TennisDirector
 
Help - Pro Activities
 
Pro Activities
Introduction to pro activities

Tennis professionals can have their profiles available online for players to become familiar with their skills and experience. For that, pro's need to establish a resume.

TennisDirector has a resume generator that produces a professional summary of the pro's skills based on a questionaire.

If a tennis professional is authorized to allow his/her time to be booked online, it is imperative that an availabiity calendar is established. There, the pro indicates what days a times are available for those bookings.

Last, when pro's are hired for private lessons, they need to have a tool that allows them to update their schedules whether for private lessons of supporting facility programs.

Pro activities can be accessed from the menu that is displayed once the pro logs in the system. This menu may allow access to different features from one pro to another depending on the level of clearance given to the pro by the facility management when the pro joined their staff.

In any case, staff members classified as tennis professionals will always have the following links on their menu:

We will address under this topic all activities under the line "Pro scheduling":

We will also address Schedule Management using a smartphone.

(back to the top)
Manage your schedule (Computer)

TennisDirector allows Tennis Professionals to keep an electronic schedule of all their professional activities. In this section we will study how to do that using a computer connected to the Internet.

From the "Pro scheduling" menu, click "Manage your schedule (pro)" option:

The following page will show:

Select reservation day

Click the gray square (1) representing the day of the month that you want to place a reservation. If the month is not correct, use the black arrows above the calendar (3) to go to the next or previous month. If you want to jump directly to a specific month/year, use the month and year input on the bottom of the calendar (4) and click "Submit"

Select reservation time

Once you select the day, on the right side of the page you see the schedule for that day. Click a time that is available in orser to place a new reservation.

Enter a new reservation

Once you select the time, the following page is shown.

Enter the following information:

  1. Facility. The system defaults to the facility to which you are registered. However, if this is a multi-facility organization and you have interchange clearance, you can change facilities here.
  2. Event description. Default is "Lesson" but you can change it to anything that you want (e.g student name).
  3. Start and end time. Default is the time that you selected (time start) ending an hour after (time end). You can, however, change the times to anything that you need.
  4. Start and end dates. Default is the date that you selected (date start) ending the same day (date end). However, if this is a multiple day reservation (e.g every Monday for 4 weeks) you may enter a beginning and end dates. The specific days when the reservations will occur will be handled at the bottom of the page.
  5. Reserve court. The system will show all available courts at the date and time requested. You must reserve one court.
  6. Single or multiple days. If this a single day reservation, leave "one time event" (default) checked. However, if this is an event that will repeat through out sevelal days, there are two options:

    1) Same week day(s) over a number of weeks. Click "Weekly recurring event" an the following information will be displayed:

    Check the days of the week when this reservation will take place and the system will reserve the court every one of these days until the end date selected above is reached. In the example of the figure, court 02 will be reserved from 11:00 AM tu 12 noon, every Monday and Wednesday, from December 3rd to December 24th.

    2) Specific days. In this case check "Specific calendar days" and the following page will show:

    Chech the days in the calendar when the event will take place amd click "Submit"

Confirm reservation

After you click "Submit", the system will return to the schedule page when you can confirm your entry.

Create a personal event

If you are working with your own profile, when you select a date the system will show the following option:

That gives you the possibility of creating a personal event whose title and description can only be seen by the person that created it. Clicking on the option:

This page works the same way as the one described to create a tennis event without student names or court requirements and adding a description field where event details may be entered.

(back to the top)
Manage your schedule (Smartphone)

TennisDirector allows Tennis Professionals to keep an electronic schedule of all their professional activities. In this section we will study how to do that using a smartphone with Internet connection.

On your smartphone, go to Internet access and enter: tennisdirector.com. The following page will show:

Tap on "I am a tennis pro" and, if you are still not logged into the system on your phone, the following page will show:

Enter your email and password and the following page will show:

Select reservation day

Tap on the gray square representing the day of the month that you want to place a reservation. If the month is not correct, use the black arrows above the calendar to go to the next or previous month.

Select reservation time

Once you select the day, a new page with the schedule for that day will show.

Tap on a time that is available in order to place a new reservation.

Enter a new reservation

Once you select the time, the following page is shown. Proceed if you are going to create a tennis event (lesson). For a personal event, click the buttom "Personal" and see description below.

Enter a tennis event

Enter the following information:

  1. Student. Default is "Lesson" but you can change it to anything that you want (e.g student name). You may also search the student name by entering the first number of characters of the last name and click the "Search" button.
  2. Packs. If you are booking a private lesson from a lesson pack, select the pack from this drop down list.
  3. Start and end time. Default is the time that you selected (time start) ending an hour after (time end). You can, however, change the times to anything that you need.
  4. Reserve court. The system will show all available courts at the date and time requested. You must reserve one court by tapping on anyone available.
  5. Facility. The system defaults to the facility to which you are registered. However, if this is a multi-facility organization and you have interchange clearance, you can change facilities by tapping the facility you want.

After you tap "Submit", the system will return to the calendar allowing you to select another day.

Enter a personal event

Enter the following information:

  1. Event. Default is "Event" but you can change it to anything that you want (e.g client appointment).
  2. Start and end time. Default is the time that you selected (time start) ending an hour after (time end). You can, however, change the end time to anything that you need.
  3. Description. Any details about the event.

After you tap "Submit", the system will return to the calendar allowing you to select another day.

