CourtReserve Webinars

(00:00) good afternoon everyone it’s Ashley with court Reserve we are so excited to have you here today on our instructor Essentials webinar I am joined by two of my favorite product people and uh that is your guides today Kim and Josh is going to be on our Q&A and chat today so again uh a few housekeeping things we are going to record this and at some point today or tomorrow it will be up on the court Reserve YouTube channel in order to always stay in tune with we’re doing at court Reserve I would highly recommend you subscribe to the YouTube
(00:33) channel pretty easy to do and then you’ll be notified anytime we throw up a new video um that Josh Willie and Kim and their team do we want to thank you guys for uh all the things that you’re allowing us to put into court reserve and especially if you’re new this is going to be a great webinar for you so Kim let’s hit our first slide so today is the last day at 5 o’clock Eastern time today I am cutting off registration for our Catalyst in Phoenix it is next Monday we already have I think it’s 32 people registered and it covers about 25
(01:11) different organizations so they’re spending one day with us next Monday in Phoenix if you want to come today by five o’clock today it’s we’re cutting off registration because we have to Define food and then we’re also coming to Austin Texas next month and we’re all going to be in Austin as well so don’t forget to sign up for that we are going to have some additional locations uh later on this year but if you are new or want to get the latest greatest and spend some time with us then I would encourage you to do Phoenix or Austin
(01:41) today don’t forget if you are a pickle ball facility a club pickleball Mastermind is coming uh June is our next date um extraordinary couple of days you learn all about how to run a pickleball business all about best practices I mean you’re going to blow through money regard regardless if you make good decisions or not so take the time come to pickle ball Club Mastermind save yourself some time and some money for sure so put your questions you want those in the Q&A or the chat Josh we can put those in the Q&A okay so
(02:17) questions from today uh we’ll let Kim kind of Drive the boat today whether she wants to you know stop in between but put those uh in and we’ll get all your questions answered at the end and let’s get started awesome aome thanks Ashley hi everybody thank you so much for joining us today so yeah let’s thr those questions in the Q&A section here and then um we’ll I I’ve got them in front of my screen so as I see stuff come up we can just answer those questions live for you and Josh is helping me facilitate some of those questions in
(02:47) the background as well so we’re here today to talk about instructors in court Reserve so instructors and Court Reserve have been around for uh quite a while um instructors are away for you to schedule instructors in the system for lessons events awesome things like that and so we also allow you to give those instructors abilities in the background whether they’re admins or sub admins like booking their own lessons and things like that so an instructor is another system user that you will have at your organization and so all instructors are
(03:26) either an admin or a sub admin so when you are creating or editing a new instructor um your instructors can either be again an admin or a sub admin and that just really controls the granularity of the abilities that you give them as a user so when you are creating or editing an an an existing admin or sub admin um you’re going to want to enable them as an instructor so if you don’t have them enabled as an instructor you can see here I lost quite a bit of settings here to F out but when I do have a user as an
(04:02) instructor I can complete a whole slew of information about that user and then if they’re an instructor I can also choose what their availability is so this is when they can be booked and then also additional unavailable time so we’ll get into that here in a few minutes I did want to touch on this additional role right here and is coordinator so a coordinator in court Reserve is how do I best describe it it’s kind of like um an instructor light so so it’s not the type of instructor that you can put on an event and have
(04:34) that person see a schedule but it is a user in your system that you can assign to different events or league matches and so it gives you some flexibility with what you can allow that person to control so if this person was a coordinator I could say they only had access to specific events and they can only help me manage the registration for those specific events or things like that this is great it’s a great role to give to maybe you know a front desk person who is working on the weekends and helping you manage a specific round
(05:07) robin or something like that um just to kind of keep you hands off on every single little aspect that’s happening to some events um or we also have organizations that use coordinators todo maybe some of their open play so they assign you know they’ll assign some of their members to be a system user and give them this coordinator uh role and a coordinator will allow you to kind of really pin down specific events that this person can control based on their sub admin settings so getting back to instructors each instructor you can
(05:38) assign a different type of instructor so this just allows you to categorize your instructors um if you do do that so you can do different reporting based on instructor types you can create different book appro schedulers based on instructor types it’s another way of filtering your instructors as we get um further into kind of our road map on instructor payroll and things like that these instructor types do become um important as far as setting up what what it might look like to set up um instructor payouts and things like that
