TennisDirector
 
Help - Tennis programs
 
Clinics, camps, events & block reservations
About clinics, camps, events & block reservations

Clinics, camps and other events (tennis programs) are setup once and result in automatic multiple reservations of several courts through out all days the it is schedulke to last.

Tennis programs may be one-time events (e.g. tournaments), events that repeat themselves in set days until a specific date or until they are manually terminated (e.g. Monday Clinic or Summer Camp) or they may simply occur in specific days with no repetition.

In any case, tennis programs usually require advance reservation of multiple courts for the dates and time of its occurrence.

TennisDirector allows tennis facilities to setup their tennis programs once and then it takes care of automatically processing court reservations.

Preset court reservations may be changed according to requirements which are usually better known as the date and time of the event becomes closer.

Clinics and camps differ from block reservations in the fact that the former may be set to accept online reservations while the latter may not. A typical example of an event would an agreement with an outside corporation that organizes a tennis event for its employees and clients in the form a 2 day tournament. This event participation is restricted and not open to the public so online reservations are not applicable but it will require a block reservation of (e.g.) 5 courts for 2 days.

Events such as a tournament that will not be managed by TennisDirector Tournament Management System is treated like a clinic or a camp is online reservations are to be accepted or as a block reservation online reservations are not allowed.

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Creating clinics, camps and other online reservation events

In TennisDirector, tennis programs are events that allow players' enrollment and program participation management as opposed to tennis events that are created with the sole purpose of reserving courts. Court maintenance is a typical form of event.

After logging in, take the option "Tennis programs" from the home menu.

Next, take option "Setup clinics, camps & tournaments". The following page will show:

Where program and events are listed separately.

Programs and events are listed by category. Categories may be compressed by clicking the "Contract(-)" link located on the top right of the page. Once clicked:

Leaving now open the option of clicking the same link to expand all categories or simply click on the "(+)" link located on the left of each category and expand that category only.

As only programs that are still active are shown on this list, if we need to look at past programs we can use the "List" selection on top of the page. There, we can choose the period of expired programs to list:

To start the wizard, we click the "New program or event" button on the bottom or we click any of the links in the program listing that will take the system directly to that part of the wizard for that program/event.

Click the "New program or event" button, it shows a greeting. Clicking "Next":

Program identification

  1. Sport. TennisDirector can manage different sports. Here we indicate which sport this program is related to.
  2. Name. The full name of the program.
  3. Nickname. If the full name has more than 25 characters, we can enter an abbreviated name that will be used to show the program in the reservation sheets. Leave blank if the full name is less than 25 characters.
  4. Active/Inactive. If we want to put a program on pause, all we need to do is make it "inactive". It won't show online or on the reservation sheets but it is still there and ready to be made active again.
  5. Program or Event. As explained before, programs allow players' enrollments while Events are used exclusively to reserve courts. An event setup will end with the schedule.
  6. Program type. It lists all tennis services categories created in the category section of "Facility setup". It defines the account where all revenues are going to be posted as well as the color used to show this Program/Event in the reservation sheets.
  7. USTA tournament. If you list a USTA tournament that you are organizing at your facility, enter the USTA official tournament number here. Players searching online for tournaments will find this one and will have a link that will take them to the USTA page where they can register for this tournament.
  8. Online listing. (Programs only)
    Is this program to be listed online?
  9. Online registration. (Programs with "Online listing" only)
    Is this program to be available for online registration?
  10. Online date selection. (Programs only)
    Are users allowed to register in the middle of a period when that period has not started yet? IOW, Can a user, on a Friday, register for a program starting nest Monday but registering to start only on Wednesday?
  11. Online participants list. (Programs only)
    Should all players registered for a specific program be listed online?
  12. Health/Waiver form. (Programs only)
    Is a Health/Waiver for required for this program? If "Yes", the system will show in the players' roster who has and who hasn't delivered the forms at that point. If elected, this flag will also trigger the Health/Waiver subsystem that allows forms to be created in TennisDirector and signed online by the users at the time of registration.
  13. (Programs only)
    Cancelation policy. How much time in advance can unpaid reservations be canceled online by the user?
  14. Schedule. Programs or events can be scheduled in two different ways: (1) Indicate the start and end dates and the days and times of the week when the event occurs and the system will generate reservations for all covered days; or (2), Pick every days individually from a calendar and schedule times for each day separately.

