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Glossary

A comprehensive reference of terms and concepts used throughout SlotBase. Use this page to quickly look up definitions as you navigate the platform.

A​

Age Group​

A classification used to organize players by age in events, programs, and coaching sessions. SlotBase supports the following age groups: U11 (under 11), U13, U15, U17, U19, Adult, and All Ages. Facility admins and coaches assign age groups when creating events, programs, or coaching blocks so that players are matched with age-appropriate activities.

Approval Workflow​

The process by which a facility admin reviews and either approves or rejects a pending booking or coach block. Facilities can enable approval workflows so that bookings do not become confirmed until an admin has reviewed them. If the admin does not act within a configured time window, the booking may be auto-approved. See also Auto-Approve.

Auto-Approve​

A facility setting that automatically approves pending bookings or coach blocks after a configured number of minutes if the admin has not acted on them. This prevents bookings from staying in a pending state indefinitely. For example, if auto-approve is set to 30 minutes, any booking that has been pending for 30 minutes without admin action will be automatically confirmed.

Attendance​

The tracking of whether a player was present, absent, or late for a program session. Coaches and facility admins mark attendance for each session. Attendance records are visible in the program dashboard and help track player participation over time.

B​

Block (Coach Block)​

A time slot that a coach creates on a specific resource to indicate their availability for lessons or sessions. Blocks define when and where a coach is available, and players can then book into those blocks. Coach blocks may require facility admin approval before they become visible to players. See also Approval Workflow.

Booking​

A reservation of a resource (such as a court, field, or lane) for a specific date and time. Bookings can be created by players, coaches, or facility admins. Each booking goes through a lifecycle of statuses from creation to completion. See also Booking Status.

Booking Hold​

A temporary 5-minute reservation that is placed on a time slot when a player begins the booking process. The hold prevents other users from booking the same slot while the player confirms their details and completes payment. If the player does not confirm within 5 minutes, the hold expires and the slot becomes available again.

Booking Status​

The current state of a booking in its lifecycle. SlotBase uses the following statuses:

  • HELD -- A temporary hold has been placed (5-minute window).
  • CONFIRMED -- The booking has been confirmed by the player and approved (if approval is required).
  • CHECKED_IN -- The player has been marked as present at the facility.
  • COMPLETED -- The booking's time has passed and the session is finished.
  • CANCELLED -- The booking has been cancelled by the player, coach, or admin.
  • NO_SHOW -- The player did not attend their confirmed booking.

Booking Type​

The category of a booking that describes its purpose. SlotBase supports the following booking types: Open Play (general use), Lesson (coaching session), League (league match), Tournament (tournament match), Private (private rental), Block (coach availability block), and Maintenance (resource maintenance downtime).

C​

Capacity​

The maximum number of participants allowed for an event, program, or session. When capacity is reached, additional players are placed on a waitlist (if enabled). Facility admins set capacity when creating events and programs.

Check-In​

The process of marking a player as physically present at their booking or program session. Check-in can be performed by a facility admin or coach. Checking in a player changes their booking status from CONFIRMED to CHECKED_IN.

Coach Affiliation​

The formal relationship between a coach and a facility. A coach affiliation tracks the status of the coach's association with a particular facility. The affiliation can be in one of the following states:

  • PENDING -- The coach has requested to affiliate or has been invited, and the request is awaiting approval.
  • ACTIVE -- The coach is approved and can create blocks and accept bookings at the facility.
  • INACTIVE -- The affiliation has been temporarily deactivated.
  • TERMINATED -- The affiliation has been permanently ended.

Coach Level​

A classification that indicates a coach's experience and expertise tier. Coach levels are used for pricing and visibility. The levels are:

  • Trainee -- A coach in training, typically assisting senior coaches.
  • Junior -- An entry-level coach with limited experience.
  • Standard -- A fully qualified coach with solid experience.
  • Senior -- An experienced coach with advanced qualifications.
  • Master -- A top-tier coach with extensive experience and credentials.

D​

Discount​

A price reduction applied to a booking, enrollment, or event registration. Discounts can be configured as a percentage off, a fixed amount off, or a price override (replacing the original price entirely). Discounts can be applied automatically, through a promo code, or manually by an admin. See also Discount Trigger and Promo Code.

Discount Trigger​

The mechanism that determines how a discount is applied. SlotBase supports three trigger types:

  • Automatic -- The discount is applied automatically when configured conditions are met (e.g., sibling discounts).
  • Code -- The discount requires a promo code to be entered during booking or enrollment.
  • Manual -- The discount is applied by a facility admin on a case-by-case basis.

Drop-In Session​

A one-time attendance at a program session without requiring full enrollment. Drop-in sessions allow players to try a class or attend occasionally. Drop-in pricing is typically higher than the per-session cost for enrolled members, since the player is not committing to the full program.

