> For the complete documentation index, see [llms.txt](https://docs.podplay.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.podplay.app/reservations/admin-creates-a-reservation.md).

# Admin Creates a Reservation

{% hint style="success" %}
This is the booking flow for the **Per Player pricing model**.
{% endhint %}

### Overview

While anyone in the Dashboard can create a Reservation for a Customer, your Club's staff should teach Customers how to book a Reservation. Once a Customer knows how to book a Reservation without assistance, more Customers will create more Reservations, reducing staff tasks, and allowing staff to focus on building community, rather than performing actions on behalf of Customers.

{% hint style="success" %}
Give a man a fish and he will eat for a day. Teach a man to fish and he will eat for a lifetime.
{% endhint %}

### Admin Creates a Reservation

On the Overview page of the Dashboard, employees can create a Customer's private Reservation by:

1. Select the desired day, time, and court
2. Search for the Customer's name (unique by email)
3. Click the `Book` button
4. Ensure the charge type for the Reservation is the Customer's card on file (sometimes shown as `Visa` or `Mastercard`)
5. Click the `Book` button in the pop-up window

{% @supademo/embed url="<https://app.supademo.com/demo/cmuojy9ga0evxqmh1qb3sm6sg>" demoId="cmuojy9ga0evxqmh1qb3sm6sg" %}

Once the Reservation is booked, it will also be visible to the Customer on their App.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FmFu7pqYVwni1YXNuGCbP%2FScreenshot%202026-09-30%20at%2016.34.23.png?alt=media&amp;token=dc3433f4-a40c-4d60-9370-24f7fb2c1452" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
When the front desk books a Reservation that is FREE, the system does not process ANY charges and the Reservation is confirmed immediately. If the front desk creates a Reservation on behalf of a Customer and it's not FREE, all charges would go through as expected.
{% endhint %}

### Add Others to a Reservation

Employees can add Customers to a Reservation by:

1. Opening the specific Reservation
2. Click on the `Add player` button in the PLAYERS list
3. Search for the Customer's name (unique by email) in the pop-up window
4. Confirm how the invitee will be added to the Reservation (`Paying for self` or `Paid by booker`)
5. Review the charges on the right side of the pop-up window
6. Confirm by pressing the `Add player` button

Steps 2 through 6 can be repeated by staff to add more Customers (invitees) to the Reservation.

{% @supademo/embed url="<https://app.supademo.com/demo/cmuokaikm007bxv0jts52edpe>" demoId="cmuokaikm007bxv0jts52edpe" %}

The icons under the invitee's names show if the invitees are paying for their spot or if they are covered by the Reservation holder.

* If the Customer is paying for themselves, the icon is a dollar sign in a circle <i class="fa-circle-dollar">:circle-dollar:</i>

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FGuHOot0QTVUqd8E8JOgM%2FScreenshot%202026-09-30%20at%2016.48.21.png?alt=media&amp;token=2e2838bd-cf35-4452-9481-3a8e0c1426aa" alt=""><figcaption></figcaption></figure>

* If the Customer is covered by the Reservation holder, the icon is a minus sign in a square <i class="fa-square-minus">:square-minus:</i>

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2F9LMvNsvBbJcryEkgYFqO%2FScreenshot%202026-09-30%20at%2016.48.42.png?alt=media&amp;token=7c6a1ca9-5e07-4469-ab23-c66be4c9fbe4" alt=""><figcaption></figcaption></figure>

* If the Customer is using a Pass, the icon is a ticket <i class="fa-ticket">:ticket:</i>

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FHLaKbZGBuK1Ia1TXtHnB%2FScreenshot%202026-09-30%20at%2016.47.57.png?alt=media&amp;token=839fa470-f35d-4046-b5da-3b0741337cac" alt=""><figcaption></figcaption></figure>

* For any unfilled spot in the Reservation (based on group size), the Reservation Holder is on the hook for that "share" of the Reservation.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2Fw9iXYSWnMyiF5oAZqdkb%2FScreenshot%202026-09-30%20at%2016.49.07.png?alt=media&amp;token=e9365b3f-eb7b-4e44-85c8-48b383617496" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
The price of the invite is subject to change depending on how many people join the Reservation. To learn more, read about **Charging Strategies**.
{% endhint %}

### Remove Invitees from a Reservation

For an Admin to remove anyone from a Reservation (or an Event), they can:

1. Click on the three vertical dots to the left of a Customer's name in the PLAYERS list
2. Notice the small window appear
3. Select the `Remove player` option

This will immediately remove the Customer from the Reservation's Attendee list

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FRftTpC6srff3UWOq8288%2FScreenshot%202026-09-30%20at%2016.51.29.png?alt=media&amp;token=53fedfc8-bbd3-486b-839d-266877734b13" alt=""><figcaption></figcaption></figure>

### Common Errors

* **Liability Waiver**: If the Customer has not accepted the Club's Liability Waiver, staff can accept the Waiver on behalf of the Customer, though this is not always a good idea. An error message will appear and prevent that Customer from being included.
* **No Card on File**: If the Customer does not have a credit card on file, the Customer cannot be added and pay for their portion of the private Reservation.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2F4o02DzAz70ExYpmwsasq%2FScreenshot%202026-09-30%20at%2016.53.45.png?alt=media&amp;token=733bc446-a3e1-4f2f-b6e6-942aa38d38d9" alt=""><figcaption></figcaption></figure>

* **No Phone Number**: If the Customer does not have a phone number on file, the Customer cannot be added to the private Reservation.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FjRgwJj9WHIGvzbdKMTIg%2FScreenshot%202026-09-30%20at%2016.56.03.png?alt=media&amp;token=1ffd6ebe-3ec7-41d2-af5b-b0f8d6224e35" alt=""><figcaption></figcaption></figure>

* **Adding the same Customer Twice**: If the Customer is already in the Reservation, they cannot be added twice to the same Reservation (or Event).

