:24) the screen is so much it’s taller and scrunched together so on the mobile app it’s just going to look different um fortunately there’s not much you can do about it and we don’t really have much um like there’s not a currently a way to create a page exclusively for the mobile app at the moment maybe that’s what we tell them we want with the the new that’s right hey if you have great ideas about what you need the product team loves your ideas and all you have to do is go out to chat support and say hey when you
(41:57) guys redesign the you know our new you know develop or designer of our web pages you know hey this is what I need can you do this um they love they love all the ideas and that’s how courts was created and has been built we’re going to turn eight years old next month can you believe it Josh eight years old Court Reserve almost as old as I am all right another question this looks like the existingmember portal can we see how this works with the new modern dashboard so the new modern dashboard is only on the mobile
(42:29) app only on the player side correct Josh yep admin side still looks the same yeah admin side still looks the same and it’s only on the mobile app and so if you turn on the new modern dashboard then all of the pretty stuff that you’ve created um it it will it will apply to that um so all right so I think we’ve gotten through all of our questions oh maybe I’ve missed one uh yes Dwayne we are recording this and we’re going to put it up on the court Reserve YouTube channel give us you know till tomorrow to do that it takes a little bit because
(43:02) sometimes we go in and you know we make it pretty and and everything so it will be up um any other last minute tips Josh that you can give folks about their member portal player portal um yeah I would just say try and keep it simple um something I hear a lot is my player base is super old I don’t want to do all this and I completely get it so you like mine has a lot of stuff on it and it might be overwhelming so keep keep it as simple as possible and again this is all whatever you want to do I would say make it pretty make it
(43:39) nice make it welcoming to your members but don’t feel the need to be super extravagant with it um apart from that I think I went over all my tips and tricks so yeah that’s good that’s good oh wait we just got three three questions I found this is how it goes you know this is this is just chat support life all over again that’s right uh is there any way to test the modern dashboard before sighting to change it or turn it on or not no there’s really not the best advice I can give you about what the modern dashboard
(44:10) looks like um if you don’t know Tim and I opened our own pickle ball Club here in St Augustine it’s called Old Coast pickleball you can actually go to your app store Google or iPhone download the old Coast pickle ball app and you can become a non-member or a visitor it doesn’t cost you anything and you can kind of see what the new modern dashboard looks like um that would be my best advice um we don’t care that you do that um and that’ll be a good way just to kind of see what it looks like um and I’m telling you it’s sweet it really is
(44:42) sweet um let’s see any plans on turning the idea board back on yes I have heard there is a plan to do that um and then Laura asked what’s the difference in the new modern dashboard or on the mobile version so we actually uh did a webinar uh about what that looks like and what those differences are Lorna um it’s already up on the YouTube channel I would highly recommend you go out and the reason I recommend is because you actually see screen shot of that we can’t show you screenshots of it today but if you go out to that um I think
(45:16) it’s called is it branded mobile app or well there was one last Friday on all the new features if you didn’t watch that it tells you all the new features we put out this summer and then the week before that was the Branded mobile app and what that looks like as far as the modern dashboard I would highly recommend you just take a peek at that because it’ll give you the actual visual part of what that looks like in the differences so well the last thing I want to bring up is that you know usually once year we have a court Reserve education in person
(45:44) um it’s called Catalyst and it’s kind of where we love getting you guys together your front desk staff you as a director whoever you are at your Club to come on site with us um and sit in a classroom style environment and learn for about two days the best part of that is the networking you’ll do with other tennis and pickle ball and padel and badminton clubs and it just is really such great learning uh we learn from each other um about best practices and so so we’re thinking about putting together the next one either late this year or early next
(46:15) year and just trying to get a sense of who would be interested in coming we are thinking about having it here in St Augustine Florida oldest city in the nation beautiful beach uh it’ll be nice and warm in December if you are up in the north so if you’re interested in coming would you just throw a yeah I’d be interested in the Q&A or the chat we’re just trying to get a an idea of people um who want to come because we want to also think about doing a a track for new people coming on to court Reserve um as well as doing a track for
(46:44) people who um maybe have been using Court reserve for a couple years and really want to Deep dive into financials or even more member portal stuff with Josh so yeah you should come Josh this is your official recorded invitation to come and teach you have to come teach though Josh all right thank you guys so much um one last question oh oh wow we have a lot of people interested all right one last question from John any plans to integrate the Breo door access system John great news yes so um Tim will probably kill me because I’m alwaystelling him not to tell people things
(47:23) but he’s not on the call today uh so yes we are actively pursuing the integration with Breo door locks um they seem to be an amazing company with an amazing system and uh we’re actually doing that right now um so we’re really really excited um about that as well so all right Josh great job first webinar in the books we did it yeah was awesome thank you guys so much this will be up on the court Reserve YouTube channel and we’ll see you soon

(00:00) hello everybody Welcome to today’s webinar thank you so much for joining today you guys are in for a special treat we’re going to be going over front desk best practices some tips and tricks how to run your organization smoothly from a front desk perspective and you guys are even in for even more of a treat because today you are joined by Mr Willie one of our favorites here at court Reserve he is known around here as the legend and that is no exaggeration he’s truly awesome he’s Tau me like half of what I know which is amazing so you
(00:34) guys are in really good hands um Josh I’m going to stop sharing so you can go ahead and get going but yeah we’re going to do like about 30 minutes I guess of presentation and then afterwards if you guys have questions we will tackle those as well but Josh without further Ado take it away buddy all right perfect hello everybody hope you are doing well today so like Mr wi said here today we’re going to be going over some best practices for your front desk staff um today I’ll start of sort of start with the more basic actions and then we’ll
(01:06) sort of work our way up along the webinar but let me share my screen here and we can get started all right perfect so here I have my account up and I think a good way to get started here is to show you how we can create a member account from the admin side so if somebody calls in and they would like to book a reservation or if somebody is walking into the facility and would like to book a reservation or join an event but they don’t have that account created yet we can do that by going to members on the sidebar and we
(01:41) can click the add member button right here so from here we’re going to be able to fill in like their first name their last name email address gender date of birth any information that may be relevant for your organization you know if you are setting up events at your facility that are restricted by age or restricted by gender you can make sure you get all of that information while you’re creating the members account and from here the main thing is when we check off send welcome email to the user this will send
(02:19) that member of an email to let them know that an account was created under their email address and from there once they get that email they will be able to set up their password and start logging into their own account but from here we can also add things like home address if that is needed at your facility if you are an organization that is requiring payment profile we can also get that payment profile added while we are creating their account from the admin side if you are allowing that eCheck payment profile we will be able to
(02:52) choose that selection and we can also use the profile picture feature here as well so if you are using that additional feature we can get that picture taken of that member and get that Pro that profile picture added right as we are creating their account so from there you know a lot of the things that front desk staff will be doing will be managing reservations lessons and events that are on schedulers in your organization so the next thing that I will start going over are the different types of schedulers that we have in court Reserve
(03:30) so the two different court schedulers that we have are the expanded scheduler and the Consolidated scheduler with the expanded scheduler we are going to get a column for each individual court that we have in the system so if you have 10 courts we’re going to have 10 different columns here and we can see the bookings and the availability for each individual court if you are a facility that has multiple Court types maybe you offer different sports at your facility another option is going to be the Consolidated scheduler where instead of
(04:08) getting a column for each individual Court we will get a column for each Court type so maybe you have 20 Courts at your facility and just taking a look at 20 columns can be a little bit overwhelming of a view we can instead use the Consolidated view we can see each Court type we have in a facility and we can see how many spots of availability we have for this specific Court time under this court type so that goes over court schedulers if you are a facility that has lessons we also have an instructor scheduler under the scheduler section
(04:51) and under the scheduler for instructors we will get a column for each individual instructor that we have at an organ organization so if somebody is looking to book a private lesson and you want to just quickly see what availability each of your instructors has this is going to be the best place to just quickly take a look at that availability another option that could be set up at your facility is custom schedulers so again if you are a facility that has a lot of Courts and maybe your organization wants to break those views down into multiple
(05:32) custom schedulers that are maybe a little bit easier to manage whenever we create a custom scheduler there’s also the option to show that custom scheduleron the admin side and if they are showing on the admin side we will also see those Options under this schedulers button here so for example I have some tennis courts and some pickle ball courts but rather than seeing them all under one one scheduler I would like to have that View broken down so that the tennis courts and the pickle ball courts are a little bit easier to manage on my
(06:06) end and when creating custom schedulers you’ll be able to filter these specific courts or Court types that will show on it so from a scheduler you know we are going to be able to book reservations manage reservations manage lessons and events from here so once we are on a scheduler if we are looking to book a reservation on a specific court at a specific time we will just need to click a spot that has availability and when we click on that Reserve button here that is when we are going to see the screen where we can book a
(06:46) reservation so from here we can choose the booking type so if we are booking a reservation or a lesson we will be able to decide that here we will also be able to choose the reservation type that we will be selecting we can choose the start time and the end time and we can also set up a recurrence for this reservation recurrences are not something that a member are going to be able to set up from the member portal so they cannot create a recurring reservation directly from their account this is going to be something that only
(07:24) admins would be able to set up for a member so maybe you have contract time that you would like to set up for your members and you want to set up a weekly reservation on the same day of the week and the same time for a member this is going to be how we can do that we can set up daily recurrences we can set up weekly recurrences we can set up monthly recurrences and we can also set up a custom recurrence where we are manually picking and choosing the days that this recurrence is going to repeat on most commonly for reservations I see
(08:04) a weekly recurrence set up so I’ll just use that as an example here when we are setting up a recurrence the first thing that we will be deciding is having this recur every X weeks so if this is something that is happening every week we can have it recur every one week here if it’s happening every other week we can have it recur every two weeks this is sort of how we just decide how that recurrence is going to be working on a weekly basis from there we can also choose the days of the week that this recurrence
(08:40) will repeat on so if this is only going to be happening once a week on Tuesdays we can just check off Tuesday here but we can have it set up so that it is recurring on multiple days of the week from there we can choose to end the series after x amount of dates so if a member is setting up contract time for 10 Dates we can have this recurrence end after 10 occurrences or if we’ like to set it up by calendar date and we would like to set it up so that it’s happening every one week on Tuesday until the end of October for example we can use this end
(09:18) by date field here we also have the option of setting up exception dates so if there is a date in this recurrence that we already know is not going to work maybe there’s a holiday or there’s something going on at your facility and we just already know beforehand this specific date is not going to work we can go in and add those dates as exception dates and they will be skipped from the recurrence that we are setting up from there if we are creating a one-time or a recurring reservation we will then be able to add the players to
(09:55) this reservation so if we are searching a member and say they have never made an account when we are searching that name if we don’t have a member under that name we can create a new member from here as well but if it is somebody that we already have an account for this is going to be where we can select those players if we need to override the cost for the reservation this is also going to be one place where we can do that and then from here we can choose things like courts instructors and if you have any custom fields that may show on a
(10:34) reservation this is going to be where we can do that the last thing I’ll point out when booking a reservation is we do have a display message that is on the schedulers if you are front desk staff I would definitely check with an admin at your facility to see if this note is visible on the member M portal or if it is hidden from the member portal some organizations will have this hidden on the member portal and will use this field for internal note tracking some organizations will have this note visible on the member portal just to
(11:13) give those members some additional information but if we’re hiding this from the member portal we can add notes here like maybe I am missing the payment profile for this member and I just need to add that I need to get this player’s payment profile so this field here will just depend on how your organization is usingit it may be used a little bit differently just depending on the visibility that you have for this setting in your organization once we have a reservation booked we will then have it set up on the scheduler here and now I’ll kind of
(11:50) just go over managing or edit editing reservations in the system so if we have a reservation that has not been paid for yet we are going to see this dollar sign icon right here and we will also see a red line to let us know that it has not been paid for yet so that’s a quick indicator but once we hover over a reservation we’re going to have this info icon right here and if we would like to edit this reservation we can click the edit button and we can edit any information we can change the players out if we need to if you are
