Setting Up and Using Booking Passes

Booking Passes in OpenCourt let you grant specific users the ability to book courts or join events for free. For example, if a membership includes a certain number of free court reservations per month as part of its benefits package, you can use booking passes to grant those free reservations to the eligible members. Or you offer several free guest passes to members.

In any case you can control how many times they can use this benefit and what it applies to (e.g., court reservations, open play, clinics).

This guide walks you through how to create a booking pass, assign it to users, and how users can redeem it.

🛠 Step 1: Create a Booking Pass

1. Go to Booking Passes in the left-hand admin menu.

2. Click the "Booking Passes" tab and then Create Booking Pass.

3. Fill out the form with:

   • Name: e.g. "Free Court Bookings"

   • Redemption Mode:

     • Whole Reservation – applies to the full booking cost. Example: Members get 5 free court bookings per month, then pay 50% off for extra bookings.

     • By Hours – applies per hour (used for more granular control). Example: Members get 20 free hours per month, then pay 50% off for extra bookings.

   • Applies To:

     • Pass holder only – the benefit can be applied only to the person with the pass.

     • Guests only – applies to guests the person with the pass adds.

     • Both Pass Holders and Guests - applies to both.

   • Eligible Event Types: Choose where this pass can be applied:

     • Reservations

     • Open Play

     • Clinics, Leagues, Tournaments, etc.

4. Click Create Booking Pass.

Done! Now you can grant it to your customers.

👥 Step 2: Grant the Booking Pass to Users

1. Switch to the Pass Holders tab.

2. Click Grant New Pass.

3. Select the users or membership groups (e.g. all Gold members) to receive the pass:

   • Use “Add All Displayed” to apply to all listed users.

   • Or manually select specific users.

4. Click Next and fill in the form:

   • Booking Pass: Select the one you created.

   • Allowed Uses: e.g. 5 uses per month.

   • Valid From / Until: Set the pass’s active date range.

5. Click Grant to [#] Users.

You will now see these users listed in the Pass Holders tab with their available usage.

🙋‍♀️ What Users See and How They Redeem

Here’s how they can redeem their booking or guest passes.

📊 Tracking Usage (Admin View)

On the Pass Holders tab:

• You’ll see each user’s pass status (e.g. Active), how many uses are allowed, and how many are remaining.

In the Redemptions tab:

• You can view each time a pass is used, including:

  • The user who redeemed it

  • The reservation details (with a direct link)

  • The regular price that was discounted

✅ Use Cases

• Offer 3 free bookings/month for members, and pay full or discounted price for extra bookings

• Let members book 20h/month for free, and pay discounted or full for extra bookings

• Let members bring 3 guests/month for free, and pay for all other guests

💡 Tips

• You can create multiple booking pass types (for different memberships or benefits).

• Booking passes can be assigned manually or in bulk.

• Communicate with your customers to let them know they have this benefit and how to apply it.