E​

Enrollment​

A player's subscription to an ongoing program. Enrollments track the player's participation lifecycle and can be in one of the following states:

  • TRIAL -- The player is attending a free trial session before committing.
  • ACTIVE -- The player is actively enrolled and attending sessions.
  • PAUSED -- The enrollment has been temporarily paused (e.g., for vacation).
  • PENDING_CANCEL -- A cancellation has been requested and will take effect at the end of the current billing period.
  • CANCELLED -- The enrollment has been cancelled.
  • COMPLETED -- The program has ended and the enrollment is complete.

Event​

A facility-organized activity such as a tournament, clinic, open play session, or camp. Events have a defined date, time, location, and capacity. Players register for events, and facilities can require waivers, set age group restrictions, and manage waitlists. See also Event Status.

Event Status​

The publication state of an event. Events progress through the following statuses:

  • DRAFT -- The event is being set up and is not yet visible to players.
  • PUBLISHED -- The event is live and open for registration.
  • CANCELLED -- The event has been cancelled. Registered players are notified.

F​

Facility​

A sports venue managed on SlotBase. A facility contains resources (courts, fields, lanes, etc.), has defined operating hours, and is associated with coaches, players, and programs. Examples include tennis clubs, pickleball centers, cricket academies, and aquatic centers. See also Facility Status.

Facility Status​

The operational state of a facility on the platform. Facilities can be in one of the following states:

  • DRAFT -- The facility is being set up and is not visible to players.
  • ACTIVE -- The facility is live and fully operational.
  • INACTIVE -- The facility has been temporarily deactivated.
  • SUSPENDED -- The facility has been suspended by a platform admin (e.g., for policy violations or payment issues).

H​

Holiday​

A date on which a facility has modified or closed operating hours. Facility admins configure holidays to override the regular weekly schedule. On a holiday, the facility may operate on reduced hours or be closed entirely. Bookings that conflict with a newly added holiday may need to be cancelled or rescheduled.

I​

Invoice​

A monthly bill generated for a player who has outstanding charges at a facility. Invoices consolidate all unpaid bookings, program fees, event registrations, and other charges into a single document. Facility admins generate invoices, and players can view and pay them from their dashboard. See also Invoice Status.

Invoice Status​

The payment state of an invoice. Invoices can be in the following states:

  • DRAFT -- The invoice is being prepared and has not yet been sent to the player.
  • PENDING -- The invoice has been issued and is awaiting payment.
  • PAID -- The invoice has been fully paid.
  • PARTIALLY_PAID -- The player has made a partial payment toward the invoice total.
  • OVERDUE -- The invoice has passed its due date without full payment.
  • CANCELLED -- The invoice has been cancelled by an admin.
  • REFUNDED -- The invoice payment has been refunded to the player.

J​

Join Request​

A request submitted by a player to become a member of a facility. When a player finds a facility and wants to access its bookings and events, they submit a join request. The facility admin reviews the request and either approves or rejects it. Join request statuses are:

  • PENDING -- The request is awaiting admin review.
  • APPROVED -- The player has been accepted and is now a facility member.
  • REJECTED -- The request has been declined by the admin.

L​

Lesson Type​

The format of a coaching lesson. SlotBase supports the following lesson types:

  • Private -- One-on-one coaching between a single player and a coach.
  • Semi-Private -- A small group lesson with 2-3 players and a coach.
  • Group -- A larger group lesson with multiple players.
  • Drop-In -- A single-session attendance without ongoing commitment.
  • Clinic -- A focused workshop on a specific skill or topic.
  • Camp -- A multi-day intensive training program.

M​

Minor​

A user who is under 18 years of age. Minors have special account restrictions on SlotBase. Depending on the facility's minor signup policy, minors under 13 typically cannot create their own accounts and must be added by a parent. Minors between 13 and 17 may be allowed to self-register, depending on facility settings. When a minor turns 18, their account transitions to a standard adult account. See also Parent Account.

N​

No-Show​

When a player fails to attend their confirmed booking without cancelling in advance. Facilities may track no-shows and charge no-show fees. Repeated no-shows may result in restrictions on future bookings. When a booking is marked as a no-show, its status changes to NO_SHOW.

O​

Offline Payment​

A payment that is recorded at the facility rather than processed online. Offline payment methods include Cash, Check, Bank Transfer, Venmo, Zelle, and Other. When a player pays offline, the facility admin manually records the payment in SlotBase to update the player's balance and booking status.

Operating Hours​

The hours during which a facility is open for business, configured per day of the week. Operating hours determine when resources can be booked. For example, a facility might be open Monday through Friday from 6:00 AM to 10:00 PM and Saturday through Sunday from 8:00 AM to 6:00 PM. Holidays can override the regular operating hours schedule. See also Holiday.