(12:30) using guests at an organization and need to add a guest this is all going to be where we can do that the next icon here is going to be the view players page so this is going to be where we can take a look at all the members that have been added to this booking here and from here we can see information like the status of their payment we can charge the member here so if the member is entering the facility and we want to charge them now we can do it directly from the scheduler and we can also update the check-in status for this member so if
(13:07) your organization is using check-in statuses and whenever a member enters the facility for a reservation we want to mark them as checked in um we can use this here it looks like I don’t have any statuses set up there but typically there’s going to be the check check in status for when a member has entered the facility from there we also have the ability to email the players from this reservation so if there is any last minute information you need to quickly send out to those members this is a way that we can just quickly write an email
(13:44) just to the players in this reservation and then from here we can also view the transactions for this specific reservation as well so if we need to update the amount for a reservation this is another place we can do that if we need to charge the member or avoid the fee for a member this is also going to be where we can do that and the last button here is going to be the audit log for this specific reservation so if we for example see that a note was added and we want to see who added that note we can see who did
(14:21) that action what time they did action and the actual action that they did when they were editing that reservation so if somebody is overriding a cost if they are changing the court or the reservation type or the day in time we can use the audit log to quickly see who is changing that information in the system so with reservations and lessons we will also be able to manage event dates from the scheduler so here we can see that I have an open playay Event set up and if I hover over the eye icon we can go to this edit screen and we can
(15:03) also edit this event on this specific event date so say this event typically takes place from noon to 1 but specifically for today we have a last minute change and we actually need to bump the start time in the end time 30 minutes this is going to be how we can quickly do that from the scheduler here and if we need to change courts if we need to change instructors or anything like that we will be able to easily do all of that from the scheduler here one setting that we also have in the system that may be helpful is we do
(15:41) have the ability to drag and drop on the scheduler so like I was saying if we need to quickly move an event 30 minutes forward or backwards for example we can use the Dragon drop and we can move this event to a different time very quickly on the scheduler um and it will depend on the intervals that we have set up in the system so if I change this to 30 minute intervals on the scheduler on the admin side you know I would be able to quickly just drag and drop this in 30 minute intervals with the drag and drop I know
(16:19) some people really like this feature and I know there are some people that really dislike this feature so we do also have a check box on the top of the scheduler to enable or disable the setting so if you are somebody that really dislikes Dragon drop there is also a way to just very quickly disable that and then from there you would have to go into the edit screen for a specific reservation or event in order to change the time for it so with schedulers managing members managing check-in statuses and payments
(16:49) you know we can do all of that from the scheduler here but let’s say you’re a facility and you have that peak hour you know in the morning or in the afternoon and you just have a large amount of members coming in at once and you need a page to just very easily manage payments notes on reservations check-in statuses and things like that another view that we have rather than using the scheduler is the who’s here today page and that’s going to be under Reser ations on the sidebar and then we’ll have this who’shere today button right
(17:27) here on this page we are going to have a row for each member that is booked for a reservation or a lesson or is registered into an event for the date range that we choose and by default the from and the to date will be for today so if we need to quickly just check members in We quickly need to make sure that members have paid for their reservation today this is going to be a page where we can quickly get a list of all the members that would be coming in today and either changing their check-in status or charging them from here we can
(18:04) also search for names pretty easily so if we are looking for Harrison and just need to really quickly find his name we will be able to just use this search bar here and find that member very quickly this is a page that I see used a lot at front desks especially for those organizations that have those peak hours where there’s just a large influx of members coming into the facility at one time um I know on the scheduler you know it can be a little bit more challenging to find the court that they’re on find the reservation that they’re on go to
(18:42) the view players page so this is just going to be a very easy and quick way to manage all of those members that may be coming in at one time all right great so with managing schedulers member availability member check-ins and payments and things like that another thing that front desk staff may need to quickly be setting up our closures in the system so if you would like to set up closures we do have a shortcut that’s on the top of this page right here but I will also show you the setup for closure types and things like
(19:20) that so if if we are creating closures in the system the first thing that we would want to do is set up closure types and those different reasons that we may be closing the courts so if we go to settings on the sidebar and we go to the court and ball machine settings on the right of this row we’re going to have closure types and from here again we can create a closure type for any reason that we may need to close the courts at our fa facility so maintenance holidays weather anything like that we can choose that
(19:56) closure type name here and then we can also choose things like background color and text color so that maybe these closure types can be a little bit more easily identifiable on the scheduler for your members but once we have the closure types set up then we can actually go in and create a closure so we can go back to settings on the sidebar we can go to the coure and bom machine settings and then next to closure types we are going to have the closures page from here we would be able to take a look at any closures that are already
(20:34) made in the system we can also manage past closures from past dates if we need to and then we can click the create closure button to get a closure set up so from here we would first be choosing that closure type and then we would be choosing the start date end date and start time and end time so if we need to close the courts for weather very last minute it may be from 1 to 3 today we can easily do that by picking the same start date and end date and then choosing the start time and end time but maybe you have to set
(21:14) up weekly closures for maintenance on your courts so let me change it over to the maintenance closure type if we need to set this up on a recurring basis we also have a recurrence field here as well so what we would need to do is make sure the start date and the end date are the same date here and that will show this recurrence field and then from there we can set up you know for example a weekly recurrence and we can say that every week on Tuesdays from 1: to 3 we are going to be setting up this closure until maybe the end of the year
(21:53) for example again we have the exception dates field if we need to skip any dates during this recurrence but from here we can also display a message for the scheduler that shows to the members and then we can then select the courts that are going to be affected by this closure so if we are only going to be affecting our tennis courts for maintenance you know we can just check off those specific courts and then from there if we have any reservations or events that are going to be affected by this closure we will then get a table where we can see
(22:33) the specific reservations or events that are going to be affected from here we can cancel or edit the reservation if we need to or we can set up a cancellation policy for this closure so from the affected times are we going to have no cancellations are we going to cancel all reservations or events that were affected during this time range or are we going to only Cancel reservations or events we’ll be able to pick and choose that when we are setting up this closure here once we save that closure into the system it will then be added so if we go
(23:14) back over to the scheduler we will then see that I have this maintenance set up and again if I chose to cancel all reservations orevents these reservations would automatically be cancelled when I save that closure all right great so that goes over managing members checkin statuses and payments for bookings from schedulers and a few other places like the who’s here today page another place that may be valuable to know is like we have we have audit logs on specific reservations or events we do have an overall audit log in the system so if we
(23:55) go to audits on the sidebar and we go to the audit log page this is going to be where we can take a look at really all actions that are happening in the system so if we would like to filter the actions that were done by a specific system user we can filter by that system user here we can choose our action type which would be things like cancel delete or edit and then we can choose our entity type so that would be things like reservations events or closures and then we can choose our actions start and end range so when they
(24:34) made this change or we can filter by when the booking or the event actually takes place in the system so top Fields here are when I’m making the edit these bottom Fields here are for when that booking actually takes place but from there we can run this report and we can quickly take a look at all of those actions that are happening in the system um so again we’ll be able to see things like time changes Court changes overriding of prices um and anything like that for closures reservations lessons and events in the
(25:10) system all right so the next thing that may be valuable here for front desk staff is the front desk waiver URL um if you are an organization that is using the advanced liability forms add-on and you are requiring that members fill out a general liability waiver or anything like that we do have a URL that is specific for the front desk to use so that they can quickly get those members to sign a waiver so if you have a tablet at your front desk you can set up the front desk URL on that tablet and that way they can just quickly give the
(25:53) member that tablet and they can sign that waiver when they are when that member is entering the facility so to get to that front desk waiver URL we can go to settings on the sidebar we can go to the reservation settings row and we can go to the waivers and agreements page if we go on the additional set tab there is going to be the option to allow signing at front desk if we enable that that’s going to give us the URL to start your front desk waiver and signing and we also have the option now to allow guest waiver signing at the front desk
(26:35) and this is a part of a new feature that we have for guest waiver kiosks so you can now set up a kiosk for people that do not have an account at your organization to quickly fill out a guest form like their first name last name email address or any custom fields and we can also have them sign any specific waivers that we would like to push to those guests but we can also add the guest waiver to the front desk URL so once we allow guest waiver signing at the front desk we can then choose which guest waiver kiosk we are going to be
(27:13) displaying on this URL and the system is going to be looking at the guest form that is set up on this specific kiosk and show that guest form on this URL here so once we are allowing signing at the front desk and if you are using the guest waiver kiosk feature once we are allowing guest waiver signing at the front desk once we save this and we go to that front desk URL if there are any members that are in your signing queue you’re going to see their name show up here and you can quickly click that member and
(27:52) have them fill out any waiver that they need to and if there are any guests that show up to the front desk and you want to quickly show them a guest form and guest waiver designed we can also click the guest waiver button this is going to take them to the guest form that you have set up on your kiosk and then for any guest waivers that you are presenting to guests they will see that here they will be able to add their signature and save their guest waiver into the system all right great um so that goes over everything that I wanted to go over
(28:28) today um I know it was mostly on managing members and registrant reservations and events on the scheduler and also the who’s here today page um does anybody have any questions or Weis is there anything that you feel like you would like for me to go over or just clarify brother that was great um right now there’s one question actually in chat so we can go over that um if you could go back to the who’s here today page this is my like favorite page in the entire system this is so helpful um for your front desk there’s other pages
(29:15) that they need to know how to learn to read and how to use but this is going to be the easiest place for them to get like the information they want for the day like it shows everyone who’s coming in the order that they’re coming in where they need to be whether or not they’ve paid it’s all the informationthey could need right in one place this page is super handy so if you guys aren’t already using this at your facility I highly recommend trying it out because it’s super good um question in chat Josh will guest
(29:45) waivers be safe for the future or is it just for onetime use yeah so we do store guest waivers in the system so if you go to things like the waivers report or if you look at a specific waiver in the system um let me show you so over in settings if you go to the waivers and agreements page and you know we take a look at a specific waiver here we will be able to see each version of that waiver how many members have signed it and if it has been signed you know we do save those guest waivers in the system with that being said it does
(30:25) not save the sort of waiver tracking so if I do not have an account and I go to the guest waiver kiosk or I sign a guest waiver at the front desk using the front desk URL the system does not have a way to keep track of the fact that you know someone under my name has signed this guest waiver so that guest will have to sign a guest waiver each time they enter the facility um you know if if it’s something like a general liability waiver that you have where the member only signs it at one time the system does not have a way of keeping track of
(31:05) a guest and if they have have or have not signed that waiver um you know in the past sweet very good um next could you show us where the um check mark is whether for whether or not the notes that you put in on a reservation are visible for uh members or not right yeah so to choose if this note here is going to display on the member portal this is going to be under settings on the sidebar if we scroll down to the portal settings row and we go to the setup page there is going to be a setting here let me find it to show reservation event
(31:50) notes on all schedulers so this setting under the portal setting setup page if it’s unchecked will hide this note from the member portal um with that being said there is also a setting to show this note on the scheduler on the admin side so if we want to hide it from Members we want to uncheck this setting if you want to double check and make sure these notes are visible on schedulers on the admin side we can go back to settings on the sidebar if we go to organization settings in the general page we are going to have the show event
(32:35) reservation notes on schedulers for the admin side so we have a setting to toggle this both on the admin side and the member side and they are separate just to just to point that out sweet and isn’t there also one when you’re editing the reservation like at the very bottom of the reservation edit screen there’s the one that says hide on public scheduler I think is that even for here I don’t remember what that one’s for to be honest let’s see I believe that for the entire reservation yeah I believe that is for the entire reservation yeah okay cool I