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FFDByxhw9FnLo8thk2oIv%2FScreenshot%202026-09-30%20at%2016.57.25.png?alt=media&amp;token=89e7057b-1654-4dfb-9da4-99f0ceab2e3f" alt=""><figcaption></figcaption></figure>

### FAQs

<details>

<summary>Can an employee add multiple Customers to a Reservation?</summary>

Yes. Staff can add as many Customer Profiles to a Reservation, one by one, as the player count will allow.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2F1pTaOnOj0p4HBvdSdcnH%2FScreenshot%202026-05-07%20at%2015.48.38.png?alt=media&amp;token=d41e5f7e-d187-4829-81db-fa4a9c886648" alt=""><figcaption></figcaption></figure>

</details>

<details>

<summary>Can I receive notifications when a Customer books a Reservation?</summary>

To review booked Reservations, staff can review the Purchase page of the Dashboard and filter the page by `Booking`. This will show anyone interested who is booking a Reservation and how many Reservations have been booked, shown in chronological order.

</details>

### Create a Free Booking

{% hint style="danger" %}
When a Reservation is booked for `Free`, any **additional Customers added to the Reservation will not be charged** because everything in the Reservation is considered free-of-charge.
{% endhint %}

On the Overview page of the Dashboard, employees can create a Customer's private Reservation for free by:

1. Click, drag, and highlight the Customer's preferred time
2. Search for the Customer's name (unique by email)
3. Click on the blue `Go to checkout` button
4. Select the `Free` payment method in the pop-up window in the TENDER dropdown

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FCu2FWxVcCwFgMR2kFsbp%2FScreenshot%202026-09-30%20at%2022.48.34.png?alt=media&amp;token=4c547742-a1fb-4514-a65d-74d43c3b2728" alt=""><figcaption></figcaption></figure>

5. Finalize the Reservation booking
6. Notice the "Payment method" is `Free`

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FxqweHW6K2PWYzRX2KSQd%2FScreenshot%202026-09-30%20at%2022.48.43.png?alt=media&amp;token=b8fed5d9-9fa9-4ef8-a1d7-0d83343b21b1" alt=""><figcaption></figcaption></figure>

When the front desk books a Reservation that is `Free`, the system does not process any charges and the reservation is confirmed immediately. If the front desk creates a Reservation on behalf of a Customer and it's not `Free`, all charges would go through as expected.

Reservations booked for `Free` are also the pinkish/red color on the Dashboard. This color denotes something in the Dashboard that has been created BY an employee. To learn more, read about [color-coding on the Overview page](https://podplay.gitbook.io/docs/owners-playbook/venue/the-dashboard#color-coding-on-the-overview-page).

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2Fqe93f02Jm5y9pLV7dLEI%2FScreenshot%202026-05-07%20at%2014.51.25.png?alt=media&amp;token=314aa4b6-e3b7-4ae2-b60c-f9e0b4b08cc3" alt=""><figcaption></figcaption></figure>

### Book with Cash (or Check)

{% hint style="info" %}
**If your Club does not accept Cash, skip this section.**
{% endhint %}

The `Cash` option is used for bookings when there is a payment from a Customer that is outside the PodPlay system. While the system will track the revenue of this `Cash`, there is no formalized way for the system to know that `Cash` was handed from a Customer to an employee.

{% hint style="warning" %}
A Customer cannot book a Reservation or join an Event using `Cash` (or Check) unless they are at the Club and assisted by a staff member at the front desk.
{% endhint %}

For a staff member to help a Customer book using `Cash`, they can create a private Reservation for the Customer from the Overview page of the Dashboard:

1. Click, drag, and highlight the Customer's preferred time
2. Search for the Customer's name (unique by email)
3. Click on the blue `Go to checkout` button
4. Select the `Cash` payment method in the pop-up window in the TENDER dropdown
5. Finalize the Reservation booking
6. Collect any Cash from the Customer

{% @supademo/embed url="<https://app.supademo.com/demo/cmuoxguid0sgjqmh1rj5hresi>" demoId="cmuoxguid0sgjqmh1rj5hresi" %}

#### End-of-day Reconciliation

Because all `Cash` payments are tracked by the system, the Club GM should check for any `Cash` payments at the end of the day and count the `Cash` received to ensure all payments were collected.

#### Canceling a Cash Booking

When a booking paid in `Cash` is canceled, the system will prompt staff with a recommendation to refund the Customer in [Credits](https://docs.podplay.app/payments/virtual-credits), rather than handing the money back to the Customer.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FNoMZpdXPtpAAGT9S7YN5%2FScreenshot%202026-09-30%20at%2023.10.45.png?alt=media&amp;token=a2c1ffea-80bb-4ae4-9c4a-8ffe34251005" alt=""><figcaption></figcaption></figure>

Choosing the Credits option is not mandatory, it is only suggested. To learn more, read about [Cancellations](https://docs.podplay.app/payments/what-is-a-cancellation-policy) and [Canceling a Reservation](https://docs.podplay.app/reservations/cancel-a-reservation#cancellations).


---

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