Schedule dates

If we selected weekly scheduling in the "Schedule" section (previous page), the following page will show:

Here we can enter the event start and end dates. If the event is permanent in nature and does not have an end date, we can check the "There is no end date" radio button. In this case, the system will keep on generating reservations for this program/event until it's deleted or made inactive.

Schedule classes - Weekly

If weekly schedule is selected, the system will show a table with all the days of the week. Now it's time to schedule classes. For that, click the "(add)" link next to the week day name. The result will be:

Enter:

  1. Time start. Starting time for the class we are creating.
  2. Time end. End time for the class we are creating.
  3. Max players. (Programs only)
    The maximum number of players acceptable for this class. If no limit, leave this field blank.
  4. Accept enrollments? (Programs only)
    Occasionally, we may want to create a class whose only purpose is to reserve courts. However, we don't want students to enroll in those classes as they have times different from the program advertised times. As an example. let's say that a summer camp goes from 8 AM to 12 PM. But, after 10 AM on Fridays, coaches will take some of the students to the beach so, although the camp is still ending at the same time, after 10 AM. it does not require as many courts.
  5. (Ignore). Made a mistake? Does not want to create or change the class anymore. Click "Ignore"
  6. All courts. All courts in the facility are listed here whether they are available of not. The reason is that, for example, a program that lasts 3 months may have its schedule compromised by one private lesson in one of the days. So, this way, once "Submit" is clicked, TennisDirector list all overlapping situations so that the administrator can decide between changing courts or reallocating the obstacles:

    We check the courts that we would like to allocate, click "Submit" and then analize the results. If the Time/Court input section remains visible, we will see underneath a list of courts where overlapping with other reservations/programs was detected:

    In the example above, we see that only court 06 is available. The other ones are taken either by programs 2019 Summer Program or Single day or by a private lesson. When it is taken by a program, the system also lists all courts taken by that program ("of") in order to help administrators to select replacement courts.

    If it is a court reservation or a private lesson, the administrator can change the allopcated court to one of the ones listed in the drop down field. If the court is changed, it triggers and automatic update that can lead to the change acceptance if no other overlappings were detected.

    If we now select a set of available courts and click "Submit", the schedules will be accepted.

  7. Daily schedules We are now ready to create and maintain classes:
    1. (Add). Click "(Add") to create more classes for this program, Classes can be created in the same or in different week days. For example, we can have a program that has two classes on Saturday and on class on Sunday. Every time the "(Add)" link is clicked, the system will go through all time/courts exercise described above.
    2. (Chg). Click "(Chg") to change an existing class. Every time the "(Chg)" link is clicked, the system will go through all time/courts exercise described above.
    3. (Copy). This link will copy an existing class to another day:

      Select the day where the clas is to be copid to and click the "(To)" Link:

    4. (Reset). This link will delete all court reservations previously generated for this class. This link will mainly be used if the program name was changed in the identification section or in the curt reservation sheets. This link will replace the old name by the new one.
    5. (Del). This link will delete the class.

Schedule classes - Single Day

If Single Day schedule is selected, the administrator will have to schedule every class for every day that it takes place. For example, a tournament is going to take place July 6, 7 and 8. the administrator will create a separate class for each day resulting in a total of three classes. As a result, class days will now be selected from a calendar:

Click on any day of the calendar and the time/court page will show. It is similar to the one described for Week Day schedules but wilh some important differences.

As we can see, in the beginning the system does not know what time this class will start and end so it shows all courts. However, in order to avoid the guess work in selecting courts, TennisDirector now provides the yellow "Check courts availability" button to list only the available courts in the time specifies (Times need to be entered so the yellow button can be effective).

We can now safely select courts that we know to be available and click "Submit":

An alternative would be to click the gray "Court reservation page" button that will transfer the process to the court reservation page where this class is represented. There, the administrator can change the reservation, add courts, change times and even change the date. All changes will be replicated in the schedule so if, after the changes, we look at the schedule in the wizard, it will appear as the changes were made in the wizard itself.

For operational details (Change, Copy...), please refer to "Weekly Schedule" as the functions are the same.

Program Participation

We now define who is participating in the program.