(33:19) didn’t know if that’s when she asked that’s immediately what I thought of but I I wasn’t entirely sure sweet well thank you um next is there a Best practice list of permissions for a front desk person of whether or not they should have um right now I don’t think we have something like that that’s a really good idea of something we should work on yeah i’ be happy that yeah yeah we don’t have a best practi IES right now because it can just differ so much depending on your facility’s needs you know maybe there are even some sub
(33:52) admins that may have permissions that others do not um but I’ll be happy to touch on some of those sub admin permissions right now so when we go to the settings page and we go to the system users page under the sub admin edit screen when we scroll down to the permissions let me just un check all of them here and go over a few key ones you know that you may want to consider enabling just depending on the permissions you want to give them so we have the ability to create reservations in the system as well as create
(34:32) reservations in the past so most likely for front Des staff we will want to be enabling that setting there um you know if we want to give them or restrict them from creating closures in the syst system we can choose to allow them to close courts and also manage closur so if you want them to be able to create a closure we can enable the ability to close courts if you want them to be able to edit closures that are already created in the system we can enable the ability to manage closures and then from there these
(35:08) settings here I think are the most key depending on the permissions you want to give to your sub admins so for editing and deleting reservations we can choose to allow them to edit or delete any reservations if we allow them to do that they can edit or delete any reservation that is currently created in the system if we sort of want to restrict that maybe we don’t want to give them access to all reservations that are created in the system we can allow them to onlyedit or delete reservations that are owned by them and when it says owned
(35:43) only this means that they can only edit or delete reservations that they created as a system user in their system user account so that’s a way to give some restriction there maybe say you know we don’t want you having access to editing all reservations but if you created this reservation from the front desk you know computer and you need to edit it we want to give you access to that um we can use the owned only settings here we also have some settings around creating editing events um and with editing or deleting events we have the
(36:20) owned only set of settings there as well so again um it depends on how much permission you want to give those sub admins and I know that can differ facility to facility it may even differ sub admin to sub admin um so it’s definitely worth you know taking a look at the settings and seeing what would best fit your facility um there’s a lot of different settings here so a few other ones that I can point out are the ability to access transactions process payments and revert payments or void fees so those are some
(36:59) pretty key ones just in the sense of how much permission you want to give those sub admins when it comes to your financials or any you know fees or payments in the system uh what else may be important here the ability to manage members so if you want them to be able to view members update members accounts send emails out to your members or manage member groups in your organization um that’s another good permission to give to your sub admins um you know allowing price overis on reservations or events that one could be
(37:37) one that you would really want to enable or really want to keep disabled again just depending on those permissions um so yeah I would say those are probably the most key ones that I would recommend taking a look at first um of course you know I would recommend when you find the time to just look through these permissions because it really can differ facility to facility yeah that’s true that’s kind of the the hardest part about those is it’s kind of it really depends on what you guys want to do and what permissions you
(38:11) want to give them so it’s good to go through that list determine what’s best for you and again you can if you have different system users accounts for your different front desk staff then you can vary based on who is live right um next what is the best practice for the end of day report so Josh could you pull up the end of day report please I’ll take this one yes so we go to transactions oh sorry go ahead no you’re good under transactions end of day report really once you pull this this up this is what a majority of facilities are using it
(38:45) automatically defaults to filtering to just the system user you’re logged in as so any transaction processed by that person will show here and it automatically filters to the current date and this is what a lot of people are using to cash out um you can vary from this I don’t see people doing that very often but um if you’re doing this as a full admin and want to use this for like some quick reporting or reconciling I would recommend taking the system user out because it will filter just to you for you as well but for your sub admins
(39:20) I believe they’ll only be able to see their own they won’t have the option to filter for other system users so you don’t have to worry about them poking through all your financial information they can just see the total of what they processed and quickly export it to you guys can have that information but again most people are just using this report as it comes right when open it up anything else to add Mr Willie no no that is everything that I would said um next if we have bookings and we have a closure due to weather how do we cancel
(39:52) the booking without losing the information so if you do cancel a reservation in the system we do also have a cancellation report that will give you a lot of that information from that booking so if we go to reports on the sidebar we’re going to have that cancellations option and from here we can choose to include reservations events you know we can choose just one or the other or both here but from this report we will be able to see when it was canceled who it was canceled by the cancel reason but you will also be able to see start dates
(40:35) end dates start times and end times for the reservation the courts that reservation was on the players or the registrants that were included in that reservation um and really you know if you have any reservation custom Fields will be able to grab that information as well from this report so if you are looking to get that information on specifically cancelled reservations I think this would be the best report for that yeah right and when you are creating the closure there’s also the option to cancel right in that step so
(41:11) you don’t have to go through manually cancel every single one of them when you’re creating that closure it givesyou the option at the very bottom to how you want to handle those uh closures those cancellations things like that um and that’s just what is reserved or what events are going on in that time frame I don’t know I guess you’ll have something to see yeah there you go so you can select the cancellation policy and which of those you want to cancel right um next is the only way to use the kiosk to sign
(41:43) waivers is to First add the additional liability forms and membership agreement add-on yes correct yeah you have to have the waiver add-on to use and collect signed waivers in the system next is there a way to send texts regarding specific classes or events to people register for those right now I think the only option is emailing um you can like manually select those members it’s a little bit of work um one trick I like is specifically for events on the members report you can look up specific events and that’ll pull
(42:20) up the list and you can text straight out of that report not the simplest response ever but it is possible um unfortunately right now we only have emailing but that’s a good that’s something we should write down to add I think yeah definitely yeah yeah all right great any other questions right now that looks like it I guess we’ll give it another minute or so but Josh great job that was very good and informative I knew you would not disappoint so that’s good thank you very much all right well if anybody has any
(42:58) additional questions that come up later always feel free to reach out to our customer success team and they will always be happy to help we will also get a recording of This uploaded to our YouTube um sometime this week most likely sometime this afternoon but if not it will definitely be in the next few days oh looks like we may have yeah we do have a few a lot of them are just telling you you did a great job um the the recording will be up on YouTube later today or probably tomorrow um I don’t think we send out an email for
(43:34) that but it will be up um on the YouTube channel and yeah um also to point out something really quick we do post the U the um URLs for these webinars recordings in our Facebook group so if you click the Facebook icon in the top right corner and you join that uh Court Reserve Facebook group that we have we always will upload any recordings to webinars over on that page

(00:00) hello everyone happy Friday it’s Ashley and Josh uh from Court Reserve we’re super excited to spend some time with you today and talk about packages and Punch Cards virtual Punch Cards and I’m really happy you’re here because we’ve made such a great Improvement on our packages uh part of Court Reserve because now members can actually purchase those packages on the player member side which makes your life easier as an admin and so Josh is going to take us through everything today this will be recorded we’re going to put it in the
(00:30) court Reserve YouTube channel so give us a little bit of time after this and then you can go out if you are not subscribed to the YouTube channel it really just helps you know when we put up new videos so that you can watch them in your own time uh we are planning our next Catalyst user conference I believe it’s going to be in December of this year uh we’re still working on it I know Josh is excited to teach and spend time with you guys so be on the lookout for that and then if you have questions today uh Josh
(00:58) is going to go through we’re going to answer questions at the end because I feel like this will be a pretty quick webinar um so make sure you put your questions in the Q&A and we will answer those at the end so Josh happy Friday thanks for joining us of course let me get started I can share my screen here all right great so hello everybody uh today we will be going over packages and just everything about packages in the system I know some of you may be familiar with packages and are are using them some of you may be familiar with
(01:33) the with the feature but aren’t using it in your organization yet so let’s kind of go back to the basics here and go over what are packages packages are virtual Punch Cards that members can use to pay for reservations lessons or events and when you are creating packages in the system you as an organization will be able to decide which reservation types which lesson types and which event categor this package is eligible to be used for some of the main benefits for using packages is from an organization point of you you
(02:08) can really cut down on the transaction fees that you are paying your payment provider so if I’m a member and I’m not using packages and I book five reservations there is that percentage plus that 30 cents for each transaction that is processed if I’m not using packages we are paying that 30 cents for each reservation that that member is booking but if I’m using a package we are only paying that 30 cents for the package itself and then from there the member is going to be using that virtual punch card and using those punches to
(02:44) pay for those reservations so they are a great way for you organizations to sort of cut down on those transaction fees that you need to pay packages will be an additional feature that we have so to get started here we will need to enable this feature so we can get started by going to settings on the sidebar if we scroll down to the bottom row here we’re going to have the additional features or the add-on row and then we’re going to have the additional features page right now my account is under the new pricing
(03:17) structure that we have so this page may look a little bit different on your end but regardless we’re going to navigate to this page to enable the packages feature once we have that enabled to actually start creating packages in the system we’ll want to go to settings on the sidebar and we’ll want to scroll down to the billing settings row and here we are going to have the package categories and also the packages page package G categories are really just a way that we can group specific packages that we have in our organization so if I
(03:52) am going to create a group of packages that are just for lessons or just for events or maybe I have some mixed packages that have a little bit of everything we can create these different categories here create a name for them and then once it comes to package reporting we’ll be able to easily filter by these different categories that we have but once we have the category set up we can go back to the settings page and under billing settings we can then go to the packages page to get started so like I said at the beginning
(04:28) when we are Crea creating a package we are going to be able to choose which reservation types lesson types and event categories that package is eligible to be used for so we can create packages that are just for private lessons just for open Play We can create a beginner Essentials package that has a little bit of everything in it we’ll be able to really customize what members are going to be using each package for in the system so let me go to the create page here and we can get started first we’ll be creating the name
(05:04) and the price for that package and then we can choose a or we can type out a package description if we choose to sell packages on the member portal members will be able to see this description here so if you just want to give alittle bit more information on what this package can be used for we can always add that description here and then we can allow package to be used while unpaid so if we want to give members the ability to start using these punches before they even pay for the package we can enable this setting here and I will
(05:36) point out that if we are selling packages on the member portal and we are not allowing packages to be used while unpaid that will require the member to go through The Upfront payment process and they will need to pay for that package in 15 minutes or that package will be deleted from their account and they would have to go through the purchase process again from here if we are using package categories we can choose a category for this specific package and if we are using tax rates or Revenue categories we can also include those here when we are
(06:11) creating or editing a package so next we are going to optionally be able to decide if this package does have a start date or an end date here so if we want to maybe have a package that’s only eligible for 2024 we can choose a start date here and say you know I don’t want members to start using this package until a specific date and if we are going to add an expiration date we have two different options here so we can expire on a specific date again if we’re doing that 2024 package we can have it expire on December
(06:52) 31st or we can use a dynamic expiration date so we can say after one month we want this package to no longer be active on this member’s account um it’s really just going to depend on the way that you would like to set up this package but just know that you do have both of those options there then we can choose the total amount of punches that this package is going to have here we can choose if the package is going to be active in the system or not and then we can choose if this package is going to be eligible to be sold on
(07:25) the portal SLA so once we have one package that is eligible to be sold on the portal SLA there will be a new purchase package button that shows on the package page on the member portal and once we go over this setup I I will show you what that looks like from the members end once we allow this package to be sold on the member portal we can choose a purchase start date and end date very similar to the setup that we have for memberships so this is not going to impact when the package is actually active in the system here we are
(08:01) choosing the date range that this package is going to be visible on the member portal for the member to see as an option so if we are doing a package that’s only eligible in 2024 maybe we want to stop showing this to members at the end or the beginning of November since you know there’s not too much time before the end of the year or maybe we want to set up a package beforehand in the system but we don’t really want it to show to members until say September 1st we’ll be able to use these date Pickers here to sort of
