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For clubs and venues

Every court, pitch and coach on one calendar, and nothing booked twice.

Clubs run on shared facilities and volunteers’ time. ManageCal puts courts, coaching and fixtures in one place, refuses a clash on any court before it happens, and shows each person the part they need.

The problems

Three things that go wrong at a busy club.

01

Two groups turn up for the same court

A league match is arranged by the captain, club night by the committee, and both land on Court 1 on Tuesday evening. The booking sheet on the clubhouse door did not stop it, because both were written on different copies of it.

Make each court a sub-calendar that refuses overlapping events. Whoever books second is told at once, with the booking it collides with, and can move to a free court while there is still time to tell people.

Tuesday eveningCourts
17:0018:0019:0020:0021:00
Court 1
16:00Junior coaching
18:00Club night
19:00League matchRefused
Court 2
17:00Private lesson
18:00Club night
Court 3
19:00League match

Refused on Court 1, booked on Court 3 instead.

02

Coaching repeats every week, except when it does not

Saturday junior coaching runs all season. One week the courts are needed for a tournament, one week it is rained off and moved indoors. Written into a spreadsheet, each change is a row somebody forgets to update.

Make the session one weekly event that ends on the last Saturday of the season. Skip the tournament week, change the indoor week, and the rest of the series stays as it was. The coach’s name is a field shown in the title, so the grid says who is running it.

Under-12s coachingWeekly, Saturdays
3 OctUnder-12s
10 OctUnder-12s
17 OctSkipped
24 OctUnder-12s: HallChanged
31 OctUnder-12s
7 NovUnder-12s

Tournament week skipped, a wet week moved indoors, and the season carries on.

03

Members want to know a court is free, not who has it

A member checking whether they can play on Thursday needs the free courts, not a list of everyone else’s bookings. Give members “no details” access to the courts and every booking reads Reserved, with the time and the court and nothing more.

The names, the notes and any fields stay with the committee and the coaches. The server withholds them, so they are not in the member’s browser to be found, and a search does not match them either.

Thursday, as a member sees itCourts
17:0018:0019:0020:0021:00
Court 1
17:00Reserved
Court 2
18:00Reserved
19:30Reserved
Court 3

Court 3 is free all evening. Who booked the others is not the member’s to know.

A starting set-up

A calendar a club could start with.

Facilities, coaching and club life in three folders. A venue with several sites can hold one calendar per site in the same workspace, each with its own courts and its own time zone.

Every facility refuses overlaps
Courts and the clubhouse. Coaching calendars do not, since two groups can train at once on different courts.
A session sits on two calendars
Junior coaching goes on Juniors and on the court it uses, so the court is blocked and the coaching list stays complete.
Paid is a checkbox
One filter shows every booking still waiting to be paid for.
Club CalendarSuggested set-up
Facilities
  • Court 1No overlaps
  • Court 2No overlaps
  • Court 3No overlaps
  • ClubhouseNo overlaps
Coaching
  • Juniors
  • Adults
  • Private Lessons
Club
  • Fixtures
  • Socials
  • Committee
Custom fields
  • CoachText
  • Age GroupChoice
  • PlayersNumber
  • PaidCheckbox
  • OpponentText
Who sees what

The secretary, a coach and a member, on the same Thursday.

The club secretary runs the calendar. A coach manages their own sessions and reads the courts. A member sees when each court is taken. Committee meetings are for the committee.

Club secretaryAdministrator
Thu 15
13:00Committee meeting
16:00Under-12s
18:00Club night

Every calendar and the settings.

CoachModify my events · Read only
Thu 15
16:00Under-12s
18:00Club night

Runs their sessions, reads the courts.

MemberRead only, no details
Thu 15
18:00Reserved

Sees when the court is taken, not by whom.

Court 1JuniorsCommittee
Questions

What clubs ask before they start.

Can members book courts themselves?

Yes, with Add only on each court, and the double-booking check still applies. They will see other members’ bookings in full, because the “no details” levels hide the details of every booking, a member’s own included. If bookings should stay private, members get no-details access and the desk books for them.

Can we take payment for court bookings?

No. ManageCal does not handle payments. A Paid checkbox field and a filter on it show which bookings are still owed.

Can we show fixtures on the club website?

Not yet. There is no public calendar page or website embed. Members sign in with a link sent to their email address to see what they have been given.

How many courts and groups can one club have?

Sub-calendars are limited per plan: 8 on Free, 40 on Team and 100 on Business. A court, a coaching group and a committee each count as one.

Do evening sessions keep their time when the clocks change?

Yes. A six o’clock session stays at six o’clock local time through daylight saving, because repeats are worked out in the calendar’s own time zone.

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Put your whole organisation on one calendar.

Set up your sub-calendars, decide who sees what, and start scheduling.

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