  1. Program Director - Name. The program Director needs to be a tennis pro sp a list of all pro's registered with this facility are listed. Select one.
  2. Program Director - Acting coach. If the program Director is the program acting coach, she/he will be automatically allocated for time and patroll putpose to all program classes. Of course, this can be manually adjusted on a day by day basis.
  3. Program Director - Phone number. In the online registration forms, which phone number should be shown: (1) The Program Director phone number or (2) the front desk?
  4. Program Director - Email copies. Is the program Director to receive a copy of every program registration aknowledgement email sent by the system every time a player registers online?
  5. Members only. Valid only if the facility has membership programs. Is this program opened to the general public or restricted to facility members?
  6. Mailing Group. As the mailing list can be divided in groups, we now indicate the mailing list group where the people registering to this program will be allocated.
  7. Gender. Is this program aimed at everybody, men only ot women only?.
  8. Age level. Juniors only, adults only or everybody.
  9. Skill level. What skill level is required to participate in this program?
  10. Skill level. What skill level is required to participate in this program?
  11. Skip notiv=fications?. Every online registration triggers a confirmation email that is sent to every player that has, on the profile, agreed to receive confirmation. The same applies to reserveation processed by an administrator unless this parameter is set to "Yes"
  12. Send reminders. TennisDirector can send players reminders of their program participation either one day before the very first class (usually camps) or before every class (weekly clinics?). It is always good to keep the dialog with the clients but we should avoid spamming.

Click "Next" to update the information and go to the next section.

Price structure

Before we start discussion HOW MUCH we are going to charge for a program we have to decide HOW we are going to charge it. Per day? Per month? For the complete duration of the program? How about discounts

These and many more of these questions are debated in this section:

  1. Discounted prices. We can establish special prices for residents or for members but not for both. If we select one ofthe two options the system will request 2 prices for every unit that will be sold.
  2. State discount. We can define a discount to be applied to every resident of the state where the facility is located.
  3. Lunch fee. Some programs go over lunch time (e.g. Summer camps). In this case, facilities may charge additional for students that would like the facilitry to provide lunch.
  4. First time registration. We can establish a discount or an additional charge for the first time that a player registers for this program.
  5. Force payment. If theis program requires online payment at enrollment time, shuld the system accept the enrollment even if the client fails to pay for it?
  6. Payment policy. In Rules & Policies we can define a general guideline for programs where we establich that programs registration must or must NOT be paid online. This parameter may override the general policy. In other words, if we may set in Rules & Policies not to charge online for program registrations but then establish an exception for a specific program and char that one.
  7. Price unit. As we can see on the page above, there are four ways to package a program for sale: (1) Day; (2) Week; (3) Month; (4) Full duration of the program. The four methods are well documented in the setup page so we will not repeat here. It's important at this stage to understand that every Price Unit format will have the option of selling individual days. Example, we may decide that this program is going to be charged $200 for one week including all three classes but, if somebody shows up and only wants one lesson, the price is $100.
  8. Number of weeks covered. As a typical example, we may want to sell the program in units of 4 weeks instead of caledar months. In rthis case, the price unit is "Week" and the Number of Weekss Covers (this parameter) is 4.
  9. Federal holidays. Federal holidays are the days in blue in the holiday list shown in "Days and hours of operation" under "Facility setup". The question here is: Is this program active or not during those days?
  10. Deduct holidays from enrollment charges?. This parameter is only valid if the Federal holiday question was answered as "Inactive on federal holidays". If the answer is "Yes, deduct holidays" the system will calculate the value of each class by dividing the total charge for the period by the number of classes without holidays, for each holiday, and deduct that amount from the total charge.
  11. Prorate late entries? If the program is charged by the week (Monday to Friday), how much is a student starting on Tuesday going to pay? Prorating late entries with force to calculate the value of each class and deduct the value of the unused classes from the final enrollment charge. If prorating is not applied, students will pay the same amount regardless when they are starting.
  12. Missed classes If a student misses a class, is the student allowed to makeup that class in the same program but at another date?

And click "Next" for the next and final session, where we will gfinally indicate how much students are going to be charged for this program.

There is a big difference between pricing programs sold by the day and programs sold by a longer period (week, month or full program).