(08:36) decide when this is actually visible for members to purchase on the member portal we can also choose which memberships this package is going to show to on the member portal so maybe we have a premium package for our premium membership that has a little bit of a discounted price and we don’t want the guests or the individual membership members to see it we can choose which memberships are going to be able to see this specific package on the member portal then we have the public package URL so this is a URL that you can send
(09:12) out externally in marketing emails or on social media if you are trying to guide users to a specific package so if you have a new series of clinics or events at your organization in your creating a package for that specific series if you send out a marketing email about that new series that you have you can also include this public package URL and sort of incentivize members to purchase this package for when those clinics start from there we can also choose if this package is going to be eligible to assign by family so if this is unchecked
(09:51) only one member or one family member will be able to use this package if we check this setting multiple members in my family or all family members would be able to use this package here and again once we go over to the member portal side I’ll kind of show you what this will look like from the members end from there we can start choosing what this package is going to be eligible to be used for so we can choose from court time or reservation types we can choose from lesson types and we can choose from event categories
(10:27) when we are choosing Court time we’ll be able to choose from our reservation types we’ll be able to choose from our durations and we’ll be able to choose a punch value something that is important to note here is with this current setup that I have right now where I’m only having an eligible duration of 60 minutes if a member books a 30 minute reservation or a 90minut reservation this package will not be eligible to beused on that reservation so if we want to make this package eligible for multiple durations here we’ll want to
(11:03) make sure that we include each duration and that way we can also choose the different punch values that may come with different durations that we have with the lessons we will also have an instructor field here so we can even choose which instructor’s lessons are or or not eligible to have package used on them and we’ll be able to choose from all of our lesson types we’ll be able to choose different durations um and those duration rules will apply here as well so if you have different durations for your lesson types that members can
(11:40) choose from we’ll want to make sure we have all of those durations set up as eligible lesson types for event categories we are not going to have that duration field here so it’s just going to say if I register for an an adult Clinic it’s going to be x amount of punches and we’ll also have that instructor field here as well so we can pick and choose which instructors clinics are or are not eligible for this package to be used that goes over the setup for packages so let’s go back here and once we have those packages
(12:17) created in the system I will now start going over how members can purchase packages or how we can sell packages to members so I’ll start off on the member portal here this is a newer update that we had released this year where members can now purchase packages directly from the member portal if I go over to the member portal and we go over to our menu under our name we go to billing and we go to packages this is going to be where members could already manage the packages that are on their account from here they can click the name of the
(12:58) package and they will get this window where they can take a look at the usage for their package they can see all of the eligible items for the specific package and they can also see how many punches they’ve used how many they have remaining but if we have even one package that’s eligible to be sold on the member portal members will also see this purchase package button right here this will bring us over to the available packages page where we can take a look at any package that my account would be eligible to purchase from the member
(13:34) portal um something that I will point out here is if you are really trying to push packages at your organization and you want to make this page really accessible to your members it may be a good idea to take the URL from this specific page and if you copy that URL and you make a header on your m portal for this page here you can have that header link that just goes directly to this available packages page so that way it’s it’s really easy for your members to to find that page and purchase packages but when we’re on this page
(14:08) we’re going to be able to see the start date and the end dates for any packages if we have them set up we’ll be able to see a preview of the description that we have for each package and then we also have this learn more window here we’ll be able to see all of the eligible items for this package and we will be able to see that full description for this package if we click select package from this window or we click the purchase package button that is going to bring us to the review package page this is going
(14:42) to be very similar to The View that members would see if they are clicking a public package URL so if you are using that public package URL in a marketing email or anything like that the the page that members are going to first see is going to look very similar to this page so from here I’ll sort of point out a few differences that members may see on the review package page here we can see that this package is not eligible to be sold by family so when I have this drop down here I’m only going to be able to pick one
(15:20) member if we go back to the available packages page and we see that there is a package that has Family Sharing available when I go to the purchase package page we’re going to have that drop down but we’re going to be able to select multiple family members or by default we can of course have it set so all family members can use this package on this page if we are requiring upfront payment we will also get a little notice down here saying that the member has 15 minutes to pay for that package and once we go to the purchase
(15:53) package button oh let me select a player here once we click purchase package that would be when that 15minute time window starts for members if they selected the wrong package and they need to delete it from their account before paying for it we also have this delete button right here so that goes over purchasing packages on the member portal um I will also go over how we can sell packages from the admin side and also how we can manage packages that are on members accounts so let me go back to the admin side and go to my account really
(16:32) quick so when we are on a member’s account we can take a look at the packages that are on their account bygoing to billing and then going to the packages page here we will be able to take a look at any packages that are on this member’s account or that are in this family’s account we’ll be able to see if that package has been paid for and if we go to the punches colum we can also click on this section right here and we can take a look at how many punches have been used or how many are remaining we can also manually deduct
(17:10) punches if we need to from this page so if we need to just take a punch off for any reason we can take that punch off leave a little note here that’s what this section is right here I manually deducted that punch and if we need to delete that deduction we can also do that as well if we want to sell a package to a member from the admin side we’re going to have the sell package button here and when we click on that we’ll have a drop down for the different packages in our organization and if we are eligible to sell it by family you know we can choose
(17:48) the family assignment type we we can choose multiple or all family members or we can assign it just to an individual here if we need to take a look at the punch usage that a member has on their account we can go over to the transactions Tab and here we are going to have a punch usage tab so we can take a look at any fees that have been paid for with a punch from a package we’ll also be able to see that payment with the punch here as well and if we need to refund a punch we can also do that when we click the refund button
(18:27) we’ll be able to choose just package as the refund destination and we will be able to sort of pick and choose how many punches we want to refund back to that member’s account so with selling packages on the member portal and the admin panel um another update that we had a little bit earlier this year was we did give a way for organizations to mass update packages that are in their organization so let me go back to settings on the sidebar scroll down to the billing settings row and go to the packages page and I’ll kind of go over an instance
(19:07) where you may need to mass update a package so say that we already have a package created in the system and it’s very commonly used by members we already have multiple members that have purchased this package package but we are now looking to introduce a new series of events in our organization and with that new series of events we are also creating a new event category in the system but when we created this package we did not have that event category created yet so for right now that package does not have eligibility
(19:41) for that specific event category if we go to the edit page for a package and we have this package sold to even one or more members here whenever we look and we edit this package in any way we’re going to be able to see the number of active packages that are out for this specific package type and we’ll be able to see all of the changes that we have made to this package so far and if we would like to mass update those packages that are already sold we can update these sold packages here if we don’t don’t update sole packages these
(20:22) edits that we are making are only going to take place for packages that are purchased or sold to members after we click this save button um so we knew that was an issue that some people were having where they were introducing new event categories or new reservation types or lesson types so now with this feature you will be able to make any changes that you need to to packages and also update those packages that are already sold two members so the last thing that I want to go over today before we start going over
(20:57) some questions that we have is the packages report if we go over to reports on the sidebar all the way on the bottom of this page we are going to have the packages option and when we are on this report we’ll be able to filter by the purchased on start date in the purchase on end date we’ll be able to filter by those different package categories if we are using them we’ll be able to filter by Revenue category and we can also filter by sales status so if we want to take a look at expired packages in an organization or just active packages
(21:34) we’ll be able to filter there if we want to take a look at maybe just the packages that are currently unpaid in the system we can filter by payment status as well we can also filter by specific packages that we have in the system and we can also o filter packages by how many punches are remaining on that specific package that shows up on this report so once we run that report there based on the filters that we are using we will be able to see all of the sold or purchased packages that are under those filters that we have set
(22:10) up all right great so that kind of goes over all of the new updates that we have added to packages since it’s initial release um if anybody has any questions I will be happy to answer some of those Ashley do we have any questions in the Q&A we do right now we cannot set up apackage that is determinant upon prime time and non-prime time slots correct correct yeah right now we do not have a way to differ that in the eligible table yeah the only way I can think that you could set that up is if you had different reservation times uh in Prime
(22:45) Time versus is non-prime time that way you could sell the package you know for two hours during Prime times and or you know 60 Minutes during non-prime time that that would be the only way I can think of right now Keith that you could set that up but I like the idea it’s definitely something Josh can take back to the product team for sure so the next question is where customers are not restricted for the amount of Courts they can book the same amount of court time punches so you can definitely restrict the number
(23:17) of times you know per day or per week that people can make cour bookings but it’s not going to align exactly with your court time punches um I’m not really sure Keith I’ll take that back to the team but I don’t think that that is necessarily an issue right now unless you can give me a little more on that one um let me go to the next tab um the recording will be on the court Reserve YouTube channel later this afternoon so give us a couple of hours and Josh can put it up on the court Reserve YouTube channel and you
(23:54) guys can watch this again so uh we do have a great question and I think Josh this would be really helpful for all people uh Keith asked if you could show them again how you create the drop down on the header for just like for members just to buy a package because it is kind of hidden back there on the billing tab yeah so let me let me go back to the member portal here really quick and I’ll kind of just walk you through exactly how we would grab that URL and make it a header so if I’m on the member portal I want to go over to the menu under my
(24:25) name and then I want to go over to billing and then the packages page from here after we click purchase package we will be on that URL that we want to put on our header so we can grab the URL from here we can copy that I’ll copy that really quick and then as a admin when we have over our name in this menu we can quickly navigate to the website settings so we’ll want to go to the website settings page under portal settings after we have that URL from here we can go to the menu tab and this is going to be where we can
(25:04) create those headers so if I create a header link and I paste that URL and maybe I Nam that header available packages from here we can choose who’s going to be be able to see this header so if we only wanted to show this to logged in users we can only have this show on the logged in version of your member portal and then we can click save so from there we now have this package header created so if I go back to the member portal I now have this available packages option right here and when I click on that it’s going
(25:44) to take me directly to this page where I can see all of the packages that are currently offered at organization all right great were there any other questions yeah let’s see um somebody wonders like approximately how many punch cards or packages would be helpful for a 24hour court H so if you have a I guess a staffas facility 24-hour Court I guess you would have to David you know really think about the the pricing a lot of times people offer packages you know as an a value prop for members right so buy 10 cour hours you know and and pay for
(26:28) nine right you get one qu hour for free um Josh do you have any other examples yeah I think that’s that’s a good way of putting it so I think really um the main things that you would want to be sort of deciding there when you’re creating a package is how many punches you want to put as the total amount and then the price of the package itself and then also you know what the punch values are going to be for each registration um and and that way you can sort of see you know if if I’m going to create a package that has 10 punches and
(27:07) each reservation is one punch you know roughly how much would 10 reservations be at my organization and then you know if you want to a slight discount there to sort of incentivize members to use the packages um you know you can discount a little bit from there if needed yeah I like that answer I mean you really have to come down to you know what’s your what’s your minimum Court pricing you know and what do you need to get out of that for sure so all right here’s another question um well two more questions um
(27:39) Can a package have a member and a non-member price so there you would want to create different packages for those instances so if we go back to the edit page for a package and you know we want to have one price for the members we can create a member package and then again when we are allowing this package to be eligible to be sold on the portal SL app we can say you know I don’t want my guests or my non-members to see this option I only want the paid membership members to seethis option here and then you can create