View all appointments in list form

Anywhere where you see the button "All Events" click it to see the list of all your professional and personal events in a list form.

(back to the top)
List all current activities

Checking day by day is not a practical way of evaluating the total workload. In order to have a global view of all reservations pending, from the "Pro scheduling" menu:

Click "List current activities" link and the following page will show:

Showing a list of all outstanding activities.

  1. Delete. If you want to simply delete one activity just click on the "Delete" link and confirm your request when asked.
  2. Change. By clicking "Change" the process is transferred to the change activity page descrobed above in the "Manage your schedule (Computer)" section.
(back to the top)
List historical activities

Checking day by day is not a practical way of evaluating the total workload. In order to have a global view of all reservations pending, from the "Pro scheduling" menu:

Click "List historical activities" link and the following page will show:

Showing a page where you can select the relevant event dates that you want to see.

You can either select two specific date (from and to) or check one of the quick filters ("Today", "Yesterday"...)

Selecting a period will show the following page:

displaying all past events that took place within the period selected.

(back to the top)
Manage availability

If a Tennis Professional is online accepting time reservations from players, it is important to define, up front, a schedule of availability. This is accomplished by taking the option "Manage your availability (pro)" from the staff menu.

The following page will show:

This page is divided in two very different sections:

General availability (1)

Here the pro defines a default availability for every day of the week. In the figure, this pro is never available fro 8 AM to 8 AM and from 9 PM onwards. This pro is also not avaulable on Thurdays as well as Sundays after 1 PM and Saturday mornings until 2 PM.

To set the availability, just click the "time from" and the "time to" squares. To fix wrong entries, just click the "Clear" link on the required week day and start over.

Availability exceptions (2)

Here we indicate specific days that do not follow the default entered above. First indicate the week that you are going to schedule and then enter the exeptions on the individual days. To make a full day unavailable just check the "Block the whole day" box.

(back to the top)
Photo and résumé

To upload a photo and build a résumé, click "Update photo and résumé (pro)" on the "Pro scheduling" menu:

and the following page is shown:

The top part of the page refers to the upload of a photo that will be displayed online, and online reservation settings.

Upload a photo

Click "Browse" and locate a photo on your PC's hard drive making sure that the photo does not exceed 300K bytes in size. Photos larges than 300K will be rejected by the system.

Click "Upload" and the uploaded photo will show on the left of the uploading parameters.

Résumé

Résumé may be written directly on the text box or you may use the résumé generator.

To use the résumé generator, click the "Generator" button. Since generating a résumé will wipe out and previous work the system will issue a pop-up window asking for confirmation. The following page will show:

Answer the questions (self explanatory) and click "Submit". The result is shown on the next page.

You can now modify the document inside the text box and click "Submit". The process returns to the menu.

(back to the top)
Payroll information

For a tennis pro, there are three possible compensation sources:

  1. Private lessons
  2. Programs coaching
  3. Stringing

Private lessons

Compensation for private lessons is specified in "Private lessons rates" under "Facility setup". Pricing and compensation can be specified as a default for all pro's or as custom for specific pro's that practice special pricing.

We can see in the figure above that the revenue split between pro and facility is easily specified for every package sold. If a sale takes place for a package that does not exist, the 1 hour, 1 player , 1 lesson rate will be taken as a base.

Programs coaching

There are three separate ways of entering the pro compensation for coaching a program:

  1. Pro Scheduling - "$$$"

    Under "Pro scheduling" click "Manage pro's schedule (Admin)". Select the pro and click the "$$$" link.

    Locate the program and enter rate to be paid to this coach per player, per session or per hour.

  2. Pro Scheduling - "(Schedule)"

    Under "Pro scheduling" click "Manage pro's schedule (Admin)". Select the pro and click the "(Schedule)" link.

    Working directly with the pro's schedule, we can define compensation at the same time as we allocate the pro to the program. Inthe pro schedule click the "(Join clinics, camps and tournaments)" link:

    Locate the program and click "Select"

    and enter the compensation.

  3. Stringing"

    Compensation for private lessons is specified in "Private lessons rates" under "Facility setup". Stringing compensation can be specified as a default for all pro's or as custom for specific pro's that practice special pricing.

    We can see in the figure above that the revenue split between pro and facility is easily specified for stringing as it has its own line.

    Stringing compensation will only be calculated if stringing is processed through the stringing subsystem.

Once all the information above is created, we can now create a payroll report for every pro in the facility.

Under "Pro scheduling" click "Pro accounts". Select the pro and click the "(Financial)" link. Clicking "(Financial) under "All pro's will produce one single report with all pro's.

Please note that:

  1. Unpaid private lessons that were sold invidually (and not as a lesson pack) must be paid so that the pro can get the compensation. Unpaid private lessons are listed in gray.

  2. Lessons sold in packs as paid to the facility when sold but the pro only gets compensated when each lesson takes place. If the pack remains unpais, the lesson is listed in red but compensation is calculated.

  3. Prorams are compensated only when attendance is checked it unless the pro/program compensation switch in "Rules & Policies" states differently.

  4. Private lessons are listed by event date althouigh no compensation is processed for unpaid lessons.

  5. Time worked is calculated for lessons that took place duringthe report period whether they were paid for or not. Compensation is calculated based on the time of payment but work hours are only considered for events that fall under the report period.

(back to the top)