NTRP Rating Tracking
The National Tennis Rating Program (NTRP) provides a standardized scale from 1.0 to 7.0 that describes player skill levels. Tracking NTRP ratings for your members is essential for organizing balanced leagues, ladder play, and social mixers. When members are matched with players of similar ability, they have more competitive and enjoyable experiences, which directly improves retention.
Maintain a member database that includes each player NTRP rating, whether it is self-rated or officially verified through USTA league play. Encourage members to get officially rated by participating in USTA leagues, as verified ratings produce better match pairings. Update ratings annually or whenever a member receives a new USTA rating. Some clubs also track playing preferences such as singles versus doubles and preferred playing times to improve match scheduling.
Tip
Create a brief NTRP self-assessment guide for new members who have not played USTA leagues. This helps them select an accurate starting rating and ensures they are placed in appropriate groups from day one.
Designing Membership Tiers
Well-structured membership tiers let you serve different player needs while maximizing revenue. A common structure includes a full membership with unlimited court access, a social membership for players who attend events but book courts less frequently, and a junior membership for players under 18. Some clubs add a weekday-only tier for retirees and shift workers who play during off-peak hours.
Price each tier based on the court access and benefits it includes. Full members might pay $300 to $600 annually and receive priority booking, league entry, and guest privileges. Social members might pay $100 to $200 for event access and limited court bookings. Clearly define what each tier includes in your membership materials so prospective members can choose the option that fits their playing habits and budget.
- Full membership: unlimited booking, league entry, guest privileges
- Social membership: event access, limited court bookings per month
- Junior membership: discounted rate for players under 18
- Weekday-only membership: off-peak court access at a reduced price
Guest Management and Visitor Policies
A clear guest policy balances welcoming new players with protecting member access. Most clubs allow members to bring guests a certain number of times per month, typically two to four visits, before the guest must either join or stop playing at the facility. Charge a guest fee of $5 to $15 per visit to cover court usage costs and to create an incentive for regular visitors to join.
Track guest visits in your member management system so you can identify frequent visitors and reach out with membership offers. Require that members register their guests in advance, either through an online system or by notifying the front desk. This protects your courts from overuse and gives you data on how many prospective members are coming through the door each month.
Family and Household Accounts
Family memberships are popular because they lower the per-person cost and encourage entire households to participate. Structure family accounts to include two adults and their dependent children under 18 at a rate that is lower than the combined cost of individual memberships. Some clubs cap family memberships at a maximum of four or five members to keep the pricing sustainable.
In your management system, link family members under a single household account with one primary contact for billing and communication. Allow each family member to maintain their own NTRP rating, booking history, and event registrations. This structure simplifies billing while preserving individual member data. Make sure your system can handle situations like adult children aging out of the family plan or family members who want to upgrade to individual full memberships.
Annual Renewal Processes
A smooth renewal process prevents membership lapses and reduces the administrative burden on your board. Send renewal reminders 60 days before expiration, with a follow-up at 30 days and a final notice at 7 days. Each message should include a direct link to renew online, the renewal price, and a summary of the benefits the member enjoyed during the past year.
Offer an early-bird discount of 5 to 10 percent for members who renew before their expiration date. This creates urgency and rewards loyalty. For members who do not renew by the deadline, follow up with a personal email or phone call from a board member. Sometimes a personal touch is all it takes to retain someone who was on the fence. Track your renewal rate each year, as a rate below 70 percent signals that you need to address member satisfaction or pricing concerns.
PlayRez Tip
PlayRez automates renewal reminders and lets members renew their membership online with a few clicks. Digital member management eliminates spreadsheet tracking and ensures no renewal falls through the cracks.
Communication Preferences and Channels
Effective communication keeps members informed and engaged, but overcommunication drives people away. Let members choose their preferred communication channels and frequency during registration. Common options include email for newsletters and announcements, text messages for last-minute court openings or weather cancellations, and a group messaging app for social coordination.
Segment your communications based on member interests and activity levels. Active league players want match schedules and results. Social members care about upcoming events and mixers. Junior families need information about youth clinics and camps. Sending targeted messages to the right segments improves open rates and reduces the chance of members tuning out your communications entirely.
- Email: monthly newsletters, event announcements, renewal reminders
- Text or SMS: weather cancellations, last-minute court availability
- Group messaging apps: social coordination, informal match requests
- Club website or app: event calendar, court schedules, announcements
Committee Assignments and Volunteer Tracking
Most tennis clubs rely on volunteers for event planning, league coordination, facility maintenance, and social programming. Track committee assignments and volunteer hours in your member management system so you know who is contributing and can distribute the workload fairly. Some clubs require a minimum number of volunteer hours per year as part of membership, while others incentivize volunteering with perks like priority booking or fee discounts.
Common club committees include social events, league coordination, facilities and grounds, membership and recruitment, and junior development. Assign a board liaison to each committee and hold regular check-ins to keep projects on track. Recognizing volunteers publicly at annual meetings, in newsletters, or on social media encourages continued participation and motivates others to get involved.
Frequently Asked Questions
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