Pricing - Sold by the day

If a program is sold by the day, the following page will show:

  1. Purchase packages. We can package any number of days (or unilimited days), valid for any period we decide and starting on a predetermined date. Each package will be sold as a single unit. So, if we want to create a package containing unlimited amount of particioations for a period of 1 month and stating at the date of registration, it would look like:

  2. Rate option Rate options are a way of charging different prices for the same package. The diffrence in price is usually justified by the way the service is delivered (number of hours, payment method...). Rate options can be created in the "Facility Setup" section. A package does not have to bear an option but, if it does, this is now the time to select it.
  3. Online registration Sometimes, we don't want packages to be presented online for sale as they are not strategic in terms of marketing. They exist, they can be sold at the front desk but they are not offered online.
  4. Quantity discount In order to capitalize on impulse buying, it is sometimes a good idea to offer a discount based on the quatify bought in the same sale. This means that this discount is not applicable if 2 packages are purchased in separate sales. For that, we have the "Repeat discount" (see below). In TennisDirector, students can buy as many available packages as they want in one single purchase and that is when the quantity discount becomes effective. If I want to five a discount of $5 if 2 unit are purchase or $8 if 4 or more are purchased, it would look like this:

  5. Purchase price This now where we ondicate the price that we are charging for the package that we just built. More, we can also create two more discounts:
    1. Family discount If the same user (with the same login) generates enrollments for two or more players, these players will be considered family and will benefit of this discount.
    2. Repeat discount If a user enrolls for more than one package, the additional packages will benefit from this discount.

And this is what a package pricing page would look like (example):

A word on discounts - The only discount that can be combunes with others is the "First time registration" discussed in the "Price structure" section. All other discounts will be applied under a hierarchy structure that gives priority to (1) quantity discounts or, if these are not applicable, the (2) repeat discount or, if not applicable, the (3) family discount.

Pricing - Sold by wee, month or full program

If a program is sold by the week, month or full program, the following page will show:

  1. Purchase option. As we are selling more than one class per unit (week, month...) we can restrict the classes in that period that students can attend and price it accordingly. In this case where we defined that each week has three classed and we sell it by the week, we can create one package for just one day, a package for 2 days per week and a package for three days per week. We will see in the end what this looks like once we go through are the other entries.
  2. Rates per We can define a rate for the full period (week, month...) or we can define a rate per class and let the system calculate the total number of valid classes and multiply it by this rate to obtain the final charge.
  3. Rate option See "Rate option" discussion above in "Sold by the day" pricing.
  4. Online registration See "Online registration" discussion above in "Sold by the day" pricing.
  5. Quantity discount See "Quantity discount" discussion above in "Sold by the day" pricing.
  6. Purchase price See "Purchase price" discussion above in "Sold by the day" pricing.

And the three packages created would look like this

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Creating block reservations

As mentioned before, block reservations are events that are not shown on the online reservations system.

After logging in, take the option "Events & block reservations" from the "Operations" section of the facility menu.

The following selection page will show:

This page shows all existing block reservations on file. To create a new block reservations click on the red "New event" button and the following page will show:

Which is a simplified version of the online events page described above.

  1. Program name. Any description that identifies this program.
  2. Time start. At what time does it start?
  3. Time end. At what time does it end?
  4. Active on public holidays? If "yes", court reservations will be processed for as long as the club is opened.
  5. Reserve courts. Check all courts that you want to reserve for this event. The automatic reservation generated can later be adjusted when more information is known about player attendance.
  6. Start date. What date is this program starting?
  7. End date. What date does this program end? If there is no known ending date, just check the "Click if this program doesn't have an end date" box and the program will go forever until this parameter is changed or the program is cancelled.
  8. Event periodicity. Is this a one-time event, does it happen every week or does it happen on specific days? Depending on this choice, the process can change (see below).

One-time events

If this is a one-time event, just check the "One-time event" box and click "Submit". The system will reserve courts once and the program will be offered online only for this date.

Weekly recurring event

If this is a weekly recurring event, check the "One-time event" box. The bottom of the page will change and show:

Check the days of the week when this event will occur and the system will be reserving courts every week for these days until the program is manually terminated or by reaching its end date.

Set specific days

If this is a weekly recurring event, check the "One-time event" box. The bottom of the page will change and show:

Check the days of this event in the shown calendar. The system will be reserving courts for these days alone.