(28:12) a new non-member package that has that non member pricing and then for that one we can say you know I only want the guests or the non-members to see that option yeah that’s a great question uh we got another question do punches abide by the existing refund policy for example if they cancel 24 hours in advance they get their punch back but if less than 24 hours the punch is non-refundable yes so let me go to the auto refunding page so under settings on the sidebar if we go down to the billing settings row when we go to auto
(28:48) refunding if we are using packages in an organization we are going to have punches as a payment type option under this refund destination table so we can say you know if we want packages to sort of go under these Auto refund criteria here we can say if a member cancels and it’s further out than 24 hours and they paid with a package we wanted to Auto approve that refund and put that punch back on the package for the member that’s awesome that’s great um so we have two different questions uh but I think they’re almost the same so Brian
(29:29) ask can you show us what it looks like when a member uses the punch when they are reserving Court time and then David said would the customer still be able to book specific time for the court or they can they just come in at any time so dve they would definitely have to make that reservation and use that applicable punch for that reservation and so Josh if you can walk us through on the player side when a member actually books or uses a punch what that looks like I think that’ll answer both questions yeah so let me go to the member portal here
(30:03) and I’ll go over to my courts and let’s book a reservation here so if I pick singles and I make it 1 hour here I believe this should fit the criteria that I have so when I go over to pay for this reservation if I have a package that’s eligible to be used once I go to the payment screen for that reservation or that lesson or that event by default we’re going to have pay by package as the option here and if I have multiple packages that are eligible to be used here I can choose which package I want to use to pay for this reservation and
(30:55) if there’s any reason why I don’t want to use my package you know I can also still pay by credit card but by default it’s going to choose the pay by package option here and then I’ll just need to click pay and then that package will be used it looks so easy right I love it I love it all right so we have another question if the m uses a certain amount of punches and then wants a refund for the remaining punches is this possible well I can tell you from like an old Coast pickle ball standpoint if you guys don’t know Tim and I did
(31:28) open up an indoor pickle ball facility and I I don’t know how I would deal with that may so that’s actually a good question and maybe some others can you know give their business input Josh from a court Reserve standpoint what does that look like yeah so uh I’ll try to like create a a example here that may be a little easy to follow so if I have a package that I sell to a member and it has 10 punches and the member has used five of those punches but then they want a refund to their credit card for the last remaining five punches what I would
(32:00) recommend doing there is going to the actual fee for the package itself so like here I have this package and here I would refund the payment from this package fee so you know if I use half of the punches here and the member wants a refund for the last five punches to their credit card we can just do half of the paid amount here and refund it to the member’s credit card I would make sure if you are refunding to the credit card and you don’t want this package to be usable by the member after that point we would also need to go to the packages
(32:39) page and we would want to delete that package from the members account so that they can’t still use those five punches that are left and once we delete it it won’t be completely gone from the system it’ll just go to the used or the expired tab awesome that’s great thank you so much for showing us that uh let’s see we have another question from David is Court Reserve Focus solely on pickle ball or could I use it for badminton as well oh Court Reserve is fully uh capable to do all Racket and paddle Sports we actually have a number of bad
(33:13) mitton clubs that use Court reserve and all they have is bad mitt um and so David I would just reach out to live chat we can help show you how to set up additional courts in your court Reserve or if you have a separate business you know help you show we do have some Enterprise features now if you have multiple businesses that we can help you as well so um we love all Racket and paddle sports right Josh yes we do are there any final questions um that we can answer for you today um I think that in the beginning uh we created
(33:41) packages and now it’s like packages is like you know 110% I think it’s a fullcircle I’m so glad that that admins and now can put the packages out there for the members to actually purchase and it really does keep up and help you guys make more money by reducing your um you know credit card transaction fees for sure uh last question usually packages oh we got two last questions usually packages are offered to give a discount but what if they want to refund for the remainder of punches can I convert the fees of
(34:13) package and charge regular rates oh so you’re saying that if you offer a package then you’re usually giving them a discount well may what you can do is what Josh just showed us you can choose what to refund them back so if they come to you and say hey they spent $100 and they actually got you know one for free then you would just have to do the math on your end and say okay you’re not getting your one for free anymore um I’m going to give you back $70 instead of $50 or or backwards right you just have to figure out what
(34:47) that math looks like so that you could um make sure that your business is covered as well um right let’s see Don ask is there a way to create a package for unlimited monthly play unlimited monthly P play um you could do you could do 31 I guess you could do it by day if you want them to be able to do one per day you could do 31 and then have it expire at the end of each month yeah yeah that is one way um I I know we are discussing and I don’t want to give too many details here but we are discussing like the ability to apply packages to
(35:30) specific memberships you know on a monthly basis or a weekly basis um so I think maybe after we have these other updates added to packages you would be able to very quickly Implement that for your memberships um you could also you know if you are trying to give one uh free reservation a week or a month we do also have the discounts page um it may just depend on exactly what you are wanting to achieve there so it may be best to reach out to support there and they can take a look at your setup and see the best way or the closest way that we
(36:09) could achieve that yeah can you show them where the discounts page is because I think that’s probably a better option is if you go to settings and then um show them where that discounts page is because Don if you do want to allow them just to have a booking every day it could be included in their membership and then you could just allow one no charge booking per day and not have to sell them a package necessarily um right yeah under booking settings we have that discounts page and under this tab you’re going to
(36:38) be able to choose from reservations events or you can say you know we’re going to give you two free reservations or events and you can use it on on either um so yeah you’ll be able to set this up by day by week and by month by membership type so that that may be a better option for you yep for sure and then uh last question can you link a package to a membership well may when Josh in the beginning uh started showing you how to create the actual packages you can link certain memberships to certain packages so you can absolutely
(37:13) do that so yeah yeah so you can you can choose which memberships are going to be able to even see that package as an option from the member portal um and if you are looking to maybe have it auto apply on a monthly basis to a membership we don’t have that right now but that that is something that that we are discussing as a product team um to see if that’s an option for the future okay we’ll give us a couple hours we’ll put this recording up on the court Reserve YouTube channel thank you so much for joining don’t forget we have a
(37:46) lot of other uh educational webinars coming up you can go to court reserve.com and look under resources webinars and sign up for the ones that are coming in the next several weeks thanks again you guys have a great weekend all right thank you everybody bye bye

(00:00) well hello everybody it’s Ashley and Chloe we are so excited to be with you today we’re going to talk all about events programming clinics classes open plays whatever you call it at your facility we’re going to give you some great tips and tricks and Chloe is a master of uh event she helped so many people on our customer success team so thanks Chloe for joining us today you’re still on mute and uh hey we’re going to record this webinar give us a couple of hours uh and Josh will actually put it up into uh the Youtube channel if you’re
(00:37) not subscribed to the court Reserve YouTube channel it’s a must that way when we do webinars when we do new things then we know that you guys can get updated and and be alerted to when we’re doing things uh so without further Ado Chloe let’s get started thanks Ashley for the introduction and thank you everyone for joining us today just going to pull up my screen and we will jump right into it all right so first things first we should Define what is an event right so an event is going to be something that you want people to sign
(01:10) up for so this can be really flexible you can set up a bunch of different things as an events but the characterizing thing of an event is that it’s something that people sign up for so if you want to block off your courts for a certain amount of time each day and have people sign up to be on them that would go into the system as an event so things that usually are set up as events are going to be Round Rob if you do any open plays maybe you have a summer camp maybe you even do a special event um once a month or every
(01:37) year or something like that it’s really flexible for what you can set up as events but main thing to keep in mind is it’s something that people can register for and then you’ll have a roster of people who have signed up for that event so the first thing to cover with events is just going to be your event settings row this teal row of settings about halfway down the page so I’m just going to start off here with your event categories this is just where you specify what kind of events you offer at your facility so do you have Ron Robbins
(02:06) do you have mixers do you have open plays maybe you even have open plays that are split up based off of different rating you could add those all into the system as different event categories this can be things like a clinic or a larger group lesson super flexible for whatever you want to add in here it’s just a way for you to kind of categorize your events in a way that makes sense to you on the admin side but also for your members as they’re signing up for those so all you need to do to add in your event categories is just go to create
(02:33) event category here and then you’re going to name that so that could be you know round robin that could be open Play morning open Play afternoon open Play evening open Play anything like that and then you can also choose the colors the colors here are actually super helpful because some of your members might get really used to signing up for your open plays maybe they love your open plays and they know that your open plays are green so then when they’re on the member side looking at the calendar they’re just going to go right to those green
(02:58) events so color coding your event categories is also a really helpful trick if your category if your event categories are going to go into certain Revenue categories if you process payments in the court Reserve System you can choose the revenue categories here and you can also specify if there’s going to be taxes for your event categories so next under the event settings row I’m actually going to skip over defaults and we’ll revisit that at the end um we’re going to skip over here to disclosures disclosures are a way for
(03:27) you to display some text or information to your members as they’re signing up for the event so maybe you want to remind them to get their 15 minutes early or maybe you want to remind them to bring all of the gear that they’re going to need if you want to display a chunk of text to your members and then have a check box that they check on to say that they’ve read it that could go into the system as a disclosure you can enter in that information here under the disclosures page and when you’re going in and actually creating an event I’ll
(03:53) show you where where you can actually attach that disclosure to your event all all right and then the next thing underneath our event settings row are waivers and agreements this is only going to show up if you do use that waivers and agreements add-on so if you don’t see this in your organization it’s just because you don’t have that add-on turned on but waivers and agreements this is a way for you to actually attach a waiver so something that people have to sign onto your event so similar to a disclosure but the waivers is something
(04:22) that people will actually sign when you’re creating a waiver or agreement for your events you do not want to set up a signing rule for those becausebecause if there’s a signing rule then you’re not going to be able to attach it to your event so if you have for example maybe you have a summer camp with kids and you need the parents assign a waiver for their kids to be in that camp you would add that in under waivers and agreements but don’t add a signing rule to that and again I’ll show you where you can actually add those into your
(04:45) events once we get to the event setup all right and then next under event settings is going to be your custom Fields custom fields are a way for you to add some additional information that you want your members to provide when they’re signing up for the event so for example maybe you have an event where you’re going to give people a t-shirt if they participate a custom field that you might add on for the event would be please provide your T-shirt size or something like that you would create the custom field here and then at the event
(05:14) setup level you can choose whichever custom Fields you want to attach to your certain events next we have event sessions this is just a way for you to kind of further categorize your events for reporting purposes so maybe you want to run reports on all of your events um and see which events fell into certain times of the year or maybe you want to see you know which events have the most participation based on time of the year then your event sessions might be the seasons you could also have different sessions for things like your open plays
(05:48) maybe you have different sessions based on rating or summer camps maybe you have different sessions based on age it’s uh event sessions are optional but they are just a way way for you to kind of further categorize your events if you’re interested in doing so and then lastly we have event tags tags are basically a way for you to Market your events these tags are going to show up on the member side whenever someone is looking to register for an event they’ll see um this little tag show up under the event name so it’s
(06:17) just a way for you to kind of mention some key wordss relating to the events just to kind of grab people’s attention and get them interested in those events so examples of what you might have in here as event Test maybe you have certain events that are geared towards beginners or intermediate players or Advanced players maybe you have a summer camp and you want to advertise that that’s for kids those are just some examples of what you might use as event tags all right so next is going to be how to actually go into the system and
(06:45) create an event so this is going to be underneath events on the left sidebar and then create event here first things first is going to be to name your event so this is just what the event is for and you’re going to want to make this pretty specific so that members know what it is that they’re signing up for so maybe for example you have a summer camp and it’s just going to be for a ages 8 to 10 then you would call this you know summer camp Session One ages 8 to 10 something like that just something so that your members
