Learn how to create booking and guest passes, and redeem them.

Booking & Guest Passes

Booking passes are benefits that members receive as part of their membership — things like "4 open play sessions per month", "10 hours of court time", "20% off clinics", or "unlimited drop-in access". Instead of manually tracking what each member is entitled to, booking passes handle it automatically.

Each pass has a specific value (number of uses, minutes, or a discount), validity dates, and rules about what it can be used for. When a member books an event or reserves a court, the system checks their available passes and applies the right one.

What Are Booking Passes?

Redeeming Booking Passes / Guest Passes 

This guide walks you through creating a booking pass template step by step. Once a template is created, you can allocate passes to members manually or automatically via allocation rules tied to memberships.

Creating Booking Passes

Once you created a template of the passes 

Creating an Allocation Rule

Auto-Allocating with Memberships

Give your members a set number of free guest visits per month. When a member adds a guest to a reservation or event, the guest's fee is automatically waived — one pass is consumed per guest visit.

Creating a Guest Pass

Give your members a set number of free court reservations per month. Each time a member books a court, one pass is consumed and the booking fee is waived.

Example: Premium members get 4 free court reservations per month.

Creating a Free Reservation Pass

Give your members a pool of free court hours per month. Instead of counting individual bookings, the pass tracks total time — each reservation deducts its duration from the pool.

Creating a Free Court Hours Pass

Give your members a set number of free event entries per week/month. Each time a member joins a qualifying event, one pass is consumed and the fee is waived.

Create a Free Event Pass

Give your members free access to events tagged with a specific category — like a skill level, age group, or program name. Only events with the matching tag are covered.

Creating a Free Pass for Events with a Specific Tag

Give your members free private lessons with a specific coach. You can restrict the pass to a specific coach and a specific service type — so the pass covers "1-hour Private Lesson with Coach Sarah" but not 90-minute lessons or other coaches.

Creating a Free Lesson Pass

 A Pass Package is a product that bundles one or more booking passes together. When a customer purchases the package, the passes are automatically allocated to their account. Unlike allocation rules (which tie passes to memberships), packages are one-time purchases — sold through your online store, POS, or payment links.

Creating a Pass Package

A subscription lets you give users recurring benefits on a set schedule, such as every month or every quarter. For example, a subscription can include 2 clinic booking passes per month, 4 private lessons per month, or other recurring packages. The user is then charged automatically based on the billing frequency you set (monthly, quarterly etc).

Creating and Managing Subscriptions

The Community feature makes it easy for clubs to build stronger connections with their players. You can create groups, share updates, and let your players coordinate games, clinics, or just chat with each other.

Community

The Community feature makes it easy for clubs to build stronger connections with their players. You can create groups, share updates, and let players coordinate games, clinics, or just chat with each other.

Community Groups & Chats

The Community feature helps you keep your players engaged and connected. Create groups around skill levels, events, or interests, share important updates, and give your players an easy way to coordinate games, clinics, and conversations — all right inside your club’s app.

Creating groups / chats

Learn how to book courts for your customers, manage reservations, and set up events to keep your facility running smoothly.

Court Bookings & Events

The Schedule is the heartbeat of OpenCourt — every reservation, event, any court block lives here. From this single view you can see what’s booked, spot open gaps, and make quick adjustments without hunting through separate screens.

Introduction to Court Scheduling

Reservations vs. Events


Creating a reservation

Creating an event

The Private Event feature allows you to reserve courts or host events that aren’t open to the public. It’s perfect for birthdays, corporate outings, or any occasion where you only want invited guests to join.

You can create two types of private events, depending on what you want to achieve.

Creating a private event

How time slots work for various types of events

Recurring events are perfect for activities that happen on a regular schedule — like weekly Open Plays, clinics, or other programs. Instead of creating each event one by one, you can set up a recurring series to save time.

Creating recurring event series

A league is a structured competition where players or teams compete over multiple matches during a set period — often weeks or months. Unlike a single-day tournament, leagues run on an ongoing schedule and track results over time.

Creating a Multi-Date Event (e.g. League)

The Auto-Cancellation feature makes it easy for clubs to manage events that depend on a minimum number of participants, such as clinics and open plays. If an event doesn’t reach the required number of sign-ups by a set time, it will be automatically canceled, and refunds will be issued to participants.