Click "Submit" when you are done.

The process will return to the selection page where the new program will be shown:

You may now:

  1. Create a new event. And repeat all steps described above.
  2. Change an event. Click the "Change" link and the program will be shown with all the information described above. Change what you need and click "Submit"
  3. Delete an event. Click the "Delete" link and a confirmation pop-up window will show. Click OK to confirm or CANCEL if you made a mistake.
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Adding players to clinics, camps, events & block reservations

This function is part of the facility court reservations system and it is described in detail in "Register players into clinics and camps".

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Attendance Spreadsheet

More than a report, the program spreadsheet is a working tool that gives the program administrator a program attendance view within any period requested. It shows in a spreadsheet format all students and all classes, past present and future.

The tool also allows to check in students (forgotten check in's) and class reschedule without the need for using program management tools.

The Attendance Spreadsheet can be accessed from the program management page:

where it will go directly to the required program or via the main menu:

where the required program may be selected:

and click "Select" next to the required program.

Either way, the next page is shown:

Student attendance is highlighted with colored rectanglrds and the color codes are:

  • Blue. Class is in the present or future.
  • Green. Student checked in for the class
  • Red. Student did NOT check in for the class
  • Purple. Class was rained out so there were no check in's.
  • Black. Attendance canceled (makeup or registration cancelation).

Dates shown may be modified by using the date selection boxes on top.

Changing classes

To change a class, click on the referring rectangle:

And the following page will show:

The following operations can be performed:

  1. Check/Uncheck.

    Click on the class to change and click on the "Check in"/:Uncheck" link below

  2. Makeup classes

    We can move classes from one date to another. For that, just highlight the class to be moved and click onthe radio box below the destination date. The radio boxes only show when there are classes scheduled for that day. In the example below, we are moving a rained out class to a later date:

    And the result will be:

Clicking "Back" or the "Go" buttons with take the process to all players page.

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Having Waiver/Health Forms signed at online registration time

Multiple circumstances, mainly with events with children participation, may dictate the wisdom or requirement to enforce that a health status disclaimer or a waiver of responsibility be signed by the player or a parent/guardian.

For qualified programs, court reservations or private lessons, TennisDirector allows facilities to create their own forms and force their signature at online reservation/registration time.

Once signed, the signature of this form with not be requested again for the number of months specified in the form regardless how many enrollments take place during that period.

There is no limit on the number of waiver forms that can be created

Please note that the form content and the electronic signature process explained in this document should be cleared by an attorney as rules change from state to state.

Creating a form

From "Facility setup" in the main menu take option "Waiver/Health forms"

This page allows to create forms in HTML format using different fonts, alignments, colors, images, paragraphs... The final document can look like anything that it is desired.

  • Start

    Start by clearing all text from the form. This is accomplished by clicking on the "(Clear text)" link located on the bottom of the text box.

  • Form Name

    It is important to give the form a name so it will make it easier to retrieve it or to allocate it to a program.

  • Effective

    Number of month that this form will be valid once it is signed by a client.

  • Corp

    If this box is checked, this form will be valid for all facilities within a corporation. For example, is a club has 3 locations, one form can be used for all locations as long as "Corp" (corporation) is checked.

  • Courts

    If this box is checked, this form will be presented for signature to all players reserving courts online. Only one form can be checked for courts.

  • Lessons

    If this box is checked, this form will be presented for signature to all players booking private lessons online. Only one form can be checked for private lessons.

  • Input fields

    An input box may be placed in any location where the signatory is requested to type information (name, phone number...). Input boxes have the folowing format:

    [input(n)(x)] where (n) is a sequencial number (1, 2, 3...) and (x) is either "m" for a mandatory field or "o" for an optional one. The result will be [input1m], [input2m], [input 3o]...(see figure above).

    We can have up to 50 input boxes.

  • Signature boxes.

    Wherever the document needs to be signed, a signature box will be placed. A signature box has the following format:

    [signature(n)] where (n) is a sequestial number.

    We can have up to 5 signatures in the same document: {signature1], [signature2],...

  • Update.

    Once all changes are made, the "Update" button must be clicked so the new form is safely stored and will show .