(07:15) understand what it is that they’re signing up for um in the event name next is the event category this is where you say which category that event falls into tags this is where you would attach those tags that we just talked about if you want to further advertise the event and have any of those tags show up and same thing with session if this event falls into a specific session that youve specified you can choose whichever one that is here underneath maximum registrant if you have events that are going to be capped at a certain number of people so
(07:46) maybe you only have space for eight people in an event then you can specify that here and once the event reaches eight registrants no one else is going to be able to sign up if you specify a maximum number of registrants this is going to give you the ability to allow a wait list if you wanted to so if the event is full and you allow a wait list now people can start signing up for the wait list and if a spot were to open up in the event so if someone if one of the registrants in the events cancelled out then everyone who has registered onto
(08:16) the wait list they would get an email letting them know that a spot has opened up that email will include a link where they can just go right to that event and claim their spot it’s going to be first come first serve if you just choose allow wait list now if you chose this option Auto register from weit list this means that if a spot opens up in the event whoever was registered onto the weit list first is automatically going to be bumped into the event and the spot is going to be theirs so turning on auto register from weight list this takes
(08:44) into account the order of the weit list versus having this off it’s going to be first come first serve whoever on the wait list gets there first gets the spot with auto register from weight list turned on we have a couple additional settings here so prevent Auto autoregistration X hours before event this is where you say how far before the event you want people to no longer be Auto registered so a best practice piece of advice here would be to set this to something like 12 or 24 hours so that people are not being automatically
(09:12) bumped into the event really close to the event start time because maybe people didn’t knew that they were still on the wait list so they didn’t plan on actually being at the event so if they’re getting bumped in last minute maybe they’re not going to be there right so usually we would see this set to something like 12 hours 24 hours maybe even more than that just to give people enough time to plan and know hey now I’m in this event I can kind of move my schedule around and be there this choice autocharge if payment
(09:37) profile exists this will charge the player as they get bumped into the event as long as they have a payment profile on their account and then allow family members to be individually registered if you don’t turn this on and a spot opens up in the event and two members of the same family are on the wait list it’s actually going to skip over the first person in the family who’s on the wait list because there’s not room for both of them so if you want both family members to be able to be Auto registered into the event then you want to leave
(10:07) this setting unchecked if you don’t care about that and it doesn’t bother you if one family member is going to get in off the wait list and one family member is not then you can turn this setting on so just to go back up here a little bit um override hours of operation if your event is set to happen during a time when your organization normally isn’t open so maybe you have an open play that um happens really early in the morning or really late at night you can override your hours of operation so that you can choose the start and end time um
(10:36) in these categories here obviously event date start and end time that is when the event is happening underneath recurrence this is a really helpful setting if you have a situation where you have an event that has multiple event dates instead of having to create an individual event for every time the event is going to happen we can just set up the event to reoccur and you can set this to reoccur daily weekly monthly or at a custom frequency and when you set that recurrence you can say Okay I want this to happen every
(11:06) week on these specific days of the week and then you’ll tell the system how many times you want that to happen so end event after X number of dates or if there’s a specific calendar date that you want the recurrence to stop by you could specify that here but this is really just going to create the event on each of those dates that you’ve set this up to reoccur going to make your life a lot easier on the admin side of your as you’re setting this up so that you don’t have to create individual events on every single time that the event is
(11:33) supposed to happen exception dates for example if you have a recurring event and one of the event recurrences is set to happen on a holiday and your organization is closed on that day you can choose that day underneath the exception dates and the event will just skip right over that day it won’t happen on that date so next we have allow registrants to register for single dat dates this is if your event has more than one date do you want people to be able to go in and pick and choose whichever event dates they want to sign up for this setting
(12:04) allow registrants to register for All Dates if you turn that on it’s going to give them the option to register for the entire event at one time so maybe you have an event that has 10 different dates if you turn this option on your members are going to be able to choose register for full event and that will automatically sign them up for all 10 dates so that they don’t have to go in and and registered 10 times into the event allow weight list to be already covered event instructors if you’re going to have one of your instructors or
(12:33) Pros or coaches be teaching a specific event you can add them to the event here and then that’s actually going to block off the instructor scheduler and it’s the system is going to know that they’re already booked on this event so they won’t be able to be added to any lessons during that time and if you want to show the name of the instructor who’s assigned to the event we would just turn this on display instructors on the member portal coordinators if you use event coordinators at your facility coordinator coordinators are just a
(13:02) version of sub admin who are going to have specific permissions into certain events then you can add them in here and then they’ll have their set of permissions um for this specific event where they are the coordinator Court types and courts the system is actually going to let you create out an event without filling out this information but if you know which court your event is going to be happening on it’s really important thatyou choose them here and that you assign them to this event because if you don’t
(13:26) then the system isn’t going to know to block off any of your courts and someone might make a reservation or they might schedule a lesson on the court during the time when the event is supposed to happen if you assign the courts when you’re creating the event then the system will know to block off those courts so that nobody else can book them during that time same thing with the ball machine if you have a ball machine or resource that you want to schedule with the event you could add it here prevent member from withdrawing
(13:54) from event within this amount of time this is just going to say how far before the event starts are people allowed to withdraw or cancel out of the event um best practice that I might see here would be at least more than an hour um just because from an instructor standpoint you kind of don’t want people withdrawing last minute um especially if you know the instructor is going to be planning out drills or something like that based on a certain number of people you just don’t want kind of last minute changes to the event so I would see at
(14:24) least an hour here at the end of the day it is up to you and your organization that’s just something that I see a lot if you have a specific note that you want to communicate on the admin side you can add that in here and then this is where we would add in those custom fields that we talked about towards the beginning of the presentation if you have any custom fields that you want to attach to the event so say this is the event where you’re giving out a T-shirt and you want people to specify their T-shirt size then you would choose that
(14:50) event registr custom field here and then when members are signing up for the event they would be prompted to fill out that information before they’re able to register down here at the bottom we have the event setup tab as you can see this is all split up based off of the membership types that you have in your system so if you have events that are going to be only available to certain membership types or maybe you charge certain membership types more to register for an event than you do your others then that’s all possible because
(15:20) all of these settings are split up based off of membership type so first we have drop in price drop in price is going to be the price for one single event date so if you have a recurring event drop in price is what is the price for just one of those event dates and then full event price is if someone is registering for all of the dates at once if they’re using that full event registration option this would be the price for the entire event another best practice recommendation here a lot of organizations might provide a little
(15:47) bit of a discount if people are registering for the full event just to kind of promote the event and get more people to sign up for all of the dates so something that we sometimes see organizations doing is providing a little bit of a discount um a discounted price versus the sum of just all of the dropin prices is public means that your members are going to be able to see that event from the member side allow online registrations means they’re actually going to be able to sign up for that on the member side so sometimes what
(16:18) organizations will do is they will make the events public but if they’re not ready for people to sign up for the event yet then they might not turn on allow online registrations until closer to the event hide pricing if you don’t want to show the price of your event for whatever reason on the member portal you can turn on hide pricing and members will not see how much that event is going to be if you process payments on the court Reserve side then you’re going to have these two options for require upfront payment if you turn this on that’s going
(16:48) to give members a 15minute window of time where they have to sign up for the event and then enter in their payment information if they don’t pay for the event within that 15minute window of time their registration is going to be cancelled so this just requires that people essentially are paying for the event as they’re signing up for it require payment profile means that they have to have a credit card saved onto their account in order for them to even sign up for the event requires approval if someone signs
(17:15) up for an event that requires approval you’ll see a little red dot next to the to-do tab here and you’ll be able to click on this and see all of event registrations that have requested approval and you can go in on the admin side and either approve or decline those people so an example of when you might use requires approval is maybe you have an event where they had to have participated in something else before they’re able to participate in that event so maybe they needed to have taken a beginner’s Clinic before they’re able
(17:44) to sign up for this event that you’re creating that might be an example of asituation where you would require approval you can check their account make sure that they’ve already participated in that thing and decide if they are going to be eligible to participate in this event or not drop in registration starts maybe you’re being really proactive and you’re creating your events way far into the future but you don’t want people to sign up for them just yet you can open up registration for the events based on the
(18:08) event start time so maybe you want to open up registration one month before the event starts um or you can choose a specific calendar date when you want all of those events to open up for registration and then same thing drop in registration and full registration this is just drop in registration when people can start signing up for single event dates full registration is the same thing just when can people start signing up for the entire event and then we have registration ends before event so maybe you want to lock
(18:36) down the roster of people who have signed up for an event a certain amount of time before it starts again just to give your instructors time to plan ahead um registration ends before event this is where you would enter in how far in advance do you want people to be able to sign up and then what’s the window of time before the event starts that people can no longer sign up that’s the number that you would fill out here and then lastly we have show registrants this option is going to show the names of people who have already
(19:02) signed up for the event on the member portal as other members are looking at the event so a lot of times organizations will turn on show registrants for something like an open play so maybe people want to see who else has signed up so they can determine okay my buddies are already signed up I’m going to sign up as well last thing I want to point out on on this specific screen is going to be this option all the way down at the bottom for public embed codes and widgets this is what your members are going to see if you are sending them a
(19:30) link to this specific event or if you’re using any of our widgets our event list widget event calendar widget um this is what determines what members who are viewing the event from those places are going to see so if a member is looking at one of your event widgets this is determining is that event public from the event widget are people allowed to sign up for it what’s the price that they see from there um and so on and so forth so this this setting can be a little confusing to people it’s only relevant if you’re going to be using
(19:58) event Widgets or if you’re going to be sending anyone an ed code of an event that’s already created so next under the description tab this is pretty straightforward this is just where you would explain some of the details of an event you might say um what’s planned at that specific event just some more information for your members so they have a better understanding of what it is that they’re signing up for underneath registration restrictions this is where we can set up if you want an event to have certain criteria in
(20:27) order for people to sign up for it so for example maybe you want to have a ladies only open Play you could set this up to be gender restricted for females only and then um anyone who’s trying to sign up who does not match this restriction they wouldn’t be able to sign up for the event and the same thing goes for any of these other restrictions you can restrict based off of age rating and member groups so maybe you have a summer camp again like I uh mentioned at the beginning of all of these settings maybe you’re setting up a summer camp
(20:56) that’s only for children ages 8 to 10 you could set a minimum age restriction of eight and a max age of 10 and anyone who falls outside of that age range would not be able to sign up this option up here Hide event if member does not match restrictions if you turn that on then any events that people don’t match the restrictions for they’re not even going to be able to see them so this kind of helps avoid confusion maybe if you don’t have this on someone might be clicking on an event and being confused why they can’t sign up and it’s just cuz
(21:24) they don’t meet their restrictions if you want to avoid that confusion and just not even show the events that people aren’t eligible for then you can turn the setting on so underneath the waivers tab this goes back to what we covered at the beginning if you set up an event waiver um underneath the event settings row then you’re going to be able to choose that waiver here and assign a specific waiver to your certain event this is really popular again for something like a summer camp um where the parents have to sign the waiver for their kids to
(21:51) able to participate in this underneath guest setup if you turn on allow guests here that’s going to bring up these other settings where you can say how many guests are allowed for each event date as well as which membership types you want to be able tobring a guest to this event and all this means is just um that a player who is signing up and registering themselves for the event they’re going to be able to bring a guest if they want to and a guest refers to someone who does not have any membership in your organization
