Changing Models Draft Emails
Overview
The four email drafts below are for Club's to send to their Customers. These are only drafts and can be edited and changed to fit a Club's brand voice as desired.
The suggested email cadence is to send them in order, 2 to 3 days apart. Prices in the examples are placeholders, so swap in your Club's real rates or remove them.
There's also a public Notion page you can share with your Customers, if desired.
Email 1: Announcement
Subject: Starting [date], Reservations at [Club Name] split the cost per player
Hi [First name],
Starting [date], the cost of a private Reservation at [Club Name] is shared by everyone who plays. You choose your Group Size when you book, and each person pays an equal share.
For example, a [$40] Reservation with a Group Size of 4 costs [$10] per person. The same Reservation with a Group Size of 2 costs [$20] per person.
Three things change for you:
You choose the Group Size when you book. You can change it later in the App.
You invite your friends from the App. Each friend pays their own share, or you can cover them.
You're responsible for any spot that isn't filled. If you book for 4 and 2 people join, you pay the 2 open shares.
If you have a Membership with Play Passes, your Passes apply automatically. You don't need to do anything.
Over the next week, we'll send three short guides: how to book, who pays for what, and how your Play Passes work.
[Club Name] team
Email 2: How to book and invite your friends
Subject: How to book a Reservation and invite your group
Hi [First name],
Booking a Reservation takes about 30-seconds in the App. You can choose the Group Size before you pay, then send invites from the confirmation page.
Book the Reservation
Open the [Club Name] App.
Tap the [Book] tab.
Choose a day and time.
On the Order Summary page, set your Group Size.
Review your share of the price.
Tap Submit Payment.
Here's a demo for booking a Reservation:
[HTML embed for the demo above if needed]
Invite your friends
After you book, you land on the "You're booked!" page.
Tap Invite Friends at the bottom of the screen.
Choose the type of invite.
Copy the link.
Send the link to your friend by text or email.
There are two types of invite:
Paid invite (they pay). Your friend pays for their own share.
Free invite (you cover). Your friend joins for free, and you pay for their share.
You can send invites up to your Group Size. To bring more people, increase the Group Size first.
Here's a demo for inviting your friends:
[HTML embed for the demo above if needed]
What your friend sees
Your friend taps the link and the invite opens. A friend with a Free invite taps Accept invite and sees that their spot is covered. A friend with a Paid invite sees a prompt that confirms they'll be charged for their share. If your friend has Credits, the Credits apply first and the invite shows that nothing goes on their card.
Your friend can leave the Reservation at any time with the Leave booking option.
[Club Name] team
Email 3: Who pays for open spots, and how to change your Group Size
Subject: You pay for open spots in your Reservation, and you can change your Group Size
Hi [First name],
As the person who books, you're the Reservation Holder. The Reservation Holder pays for every share that no one else fills.
For example, you book a [$40] Reservation with a Group Size of 4, so each share is [$10]. One friend accepts a Paid invite. Your friend pays [$10]. You pay [$30]: your own share plus the 2 open shares.
Your final total settles after the Reservation ends, so you have until then to fill spots or change the Group Size.
Change your Group Size
If fewer people can play, lower the Group Size. Each share goes up, and you stop paying for spots that won't fill. If more people want to play, raise the Group Size. Each share goes down, and you can send more invites.
Open the App.
Tap the Reservations tab.
Find your Reservation.
Tap Manage booking.
Change the Group Size.
Review the new price per share and save the change.
Here's a demo for editing the Group Size:
[HTML embed for the demo above if needed]
Manage your invites
Manage booking shows everyone in your Reservation. From there, you can send more invites. You can also tap Remove player to take someone off the Reservation.
If you can't change your Reservation in the App, call or visit the front desk at [phone or email]. Our staff can update the Group Size for you.
[Club Name] team
Email 4: Play Passes apply automatically
Subject: Your Play Passes apply to Reservations automatically
Hi [First name],
If your Membership includes Play Passes, they apply to your Reservations on their own. You don't select them at checkout.
A Reservation Play Pass covers your share for [1 hour] of court time. If your Membership also gives you a discount, the discount applies first, and the Play Pass covers what's left of your share.
If your Membership includes Guest Passes, they apply when a friend joins your Reservation from your invite.
Check that your Passes applied
Open the App.
Tap the Reservations tab.
Tap Manage booking on your Reservation.
Look for the Pass on your share and on your friend's share.
See how many Passes you have left
Open the App.
Tap the More tab.
Tap Play Passes.
Each card shows how many Passes remain, which Membership they come from, and when they expire.
If you cancel
If you cancel more than [cancellation window, for example 24 hours] before your Reservation, you get your Play Pass back. If you cancel inside that window, the Pass is used. A Pass from a package that has already expired doesn't come back, even if you cancel early.
If you have no Passes left, your card is charged for your share as usual.
[Club Name] team
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