Getting Started as a Facility Admin

As a Facility Admin, you are the person who sets up and runs a sports facility on SlotBase. This includes configuring your resources (courts, fields, lanes), setting operating hours, managing bookings and events, working with coaches, and handling payments. This guide walks you through the complete setup process and your day-to-day tools.

What You Can Do

• Set up your facility profile and go live
• Add and manage resources (courts, fields, lanes, nets)
• Configure operating hours, holidays, and booking policies
• Manage bookings, events, and programs
• Oversee coaches and players
• Handle payments, invoices, and discounts
• View your facility calendar

Step 1: Set Up Your Facility Profile

After accepting an invitation from a Platform Admin (or being assigned a facility), your first task is to complete your facility profile:

1. Go to your Facility Dashboard.
2. Click Settings and then Facility Profile.
3. Fill in the required information:
   • Facility name -- the public name members will see
   • Address -- your physical location
   • Sports offered -- select all sports your facility supports (tennis, cricket, pickleball, etc.)
   • Logo -- upload your facility logo for branding
4. Click Save to update your profile.

tip

A complete facility profile with a logo and accurate address builds trust with potential members. Take the time to fill in every field.

Step 2: Add Resources

Resources are the bookable spaces at your facility -- courts, fields, lanes, or nets. Each resource has a specific type.

1. Go to Settings and then Resources.
2. Click Add Resource.
3. Enter the resource details:
   • Name -- for example, "Court 1" or "Main Field"
   • Type -- select from options like TENNIS_COURT, CRICKET_LANE, PICKLEBALL_COURT, BADMINTON_COURT, and more
   • Description -- optional details (surface type, indoor/outdoor, etc.)
4. Click Save.
5. Repeat for each bookable space at your facility.

Step 3: Configure Operating Hours

Set when your facility is open for bookings:

1. Go to Settings and then Operating Hours.
2. For each day of the week, set the opening time and closing time.
3. To mark a day as closed, toggle it off.
4. To add holidays or special closures, click Add Holiday, enter the date and an optional label, and save.

info

Operating hours control when time slots appear on your booking calendar. Players and coaches can only book within these hours.

Step 4: Configure Booking Settings

Customize how bookings work at your facility:

1. Go to Settings and then Booking Policies.
2. Configure the following options:
   • Require approval -- set to Yes if you want to manually review every booking, or No to allow instant confirmation
   • Auto-approve timeout -- if approval is required, set the number of hours after which a pending booking is automatically approved (useful as a safety net)
   • Booking lead time -- the minimum advance notice required for a booking (for example, 2 hours means players cannot book less than 2 hours in advance)
3. Click Save.

Step 5: Configure Member Policies

Control who can join your facility and how:

1. Go to Settings and then Member Policies.
2. Configure the following:
   • Require join approval -- set to Yes to manually approve new member requests, or No to auto-approve
   • Allow minor self-signup -- whether players under 18 can create their own accounts
   • Minimum self-signup age -- the youngest age at which a player can sign up without a parent (default is 13)
3. Click Save.

warning

If your facility serves primarily youth players, consider requiring parent-managed accounts for minors. This gives parents visibility and control over their children's activities.

Step 6: Invite Staff (Optional)

If you have other people who help manage your facility, invite them as staff:

1. Go to Staff in the admin sidebar.
2. Click Invite Staff.
3. Enter their email address and select a role:
   • Facility Admin -- full management access (bookings, events, settings, players)
   • Facility Staff -- day-to-day operations (check-ins, booking management)
4. Click Send Invitation.

The invited person will receive an email and gain access after signing up or signing in.

Step 7: Publish Your Facility

Once your profile, resources, hours, and policies are configured, you are ready to go live:

1. Go to Settings > General.
2. Review all your settings one last time.
3. You will see a yellow banner that says "Facility Not Published" -- click Publish Facility.
4. Your facility is now visible to the public. Players can find it, request to join, and start booking.

caution

You cannot unpublish a facility once it has active bookings. Make sure everything is configured correctly before publishing.

Managing Bookings

From your Bookings page, you can:

• Create a booking on behalf of a player -- select the resource, time, and player, then confirm
• Approve or reject pending booking requests (if approval is required)
• Cancel bookings -- notify the player with an optional reason
• View booking details -- see status, payment info, and history

Booking statuses flow through: HOLD (temporary reservation) to CONFIRMED or PENDING (awaiting approval) to APPROVED to CHECKED_IN to COMPLETED.

Managing Events

Create events such as tournaments, clinics, and open play sessions:

1. Go to Events and click Create Event.
2. Fill in the event details: name, type, date, time, resource, capacity, and pricing.
3. Optionally add a waiver that participants must accept before registering.
4. Click Save and then Publish to make the event visible.

Players can register for events directly. If an event fills up, additional registrations are added to a waitlist and automatically promoted when a spot opens.

Managing Players

From the Members page, you can:

• Invite players by email to join your facility
• Approve or reject join requests (if join approval is required)
• View member statuses -- active, pending, suspended
• Search and filter your member list

Managing Coaches

From the Coaches page, you can:

• Approve coach affiliations -- when a coach requests to affiliate with your facility
• Set block approval requirements -- decide whether coaching blocks need your approval before they appear on the calendar
• View coach schedules and their upcoming sessions

Creating Programs

Programs are recurring group classes (for example, a six-week beginner tennis program):

1. Go to Programs and click Create Program.
2. Set the program name, sport, schedule, duration, capacity, and pricing.
3. Assign coaches as Lead, Assistant, or Substitute.
4. Publish the program to start accepting enrollments.

Managing Payments

SlotBase supports offline payment tracking:

1. Go to Payments to view all transactions.
2. To record a payment, click Record Payment and enter:
   • Player name
   • Amount
   • Payment method: Cash, Check, Bank Transfer, Venmo, or Zelle
3. Click Save.

You can also:

• Generate invoices for monthly billing
• Configure discounts and promo codes to offer special rates
• View payment history for any member

Viewing Your Calendar

The Calendar view shows all bookings, events, and coaching blocks across all resources at your facility. Use filters to narrow by resource, sport, or type. This is your central hub for understanding daily operations at a glance.

What's Next?

• Coach Guide -- Learn how coaches create blocks and manage sessions at your facility
• Player Guide -- Understand the player booking experience
• Parent Guide -- See how parents manage their children's activities