Admin Creates a Reservation

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.

Give a man a fish and he will eat for a day. Teach a man to fish and he will eat for a lifetime.

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 Card (sometimes shown as Visa or Mastercard)
5. Click the Book button in the pop-up window

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

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.

Add Others to a Reservation

Employees can add Customers to a Reservation by:

1. Opening the specific Reservation
2. Click on the Add button
3. Search for the Customer's name (unique by email) in the pop-up window
4. Click the [+] button next to their Profile
5. Press the Add Attendee button
6. Choose if the invitee is paying for themselves or is covered
7. Confirm by pressing the Confirm & Add Participant button in the pop-up window

Steps 4 through 7 can be repeated by staff to add more Customers to the Reservation.

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

• If the Customer is covered by the Reservation holder, the icon is

The price of the invite is subject to change depending on how many people join the Reservation. To learn more, read about Charging Strategies.

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 Attendee list
2. Notice the small window appear
3. Select the Delete option

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

Common Errors

• Liability Waiver: If the Customer has not accepted the Club's Liability Waiver, an Admin will not be able to add that Customer to a Reservation (or an Event). 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.
• No Phone Number: If the Customer does not have a phone number on file, the Customer cannot be added to the private Reservation — unless your club has admin phone-validation skip enabled for on-behalf staff actions (Front Desk and Admin). Contact your PodPlay CSM if Front Desk needs this capability.
• Adding the same Customer Twice: If the Customer is already in the Reservation, they cannot be added twice to the same Reservation (or Event).

FAQs

Can an employee add multiple Customers to a Reservation?

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

Can I receive notifications when a Customer books a Reservation?

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.