Create Booking (Admin)
As a facility admin, you can create bookings on behalf of players directly from the admin dashboard. This is useful when players call in to reserve, when you need to set up special bookings, or when you want to block time for maintenance or events.
Admin-created bookings have additional options that are not available in the player booking flow.
When to Use Admin Booking
- A player calls or visits in person to request a booking
- You need to reserve time for a lesson, league, or tournament
- You want to block a resource for maintenance
- You need to create a booking with a specific payment status (e.g., already paid)
- You want to bypass the hold step for immediate confirmation
Step-by-Step: Create a Booking
1. Open the Admin Calendar
From your Facility Dashboard, navigate to the Calendar view. This shows all resources and their current bookings.
2. Select a Time Slot
Click on an open time slot for the resource you want to book. The Create Booking panel will open.
3. Choose the Booking Type
Select the appropriate booking type from the dropdown:
| Type | When to Use |
|---|---|
| Open Play | Standard player session |
| Lesson | Coaching session |
| League | League-scheduled match or practice |
| Tournament | Tournament-related booking |
| Private | Exclusive use of a resource |
| Block | Coach availability block |
| Maintenance | Facility maintenance or downtime |
4. Assign a Player
Search for and select the player who will use the booking. You can search by name or email.
For Maintenance and Block bookings, assigning a player is optional since these are facility-level reservations.
5. Set Payment Status
As an admin, you can set the payment status directly:
| Payment Status | When to Use |
|---|---|
| PENDING | Payment has not yet been collected |
| PAID | Player has already paid (e.g., cash at desk) |
| PARTIAL | Player made a partial payment |
| WAIVED | Fee has been waived (e.g., complimentary session) |
6. Review and Confirm
Review all the details in the booking summary:
- Resource, date, and time
- Booking type
- Assigned player
- Payment status and amount
Click Create Booking to finalize.
Admin Privileges
Admin-created bookings differ from player-created bookings in several ways:
| Feature | Player Booking | Admin Booking |
|---|---|---|
| Hold step | Required (5-minute hold) | Skipped -- booking is created immediately |
| Approval required | Depends on facility settings | Skipped -- admin bookings are auto-confirmed |
| Booking type selection | Limited to Open Play | All types available |
| Payment status | Set by system | Can be set manually |
| Assign to any player | No (self only) | Yes |
Admin bookings skip both the hold and approval steps. The booking is created in CONFIRMED status immediately, which saves time when you are managing bookings at the front desk.
Creating Maintenance Blocks
To block time for maintenance:
- Select the time slot on the calendar.
- Choose Maintenance as the booking type.
- Optionally add a note describing the maintenance activity.
- Click Create Booking.
Maintenance bookings appear on the calendar with a distinct visual style so staff can easily identify them. Players cannot book during maintenance windows.
Maintenance blocks apply to the specific resource. If you need to block the entire facility, you must create maintenance bookings for each resource individually, or configure a facility-wide holiday. See Configure Holidays for facility closures.
Editing an Admin-Created Booking
After creating a booking, you can:
- Change the time or resource by opening the booking and selecting Reschedule
- Update payment status as payments are collected
- Cancel the booking if it is no longer needed
- Check in the player when they arrive