(22:19) they’re a true guest they’re not in your organization at all um turning on these settings would allow a member to sign up and also bring a guest along with their registration as well and then you can also specify the pricing for the guests as well as how many guests a specific membership type is able to bring and then lastly underneath the additional setup tab we have a couple different options here just going to point out the biggest ones um disclosure this is where if you set up a disclosure under the event settings you could
(22:47) attach it into the event here Revenue category again if there’s a specific Revenue category um that you want this event to go into you could specify that here Hide event on event list and calendars if for whatever reason you’ve gotten this all set up but you just don’t want it to show up yet on the information on the member side you could turn this on and then one of the biggest most important settings or I guess I should say one that I get the most questions on in support is what system users receive notifications for this
(23:14) event this is defaulted to all system users which means that anyone who’s in your system as an admin or sub admin is going to be notified anytime anyone signs up for the event that’s potentially a lot of emails so what I suggest here is switching this from all system users to just assigned instructors only and that’s just going to notify the instructor on the event when someone has registered so if you are an admin and you’re seeing this and you’re like I always get 100 million emails um that someone has signed up for
(23:45) an event it’s probably coming from this setting double check check your events and just make sure that this is a set set to assign instructors only or maybe just admins only or specific system users there’s a couple different choices here but I would highly suggest switching it off from all system users because that’s just going to be a lot of emails for everyone um who is a system user in your organization so that’s all our information on how to actually go in and create an event next I just want to show you um what it’s going to look like once
(24:14) you have an event in the system so there’s a couple different ways that we can view the events that you’ve already set up underneath events on the left here we can go into your event list this obviously is just going to be a list view of all of the events that you have set up in your event in your system and if you click on the event name it’s going to open up and bring you to the information for that specific event so just want to go over a few things on this page so general info this is where you’re going to see all of the settings
(24:44) that we just covered when you’re setting up the event so if you need to edit anything like the event start time or end time anything like that you could do that under the general info tab underneath the dates tab this is where you’re going to see all of the upcoming occurrences for the event so this one um that I’m showing as an example this has a lot of upcoming dates so underneath the dates tab if you just press the little plus sign here it’s going to show you the information about who’s registered for that specific event date
(25:13) as well as who might be on the wait list who’s canceled out um if you were require approval for the event this will show you if there’s anyone still pending approval and then if you charge for the event you’re going to be able to see a list of the transaction so you’ll be able to see who’s paid and who’s unpaid another thing to point out here is this is where you can register players so if for whatever reason you have to sign up a member from the admin side we would do that underneath register players here and when I click
(25:42) on that button it’s going to show me all of the upcoming dates of the event and I can pick and choose whichever ones I want to register that player into up here at the top it’s also going to give me a breakdown of what the pricing is so if you need to reference the pricing when you’re signing someone up it will show for you up here as well you also will have this option to override the event price for specific members so if you’re signing someone up and you’re giving them a discount for whatever reason you can override their event
(26:09) price here as you’re signing them up and then down here at the bottom this is just where we search for the name of the player that we want to sign up we’ll just search for their name here and we will see the little register button and we’ll be able to sign them up for the event so that’s how you would register players in if you ever need to do that from the admin side and then same thing if you have events that have a maximum capacity andyou’re allowing a weight list you can also add members to the wait list from
(26:34) here as well you can cancel the entire event be very careful of this button um if you want to cancel a single event date I’ll show you how to do that in just a second so this this uh button is going to cancel the whole event so be very careful with this button um and then add event date here that’s where for example maybe you have something come up and you’re able to open up the event for one more date you could add it in here this copy button at the top this is going to be super helpful for you on the admin side if you press this button it’s
(27:05) going to create a new event for you with all of the same settings that you already had set up for the event that you just copied so for example maybe you had um a special event that was really popular last month you could go into the event calendar from last month and just go in and copy that event and all you would have to do is just event uh is edit the event start and end time as well as the date that way you don’t have to worry about going in and creating all of the same setup settings that you did for the original
(27:31) event audit log this is also a really great tool for you on the admin side if you ever want to keep track of if there were any edits made to the events you could see that information you can also see the admin or the sub admin who did that and then you can also see information on when certain members signed up as well as if they did that from the admin or the member side so audit log is a really helpful tool just to kind of give you some more information about the events and then the last thing here just want to point out some of these options
(28:03) over here on the right this x button this is how you would cancel a single event date so again be really careful of this button this would cancel all of the event dates versus this um option next to a specific event date so so here I’m next to Wednesday August 21st this x button next to this date would just cancel this specific event date and then if you needed to edit a specific event date and not the entire event you can also do that using this little edit button and it will let you change things like the courts for that specific date
(28:32) um or maybe you need to change the time for whatever reason this is going to allow you to edit that specific event date that you’re looking at so the event list is one way for you to see all of your events that you have in the system I personally prefer the events calendar so this is under events on the left and then calendar this is just um a better visual view of all of your upcoming events that are coming up and again you can see this is color coded so for example maybe all of your members really like to sign up for the open plays you
(29:02) might just get really used to going into to those pink tiles or whatever color they are for you in your organization um so it’s the color coding is just a really helpful tool both on the admin side and on the member side but basically off of the events calendar you’re able to just click on one of these tiles and you can go in and edit event and you’ll see all of those same options that we just saw from the event list as well so general info dates and the transactions tab as well all right so the next thing that I
(29:31) want to cover are your event defaults so I’m going to revisit our event settings options here and go into the defaults so events defaults this is a really helpful tool to use on the ad inside if you have an event setup that’s going to be common across all of the events that you add into the system so for example anything that you turn on on this page will automatically be turned on for you whenever you’re going in and creating a new event so if you always allow your events to be public and you always want to allow people to sign up for them
(30:05) online when you turn those on here under the event defaults page they’re automatically going to be turned on for you for all of the new events that you create in the system after that point again what system users receive notifications for this event you can change this default you can change this to assign instructors only so that we avoid that issue that I mentioned before where all of your system users are getting notified every time someone signs up for an event if you change this under your event defaults option then
(30:33) you won’t have to change that every single time you create a new event so definitely utilize the event defaults page if you do have an event setup that’s going to be pretty common across all of the events that you’re adding in to your system all right and then just another thing that I want to point out here is event filters so this is going to be underneath your portal settings and your website settings and then event filters tab up here at the top event filters are just a way for you to kind of break down your events um for your members on the
(31:01) member side whenever we create an eventfilter I’ll show you this in just a second from the member portal but it’s going to give them those options to click right into your Fitness events or right into your open plays so it’s really just kind of a shortcut for your members to get in and view the specific events that they like to see so if you’re interested in creating an event filter we would just go to create event filter here you would name this whatever you want that droptown um name to be for your members on the member side so
(31:27) probably a really um common one that we would see is an event filter specifically for open plays just because people really like those maybe you create an event filter for summer camps so parents just have to go to that summer camps option and they don’t have to dig through all of your events to find the ones that they want underneath C ories that’s where you would say whichever event categories you want to show up under that event filter you can also create event filters for tags or events that are happening on certain
(31:53) days of the week even a certain date um or time of day I would say the most popular thing that people use when creating event filters is definitely categories but you do have a lot of different choices here um if you do want to make a bunch of different event filters for your members and just to give you a visual of what this will look like on the member side if I flip over here to my member portal any event filters that you create and show on the member portal are going to show up for your members underneath the events drop
(32:21) down here for some reason my website is taking just a second to load I have a picture in there so I think it just doesn’t really want to show my picture but anyway it would show up for you underneath the events dropdown whichever event filters that you create they will show up there and it will be a really quick way um for members to get in and access the event filters that they want so now it’s showing if I go into events here um I’ve created an event filter for my fitness events and for my open plays when they
(32:53) click on that it’s just going to be filtered down for them to be the events that fall into that category so that’s a really good um thing to use to just kind of simplify the member experience on the member side and then while I’m over here I’ll just give you a little bit more information going over all what your members are going to see where they’re trying to sign up for an event so your members are going to go right in under the events dropdown they are going to access your events however they want to I would say probably most members are
(33:22) going to go right into events list just because it’s first here and when I click on that it’s just going to pull up all of your events that are upcoming they will see the register button for any of the events that they are um eligible to sign up for when they click on register they’re going to be able to see if there’s upcoming dates they can pick and choose whichever dates they want to sign up for and then one other thing to point out here is if you have members who are part of a family then um the parents or
(33:48) the primaries on the account can also sign up the other members of their family as well so for example maybe you do have a summer camp your uh primaries on the account are going to be able to go in and sign up the kids the kids are not going to have to sign themselves up the parents can sign up the children um for them or anyone else in their family as well so that’s a really helpful tool all right so that is everything that I had to cover today going over events and best practices um Ashley we can go ahead and open it up for
(34:17) questions at this time yeah let’s do it okay so the first question I want to allow members to sign up for eight hours before I open to guess for them to sign up could you show that sure so we want members to be able to sign up for a period of time before guests are able to sign up so I’m assuming that we’re talking about um a guest membership type here um because otherwise there isn’t going to be a way to necessarily do that for if we’re allowing a true guest on the event but I will show you how to do that for um if you have a guest
(34:55) membership type in the system so if you wanted to do that we’re going to use the dropin registration start setting down here underneath the event setup and because this is split up based on membership type then you’re going to be able to say Okay I want this membership type to be able to register one week in advance for you if this is down to the hour you can also specify by hour as well um but you can say okay this membership is able to sign up this far in advance and then this membership type is able to sign up further in advance or
(35:26) something like that so you can set this up where people can register for the event at different times based off of the membership type that they have on their account that’s great yeah thank you the next question could we set up awithdrawal charge for instance a patreon signed up for an event paid $50 they withdraw the day before the event they would get charged a $10 fee so they would only get $40 back in credit or a refund could the charge be a percentage instead of a flat amount good question so at this time
(35:54) there isn’t a way for someone to automatically be charged if they’re withdrawing from an event if you’re going to charge them an extra fee um because they withdrew then that’s going to have to happen manually from the admin side um a lot of times what I’ll see organization’s doing is they will prevent members from withdrawing for the event a certain amount of time before it starts if you’re preventing members from withdrawing then what they have to do if they want to cancel is actually reach out to you on the admin side and then
(36:24) because you’re going to be the one on the admin side who has to cancel them out of the event whenever you’re doing that you’ll be able to go in and post that fee right onto their account I’ll just pull up my account super fast to show you what that would look like if you’re canceling them out of the event then you would just go in under their billing Tab and you could just go right here to post fee and then this is also going to give you the control over how much you want that to be so if you want it to be a certain percentage um you can
(36:52) figure that out here and post that fee right to their account but right now there isn’t a way to set that up to happen automatically it does have to happen manually from the admin side yeah and I would also say Dean that if you’ve already charged that member um and you’re going to have to refund them or give them a credit then when you go in to do the refund you can also just not give them the entire amount of the fee you can keep you know $10 of that for sure um and she’s got it pulled up here as well yep so anyone who cancels out of
(37:18) the event who had already paid you can just straight up refuse their refund so that you’re keeping their payment for the event even though they canceled or when you go into accept you can choose um how much it is that you actually want to refund them back so if they’re only going to get a partial refund you can edit that underneath the refund amount and you can also put a refund note in there as well so they know what’s going on yeah that’s great um deian also has another question if I reschedule an event do patrons enrolled in the event