Auto-Cancellation for Events

The Event Divisions feature lets you organize participants into groups within the same event—such as men’s and women’s brackets for a tournament, or different skill level brackets. This is especially useful when you want balanced participation or specific limits for each group.

Creating Events with Divisions

OpenCourt makes it easy to handle refunds automatically according to your club’s cancellation policy.

Processing refunds

Sometimes, clubs need to make certain courts temporarily unavailable — for maintenance, cleaning, internal use, or private activities. The Unavailable option lets you block off time without creating a visible event or sharing any details with players.

Blocking Off Courts or Marking Time as Unavailable

Editing Programs (Event Series)

Swish Integration - Effortless Game Management

We allow configuring your court sheet schedule in a variety of different ways, including setting up varying schedule time segment durations for the whole day or in different portions of the day.

Schedule Configuration Customizations

The Booking Upsells feature lets your club offer add-on products and services during court reservations or event sign-ups. It’s a great way to increase revenue while improving player experience — whether you’re renting paddles, selling balls, or offering food and beverage packages.

Booking Upsells

The Skill Rating feature helps clubs organize events where players are evenly matched — ensuring every game feels competitive, fair, and fun. Nothing frustrates players faster than joining a group that’s too advanced or not challenging enough. By setting skill levels, you create consistent, enjoyable experiences that keep players coming back.

Skill Rating: Create Balanced and Competitive Games

OpenCourt supports a wide range of pricing models so clubs can charge for court time in the way that best fits their policies and membership structure. You can combine different pricing rules — such as per-court fees, per-person fees, fixed reservation pricing, day passes, and guest fees — and apply them differently to members, non-members, and specific membership tiers.

Pricing Models

The Event Waitlist feature lets clubs manage fully booked events more smoothly by allowing players to join a waitlist when no spots are available. When a spot opens up, players on the waitlist are notified automatically — helping clubs fill events faster and reduce last-minute drop-offs.

You can choose between two types of waitlists depending on how much control you want over who gets invited and when.

Event Waitlist

Promo codes let clubs offer discounts to players for court reservations and events. You can control what a promo code applies to, how much discount it gives, and when it’s valid, and how many times it can be used.

Creating and Managing Promo Codes

The Event Reminders feature helps clubs reduce no-shows by automatically sending reminders to participants before an event starts. You can configure reminders by event type (for example, leagues, tournaments, clinics) or customize them for individual events.

This is especially useful for events people sign up for well in advance—such as leagues or tournaments—where reminders help ensure players don’t forget to attend.

Event Reminders

Admins can send a custom email directly to the participants of any event — a clinic, open play, tournament, or any other event type. This is useful for sharing last-minute updates or any message that applies specifically to the people in that event.

Sending Emails to Event Participants

Resources are bookable items at your club that members can add to their court reservations — ball machines, pitching machines, or any other equipment that needs to be reserved for a specific time slot.

When a member books a court, they can optionally add a resource to their reservation. The system tracks availability so two people can't book the same ball machine at the same time, and handles pricing automatically.

Resources (Ball Machines, Equipment & More)

Event tags let you organize and categorize your events with custom labels like "Beginner", "Advanced", "Ladies Night", "Youth", or anything that fits your club. Tags show up as colored badges on events in the admin panel, and — more importantly — they can replace the default event type tabs on the user-facing Join page with your own custom filters.

Tags also integrate with booking passes, so you can create passes that only work for events with certain tags (e.g., a "Beginner Clinic Pass" that only applies to events tagged "Beginner").

Event Tags

Learn how to set up and manage memberships, member benefits, rules, and restrictions.

Memberships and Rule Sets

Memberships & Rule Sets – Overview

Creating and Editing Memberships

Setting Up Membership Plans & Pricing

Memberships in OpenCourt have two distinct layers of configuration: Membership settings and Rule Sets. Every membership must be assigned exactly one rule set. The rule set defines the booking behavior and pricing that applies to all members holding that membership. Multiple memberships can share the same rule set.

Creating and Managing Rule Sets

Family & Group memberships

Let's learn how to add new members and assign memberships. This tutorial covers member and non-member distinctions, waiver processes, payment method setup, payment schedules, and managing membership renewals and cancellations.

Customers & Families

Adding a new customer

You can bring in someone fresh or turn a non-member into a full-fledged member. This guide walks you through the process.