Checking the created form

By clicking the "See final form" button on the top left side of the page, we can see exactly what the client will see online when requested to sign the form:

The figure shows what the document above looks like to the clients. Notice the input box anchors described above were replaced by input boxes and the signature anchors by a signature box that losely complies with both the UETA and ESIGN Acts.

Enabling the form

The form signature will be required from online enrollments to programs that specifically require this form. This requirement is created on the Information page of the wizard for the relevant program(s):

How is it showing online?

Right at the time of confirming the system will display the form and request it to be filled in.

Retrieving a form

Signed forms will be kept forever in the database and can be retrieved any time that it is required. From "Member & players" in the main menu, we click "Players information". There, we search for the player and, if there is a form on file, the link "Waiver" will show in green, if still within the 12 month validity period or in red if expired.

And clicking on the "Waiver" link:

Which cannot be modified.

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Sending notifications to clinics and camps registered participants

Constant communication with clinics and camps students is a requirement to operate a smooth and well organized program.

This feature allows tennis Directors to communicate with their student at program/class/date level. This means that an email or a text message can be sent to all students registered to a specific program as well as ONLY the onces registered for one specific class that is scheduled to take place at a specific date. For example, we could use the program notification feature to tell all students registered for the Wednesday, July 10 class to gather on court 12 instead of court 01 as court 01 has maintenance scheduled for that date and time.

How does it work?

From "Tennis programs" in the main menu take option "Notify program participants"

And let's analise all the different option in this feature:

  • Programs active in...

    It allows you to set the dates of the programs that you want to access. This option allows to send notifications to participants of a camp that ended one year ago!

  • Programs listing and classes

    We now see the list of programs that are or were active in the month specified above.

    Note that on the left of each line, there is a "(+)" link that will expand the selected program into all its classes. Once expanded, the user can now select either "All classes" (and all registered players will be notified), or check one or more classes (and only players registered for the selected classes will be notified).

    At least one class needs to be selected.

  • Send to players registered between...

    This parameter allows to select the players to communicate to based on their date of registration. If the club created the program just by changing dates on a previous one, this parameter can become quite useful.

    By cehcking the "Send all players" box , it overrides any date selection and sends the notification to everybody.

  • Copy all notifications to facility email.

    This option, if checked, will create a copy of all notifications and send it to the email specified in the facility account profile.

  • How to send.

    Email or SMS can be selected. If email is selected, only emails will be sent to receivers that have an email address. Receivers with no email address will not receive a notification even if they have a cell number. Email content will be created in a rich text environment where fonts, colors, links and graphics can be created.

    If SMS option is taken, the rich text format box is replaced by a simple input field. A plain text with up to 160 characters can be entered and no more than 200 text messages can be sent at any time.

  • What to send.

    Users can create their own messages or texts or, if the "Standard player registration notification" is selected, the system will send a simple note confirming the student registartion for the program.

  • The notification subject.

    Notification subjects are not used if an SMS message is beinbg sent. However, because email is the alternative to the absence of a cell number, it is good pratice to always create a subject.

  • Test (Sample email; receivers list).

    If the user wants to have a peak at all the recivers BEFORE the notification is sent, cecking this box will accomplish just that.

  • The text box.

    Either a plain text box for SMS with a limit of 160 characters and no more than 200 texts in one batch:

    Or a rich text box

    Where users artistic skills can be tested in creating an appealing document that will inspire their clients.

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Creating unscheduled classes to make up for canceled schedules

In the life of a tennis club, canceling complete classes happens way too often. In most cases, weather conditions are the main reason but not the only possible one.

In these cases, TennisDirector now allows to create unscheduled classes to make up for scheduled ones. New classes can be created for any day, time and courts required and all canceled class students will automatically be carried over to the new class.

How does it work?

From "Clinics & Programs" in the main menu take option "Setup clinics, camps and tournaments". There, locate the affected program and click on the "Make up" link. This link only shows for weekly scheduled programs as day scheduled are individual items (vs schedule) and, theresefore, can easily be move around. In this example, we are goind to cancel a Summer Camp Friday class and make it up on Saturday.

We now click on the day with the class we want to cancel. All the classes for the selected program and day will be listed. Click "Select" link for the class to be canceled.

Enter the following information:

  • New class date
  • Start time
  • End time
  • Reserved court(s)

Click "Create New Class" button and that's it, the new class is created and all students' attendances have been transferred.

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