(37:49) automatically get notified of the date and time change yes they should they should receive an email about that yep and don’t forget deian uh you can also go down to Notifications where you can set up those player see where Chloe’s on the screen now and you can actually go in and you can dictate emails text and push what’s going to go out of the system when it comes to rescheduling events and changing event information yep and this is the one that will go out it’s the event reschedule notice all right another question let’s
(38:19) see can you set up recurring events with multiple start times for the same event for example Saturday at 9: Sunday at 2 um yes I would not necessarily recommend doing that though because what you would have to do in order to make that work is you you would have to create the event and the recurrence um and it’s only going to give us one choice for the start and end times as we’re creating the event if um one of the recurrences or one of the certain days of the recurrence is a different time then after the event is already
(38:55) created you would actually have to go into each individual event date that’s going to be different and adjust the time there so usually what I suggest for people who want to do that is just create two separate events for the two separate times so maybe you have one that’s Saturday from whatever time you know 9: to 10: and then Sunday from 1: to 2 just because of the different um that way you don’t have to go in and edit all those individual event dates and edit the start times for those yeah and while you’re there on the
(39:25) screen I wanted to mention too um if you don’t know uh Tim and I opened up old Coast pickle ball and when we go to actually create tags we actually put emojis in our tags um just to even make them more fun and creative especially on the mobile side um you can just hit the uh Windows key I’m on a Windows device I don’t know if what’s your shortcut on a Mac Chloe I honestly don’t even know so like if you did summer camp uh we could put a little sunshine uh when you create the tag so you can’t do it there but if you go create a new tag
(39:58) Chloe like create like Fitness or something when you go to create a new tag and so if you go to create the tag and just put in Fitness and then what we do is you can you can also attach an emoji there and it shows up on the app and it is really just a a way to to make people visually see different things so if we have an advanced Clinic we put the little muscle arm up um so you can just have a lot offun with that too um if you want to see what some of those tags look like you can actually go out and um download the
(40:30) old Coast pickleball app um in the App Store iPhone or Android and you can kind of see some of our tags just try and keep it fun and for some of you that might be a really cool addition to what you’re trying to do for your players awesome all right any other questions wow it’s pretty quiet Chloe you must have knocked it out of the park [Laughter] today we’ll give you guys just another minute to answer any other questions or to ask any other [Music] questions again you know events is something that I I mean I love events
(41:07) and programming um did you show them where they can actually change the word event to programming oh that’s a great thing to point out actually that’ll be I believe I guess we’re going to find out in just a second it should be under organization settings and then I think it’s General yep Y and then down here at the bottom um alternate name for event so if you call that something different at your organization if you call that programming or clinics or something you can change that here and then anywhere that you were seeing that vents um
(41:41) wording before it would be changed to whatever you enter in there yep a lot of people I’ve seen change those so okay we got a couple more questions great let’s see is there a way to check people in at the time of the event on the app yes there is um I am gonna have trouble probably getting to the app view right now so I’ll show you the visual on the admin side but it’ll be super similar to what you are seeing on the app but basically um your instructors or whoever is going to be doing that they will pull up the event right on their
(42:10) app they’re going to go in um and when they go into the event details or to edit the event they’re going to see um the option to check them in right from there but if you’re doing this over on the admin side um if you go into the dates Tab and we just extend this um I’ll have this checkin option so it is available on the desktop version it is also available over on the app side as well it should be um I think it’s a green button but don’t quote me on that yeah I think you’re right and I and just so you guys know um I think we are
(42:44) actually as a company looking at almost some kind of like Geo uh check-in so if your members players if they get um you know within a certain amount of distance to the club it will automatically kind of check them in now don’t quote me on that I know this is being recorded but we are looking at some really cool features like that because data is powerful but if you don’t check people in then how do you know they show up so I love the check-in feature you can also collect payment on the app so your instructors
(43:19) your directors you guys can um collect that on the app we we I think we have some screenshots uh Betsy of what this looks like so if you actually reach out to live chat support and ask for screenshots just say Ashley ask me for screenshots I’ll find those and then I can send them to you if you’re interested let us know so uh another question for summer camps is it best to have parents sign up under a family membership oh that’s a good question what have you seen Chloe for summer camps like hey I want my kids to be
(43:48) signed up H how how have you seen some best practices around that yeah a lot of times I will see um a primary family member have an account in the system and then just have their children connected to them underneath the same family so they don’t necessarily need to have an actual family membership but as long as they are connected to each other underneath the family tab then the primary family member can go into the system and they’re going to be able to register anyone else who’s in the family so that’s definitely what I see a lot of
(44:22) organizations doing just because you know if they have little kids they don’t want the kids to have their own login um and it’s just easier for the parent to go in and choose those uh summer camp date that they want to sign their child up for and also with that if you do restrict the summer camps to certain age ranges um even though the parent obviously is not going to match those age ranges they are going to see it still for their child because someone in their family matches the Restriction they’re just going to make sure that
(44:52) they have to choose the the family member who does match those restrictions in order to sign them up sometimes the parent forgets to say that they’re registering their child and the parent tries to sign up and then they get the error that they’re not eligible but if you do restrict your events based on age the parents will still be able to sign up the children even though the parent doesn’t match the age restriction yeah definitely it’s um and we just came out with the ability for waivers and so um at the event level so
(45:18) you can add a summer camp waiver at the event level and so that’s also reallygood um any other questions let’s see here I’ll see I see this one in the chat Ashley about the programs is plural so when you’re changing the name of your event um anyone who’s doing that it automatically makes it plural I totally forgot to mention that so you’re going to want to make this the singular and then um the system will automatically make that plural so for you guys um you would want this to say program and then the system would automatically make that
(45:52) programs yes excellent um we have another oh wow we got some questions over there too okay so um let me see Isabella’s question here let’s see when rescheduling a class we’re able to select a different date it doesn’t allow us to change the time do we have to change that manually uh let’s see for example a beginner class today Wednesday at 1 o’clock is canceled due to rain we reschedule it and have the makeup on Thursday at 2 o’clock if we reschedule the but if we click the reschedule button on the class it allows us to
(46:26) change the date but not the time is there a way to change the time so that players can be informed of the correct date and time with the automated email that’s a good question I don’t think there’s a way to change the actual time as you’re doing the reschedule button I think you can just change the date and you would have to change the time um after the date has already been changed but I see how that could be a little confusing with that notification that sent out but yeah I don’t think there’s a way to change the time at the
(46:54) at the reschedule button level at least yeah I love that Isabella so what I’ll do is I’ll take this back to the product team and see if we can make a change to also be able to modify that time because I do think that that’s very valid um at absolutely um all right the next question do you set up a person as a guest if membership is not required to participate in an event program or Camp can you read that one for me one more time asle do you set up a person as a guest if a membership’s not required so if they’re not a member of your
(47:21) facility then I would have a guest or a non-member membership and that way you can still require them to sign your waiver to uh charge them differently because maybe your non-members guests pay you know a different fee than your members for sure for events and programs and camps so yeah I would definitely um set them up um because again think about it like this Cheryl if if I have a non-member that’s in my community that comes and participates in classes or clinics and they love it maybe we can eventually you know Market to them email
(47:57) to them use text or push right and get them to be a member in the future so I would definitely set them up as a non-member guest um even if membership’s not required um let’s see Daren how do we change the setting to disable the pay online option for our events so let’s see Chloe I I’m guessing Darren you’re talking about disable to pay online so you don’t want people to pay for your events um maybe just show where they can set pricing yeah so I would say um probably what’s most helpful here would be to hide the pricing in the first place so
(48:32) that way people aren’t even getting confused about having to pay for the event um but also if you don’t have required upfront payment turned on then they’re still going to be able to sign up for the event without having to pay for it at the time that they’re signing up so I would definitely utilize those two settings not having required upfront payment turn on and also having high pricing turn on as well yeah that’s good uh let me see here oh we got it right awesome thank you Daren uh let’s see for a series of paid clinics can you cover
(49:07) the difference and how refunds are triggered between using cancel for one day and then adding a rain date versus reschedule to add the rain date okay hold on let’s read this again for a series of paid clinics can you cover the difference in how refunds are triggered using cancel for one date but I guess then adding a rain date versus using rescheduled to add the rain date did you get that Chloe um sort of um I would say for whoever asked that one I’ll do my best right now to answer that but that might be a really good support ticket if
(49:38) you have an example of that CU it based on the wording of that question it sounds like um we would need to just like see an example of what happened there um but just to kind of give you some information that maybe will answer your question whenever you are um canceling an event date and you’re not rescheduling it if you’re canceling an event date that someone has already paid for the system is automatically going to refund them because if they already paid and you’re canceling the date it’s going to trigger a refund to be given out to
(50:11) them so um that’s going to happen I think the question here though is like what if you do cancel an event date but then you add another one in um obviously that’s going to change the pricing ofthe event so I don’t know if I’m answering this very well I would say that would be a good support ticket if you have an example um of that happening and we can take a closer look kind of and and work through that um in your specific organization where that’s happening yes that would be good um all right let’s see VJ has a question for us
(50:39) let’s see not sure if this question is off topic regarding family memberships how do we restrict members to a Max number and also ensure there are only two adults plus three kids we have found more than three adults joining BJ oh that’s terrible somebody trying to cheat the system uh well it’s kind of off topic Bo we don’t have any oh we okay so we can answer this really quick so right now if you go to memberships you can actually Chloe can kind of show us where you can set up your membership to have a max number of
(51:08) family members but then uh it’s not g to Max the adults versus kids yeah there’s not really a way to do that at this time just at the max yep so I guess um you know really watching your folks you could definitely do um age uh you know a membership restricted by age um so you might have to think of an interesting way if you do have a lot of people trying to game the system um you know maybe have that’s interesting but it’s a great it’s a great product feature BJ in the future where you could set it up to allow only so many adults um to be on a
(51:47) membership so I’ll take that to the product team for sure um so let’s see any other qu any other thoughts around that Chloe um my only other thing I’m not sure sure if this is exactly what was being asked but if you do I I don’t think it was but it’s a good thing for me to point out anyway um if you want to restrict the number of events that people can sign up for um this is something that we can turn on for you like on our side on the customer success side we can turn on event restrictions and then what you can do is underneath
(52:23) booking settings and event restrictions here you can limit them to a certain number of um registrations by time frame so you know by day or by week or by month um I don’t think that’s what the question was but that’s just some good information for us to point out this is not something that’s turned on automatically so if you want to use event restrictions and you’re not seeing that button you can submit a support ticket to us and we can turn that on for you on the back end yes uh let’s see are we any closer to the possibility of
(52:54) photos being able to be uploaded by members yes uh we are I know that the product team you know because I’m married to the guy who does all the product I know that they are working on allowing um members to upload photos um I don’t know where that is in the road map right now but I know it’s it’s it’s been talked about so I know that it’s coming D so yeah for sure um that’s a that’s a good question I know it really does help from like concierge like front desk standpoint being able to see you know Khloe’s face pop up and then you
(53:23) know teaching folks you know names and faces I mean that’s a that’s a great uh front desk uh for sure all right oh I think I think we’ve done it Chloe well thank you so much uh thank you for all the ideas as well you know we’re constantly um always learning from you from the club and facility standpoint we want to make things better and uh just excited to be able to do these webinars um don’t forget we have a couple more coming up this fall we are also uh you guys are kind of the first people to hear this we were thinking
(53:58) about having another uh Catalyst Court erve user conference here at the end of the year but I think what we’ve talked about and I think Chloe is is on the bus with me with this uh we’re thinking about actually doing four to five different dates next year around the country so maybe coming closer to where you guys are instead of maybe having you come to us now I’d love to say uh it would be exactly in your backyard but what I would love to do is partner with some facilities who would love to host a catalyst Court Reserve user conference
(54:29) at their facility we would definitely need some sort of conference meeting space uh all that good technology and a teaching environment so that we could you know have people there so if your facility is interested in maybe hosting one of those next year please send me an email it’s Ashley ashle ycr reserve.
(54:49) com pretty easy uh just would really love to uh we should come to Toronto VJ we we should definitely do that yeah so again if if your facility has the requirements that we would need to host uh we would love to do that that that would be super special for us so all right guys well thank you so much this will be up on the um Court Reserve YouTube channel and a couple hours and we’ll see you on the next webinar have a great day thanks everyone