Selling a membership to customers


Adding family/group and dependent memberships

Setting skill ratings to players

The Custom Fields feature allows clubs to collect additional information from members during the membership purchase process. This is especially useful for family or couples memberships, where you may need to know more about other people included in the plan.

Custom Fields in Memberships

The Membership Upgrade/Downgrade feature makes it easy to switch members between different plans — whether they’re moving from monthly to annual, upgrading to a higher tier, or switching to a lower one.

Upgrading / Downgrading Membership

Club Credit allow customers to store value in their OpenCourt account and use that balance to pay for almost anything at the club — from court bookings and event registrations to POS purchases in the pro shop. Club Credit make payments flexible, convenient, and easy for both clubs and players.

Club Credit

The Freeze Membership feature allows clubs to temporarily pause a member’s membership without canceling it. This is useful when members go on vacation, take a short break, and they don't want to lose their spot and get on the waitlist or pay initiation fee again.

Freezing a Membership

The Families & Group Memberships feature allows clubs to group related members together under a single primary membership. This makes it easy to manage family or group plans where one person pays for the membership and others receive the same benefits as dependents.

Families & Group Memberships

Learn how both users and club admins can create and manage a family account, add family members, and control how family benefits are shared. This article gives a quick overview of what each side can do and how family accounts work.

Creating and managing a family account

The Coach Booking feature brings private lessons, group classes, and clinics into one simple, organized system. Members can browse coach profiles, view bios and qualifications, check availability, and book lessons directly through the app — all in just a few taps.

Coach Booking

Coach Booking Overview

Learn how to activate Coach Booking at the club level and configure default settings like booking windows, payment modes, and court restrictions. Then set up coach profiles with bios, contact details, and photo, and optionally link them to user accounts so coaches can access their own schedules in the app.

Creating a Coach Profile

Learn how to configure a coach’s availability, create lesson types, and control pricing. Set weekly schedules with date exceptions, define private, semi-private, or group services, and customize pricing per participant or membership role — all while ensuring lessons are bookable only when both the coach and a court are available.

Setting Up Private & Group Lessons

By default, the system auto-assigns any available court for a lesson. You can restrict which courts are used and set a priority order.

Setting up Court Restrictions & Priority

See the full booking experience from the member’s perspective — from browsing coach profiles and selecting a service to choosing a date, adding participants, and completing payment. This guide walks through each step so you understand exactly how lessons appear and how bookings are confirmed in the app.

How Members Book a Lesson

Learn how to use the Coach Agenda to view and manage all booked lessons and assigned events in one place. This guide explains how to review participant details, monitor payment status (paid, pending, cancelled, refunded), and collect payments for deferred bookings directly from the admin panel.

Managing Lessons as an Admin

Beyond private lessons, you can assign coaches to any event — clinics, group classes, drills, camps, or any other event type. This lets members see who's teaching before they sign up, and gives coaches visibility into their full schedule.

Assigning Coaches to Events

Coach's Own Schedule View

Learn how your customers can sign the waiver online, at the Front Desk, and how to check if a customer signed a waiver

Waivers

Signing a waiver at the Front Desk

Signing a waiver online

Checking if a customer signed a waiver

Learn how to sell gear, merchandise, or any other items directly through OpenCourt. 

POS & Products

Purchasing POS Terminal

Connecting POS Terminal

You can sell gear, merchandise, or any other items directly through OpenCourt. But first, you’ll need to add them to the platform. Here’s how.

Adding products

You can easily organize your products in OpenCourt by creating categories such as Beverages, Merch, or Gear. Here’s how to add a new category and assign products to it.

Managing Categories

Access Controls

Access Control systems in OpenCourt

Adding a new Smart Lock or Access Control System

QR Code Scanner

QR Code Scanner Setup & Usage

Website Integrations

Embedding OpenCourt into your website

Payment Processing & Payouts

OpenCourt + Stripe Integration

Payment Settlement & Revenue Disbursement

If you've noticed a number of payments marked as "Incomplete" in your Stripe dashboard, don't worry — this is completely normal and does not indicate any issue with your account, your customers, or OpenCourt.

Why Do I See "Incomplete" Payments in My Stripe Dashboard?

Reports

Understanding the Revenue Report

Understanding the Itemized Report

This article covers important context for facility owners and bookkeepers who use OpenCourt's financial reports for accounting and reconciliation purposes.