Why a Reservation System Matters
Without a structured reservation system, tennis courts either sit empty during off-peak hours or become battlegrounds during prime time. Members show up expecting to play, only to find every court occupied with no idea when one will open. This frustration drives members away faster than any other operational issue.
A good reservation system maximizes court utilization, distributes access fairly, and gives members confidence that they can plan their week around guaranteed court time. It also provides valuable data on usage patterns that help you make informed decisions about staffing, maintenance windows, and potential facility expansion.
Setting Booking Windows
The booking window determines how far in advance members can reserve courts. Setting this correctly is one of the most important decisions in your reservation system. Too long a window, and a few members will lock up prime slots weeks ahead. Too short, and members cannot plan their schedules reliably.
Most tennis clubs find that a 48 to 72 hour advance booking window works well for general play. This gives members enough lead time to coordinate with playing partners while preventing court hoarding. Consider offering a slightly longer window of five to seven days for organized activities like USTA league matches, interclub competitions, and scheduled clinics.
Tip
Open your booking window at a consistent time each day, such as 7:00 AM. This prevents members from setting alarms for midnight to grab prime slots and creates a fairer system for everyone.
Prime Time Management
Prime time typically runs from 5:00 PM to 8:00 PM on weekdays and 8:00 AM to noon on weekends. These are the hours when demand far exceeds supply, and how you manage them defines member satisfaction. Without specific rules, the same group of members will book the same prime slots every week.
Effective strategies include limiting each member to two prime time reservations per week, enforcing strict 90-minute time limits during peak hours, and rotating access so that different members get preferred weekend morning slots on alternating weeks. Some clubs designate one prime time court for open play or challenge matches to keep things accessible for members who do not plan ahead.
Singles vs Doubles Court Allocation
Doubles matches use courts more efficiently because four players share one court instead of two. During high-demand periods, clubs should consider prioritizing doubles play to serve more members. A common approach is to designate at least half of available courts for doubles during prime time.
For clubs with limited courts, establish a policy where singles players may be asked to share with doubles groups during peak hours if additional courts are not available. On clay courts, where maintenance and watering schedules affect availability, clearly communicate which courts are reserved for singles, doubles, or lessons at specific times throughout the day.
Lesson and Clinic Court Holds
Teaching professionals need reliable court access to run their businesses, but blocking too many courts for lessons reduces availability for member play. Strike a balance by designating specific courts and time blocks for instruction. Most clubs reserve one to two courts during morning hours and early afternoon for private lessons and group clinics.
Require teaching pros to release unused court holds at least two hours before the reserved time so members can book the court. For group clinics, set a minimum enrollment threshold. If a clinic does not meet the minimum by 24 hours beforehand, release the court back to the general reservation pool. This keeps courts productive without penalizing the pro for occasional low enrollment.
Rain Policy and Weather Cancellations
Weather disruptions require clear policies, especially for clubs with outdoor hard courts or clay courts that need time to dry. Define specific conditions that trigger automatic cancellations: active rain, standing water, temperatures below freezing for hard courts, or clay courts that have not been deemed playable by staff after rainfall.
When reservations are cancelled due to weather, members should receive priority rebooking for the next available equivalent time slot. For clubs that charge per-court fees, issue credits automatically rather than requiring members to request them. Clay courts may need 4 to 24 hours to dry depending on drainage, so communicate realistic timelines and update court status in your booking system as conditions change.
No-Show and Late Cancellation Policies
No-shows waste valuable court time and frustrate members on waitlists. Implement a grace period of 10 to 15 minutes: if no one in the reservation party arrives within that window, release the court for walk-on play. Track no-shows in your booking system and enforce progressive consequences.
A standard policy might allow two no-shows per quarter with a warning, followed by a temporary suspension of booking privileges after the third. Require cancellations at least four hours in advance to avoid a no-show penalty. This gives waitlisted members enough time to claim the slot and plan their trip to the courts.
Digital vs Manual Booking Systems
Paper sign-up sheets and phone-based booking are still used at some clubs, but they create friction and limit your ability to enforce policies consistently. Members must physically visit the club or call during office hours, and tracking no-shows or usage patterns requires manual record-keeping.
Digital reservation platforms solve these problems by letting members book from their phones at any time, automatically enforcing booking windows and time limits, and generating usage reports that inform your operational decisions. Online systems also enable waitlists, automated reminders that reduce no-shows, and real-time court status updates for weather-related cancellations.
PlayRez Tip
PlayRez provides automated court booking with configurable reservation windows, prime time limits, waitlist management, and weather cancellation handling. Members book from any device, and club managers get real-time utilization data.
Frequently Asked Questions
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