P​

Parent Account​

An account belonging to an adult who manages one or more child (minor) accounts. Parents can book sessions on behalf of their children, enroll them in programs, register them for events, and manage their schedules. Parent accounts have a dedicated dashboard that shows all linked children's activities in one place.

Payment Status​

The state of a payment associated with a booking, enrollment, or event registration. Payment statuses include:

  • PENDING -- Payment has not yet been received.
  • PAID -- Payment has been received in full.
  • PARTIAL -- A partial payment has been made.
  • REFUNDED -- The payment has been refunded to the player.
  • WAIVED -- The payment requirement has been waived by an admin.

Platform Admin​

A user with system-wide administrative access across the entire SlotBase platform. Platform admins can manage all facilities, handle subscription plans, invite new facility owners, and oversee platform-wide operations. This role is distinct from a facility admin, who only manages a single facility.

Program​

An ongoing, recurring group class or activity managed by a facility. Programs run on a regular schedule (e.g., weekly tennis group lessons every Tuesday and Thursday) and players enroll for ongoing participation. Programs support trial sessions, drop-in attendance, waitlists, and attendance tracking. Examples include weekly group lessons, seasonal leagues, and summer camps. See also Enrollment.

Promo Code​

A discount code that players can enter during the booking or enrollment process to receive a price reduction. Promo codes are created by facility admins and can be configured with usage limits, expiration dates, and eligibility restrictions. See also Discount.

R​

Recurring Booking​

A booking that automatically repeats on a defined schedule. SlotBase supports daily, weekly, biweekly, and monthly recurrence patterns. When a recurring booking is created, individual booking instances are generated for each occurrence. Each instance can be independently managed -- for example, a single instance can be cancelled without affecting the rest of the series.

Registration (Event)​

The act of signing up for an event. When a player registers for an event, their registration is tracked with one of the following statuses:

  • REGISTERED -- The player is confirmed for the event.
  • WAITLISTED -- The event is full and the player has been placed on the waitlist.
  • CANCELLED -- The player has cancelled their registration.

Resource​

A bookable physical space or piece of equipment at a facility. Resources are the core units that players reserve when making bookings. Each resource has a name, type, and availability schedule based on the facility's operating hours. See also Resource Type.

Resource Type​

The category that describes what kind of space or equipment a resource is. SlotBase supports many resource types including: Tennis Court, Pickleball Court, Basketball Court, Badminton Court, Squash Court, Cricket Lane, Cricket Net, Bowling Machine, Swimming Pool, Pool Section, Multi-Purpose Field, and others. Resource types help players filter and find the right spaces for their sport.

S​

Sibling Discount​

An automatic discount applied to families with multiple children enrolled in programs or registered for events at the same facility. The sibling discount is configured by the facility admin and is triggered automatically when the system detects that more than one child from the same family is participating. This encourages family participation and makes programs more affordable for larger families.

Skill Level​

A classification used to match players with appropriate sessions, programs, and events. SlotBase uses four skill levels: Beginner (new to the sport), Intermediate (has foundational skills), Advanced (experienced and competitive), and Elite (highest level of play). Coaches and facility admins assign skill levels to events, programs, and coaching blocks.

Sport Type​

The sport associated with a facility, resource, event, or program. SlotBase supports multiple sports including Tennis, Pickleball, Basketball, Badminton, Swimming, Cricket, Squash, Volleyball, Soccer, Table Tennis, and more. A single facility can support multiple sport types across its resources.

Subscription Plan​

The billing plan that a facility subscribes to for using the SlotBase platform. Available plans are:

  • Starter -- For small facilities just getting started.
  • Growth -- For growing facilities with more resources and features.
  • Pro -- For established facilities needing advanced capabilities.
  • Enterprise -- For large organizations with custom requirements and dedicated support.

Each plan determines the features available, the number of resources supported, and the platform fees.

T​

Trial Session​

A free introductory session that allows a player to experience a program before committing to a full enrollment. Trial sessions let players and parents evaluate the coach, format, and skill level of a program without financial commitment. After the trial, the player can choose to enroll or opt out. Each player is typically limited to one trial session per program.

W​

Waiver​

A legal agreement or liability release that players (or their parents, for minors) must accept before participating in certain events or activities. Facility admins can attach waivers to events, and players must review and accept the waiver as part of the registration process. Waivers are stored in the system for record-keeping and compliance purposes.

Waitlist​

A queue that holds players who want to join a full event, program, or booking slot. When a spot becomes available (e.g., because another player cancels), the next person on the waitlist is automatically promoted on a first-in, first-out (FIFO) basis. The promoted player receives a notification (typically via email) informing them that a spot has opened up. Waitlists are available for events, programs, and coaching blocks.