(06:09) down the road not a current feature that we have available but an instructor type is valuable in categorizing your instructors you can choose an instructor background color that’s just the color that that instructor’s initials are going to show up on your scheduler when you book them on schedulers and then they’re alloud lesson types so you can add lesson types here but if you’re just really in the process of setting up your instruct or setting up your Club right now maybe you haven’t thought about lesson types but you have certain users
(06:37) that are going to be your instructors you can actually set up lesson types um in the instructor setup section to and an assign lesson types to instructors further down the road here as we’re going through setup and then event categories this just tells the system what event categories that your instructors are allowed to be added to um and allow and it won’t show them as con conflicted if they’re they’re not able to be added to the event so then we get into our instructor availability now instructor availability
(07:07) really is optional so if you’re going to be you know just booking pros and you know you kind of have more open availability then you might not need to use availab availability intervals but availability intervals comes hugely into play when you start using the book appr pro scheduler so if you’re going to be making those schedulers public for people to book on through the member portal you definitely want to have availability intervals in there because availability intervals are going to look at your hours of operation and then you
(07:40) can say between the hours that I’m open I want this instructor to be available for lesson bookings between this time and this time but then they’re going to take a break and they’re going to have lunch and then they’re going to work from 1:00 to 5: so it it it sets the amount of time that they’re available and I’ll show you how this works with their schedule when we go look at their schedule but it sets the unavailable time to be outside of their availability and so you have open availability between your unavailable times and then
(08:10) you can also set additional upcoming unavailable times so you know let’s say this instructor isn’t going to work on Sundays or Mondays for the next few months so I you could set you know availability in here but then go and throw an unavailable time on top of that just you know to take care of things like vacations and stuff like that so you do have some flexibility with how this availability interval works with combining it with unavailable times and again I’ll show you how some of this works when we look at instructor
(08:41) schedules so then as we move down our settings page here um we’ve got additional settings like temporarily disable online bookings you know for whatever reason you don’t want this Pro to be bookable online it’s an easy quick tick of this checkbox here and then um that Pro is not available anymore you can also set the max number of lessons per day that this instructor is available to teach and then also un bookable time between lessons so let’s say you have an instructor that you have a very large facility your instructor
(09:10) needs to get from your clay quarts to your hard courts and there’s a 100 courts in between I know there aren’t too many facilities that big but you want to give them you know a few minutes between lessons to go to the restroom get a drink of water reset their equipment things like that you can do un bookable time between lessons as well so then we get down into some important instructor settings that we should probably be aware of so you always want your instructors to be able to create reservations if they can’t
(09:38) create a reservation they’re not going to be able to book their own lessons so that’s number one in my book on ones that you want them to be able to have especially if they’re going to be able to control their availability control their own schedule things like that creating reservations is essential I also recommend instructors have the ability to create reservations in thepast we’ve all been there they’re teaching a clinic somebody asks if they’re free for the next hour and they want to just go right into a lesson
(10:01) after the clinic um that instructor can come back later and um book that lesson on the court and take care of that lesson booking after the fact so then we get down here to editing reservations so if you only want an instructor to be able to edit things that they own I IE things that they are assigned to um you’re going to want to pay attention to these owned only um owned only settings so you know they can’t edit any reservation but they can edit the reservations that they own so you know Johnny can’t go edit Ben’s
(10:37) lessons so they they kind of keep each other separate from their lessons and then delete any reservations owned only this is one that we actually added um within the last year so it prevents the instructor from uh deleting a reservation Within X hours prior to their lesson so you as an admin can kind of lock down the time in advance that a player can maybe cancel their lesson and then also an admin or or I’m sorry a sub admin and an instructor can cancel their lessons as well and then the viewing events is an
(11:13) important one too because if you want an ad or if you want an instructor to be able to um add players or see your list of upcoming events and things like that on your event list you’re going to want them to be able to view and then manage registrants also if you want them to be able to register players to events they’re going to need to be able to manage regist on those events as well um and then edit events I always like to give them edit events because if they can’t edit events they actually can’t change what court they’re on on
(11:48) that event so if something comes up they get to Clay court number three it’s still wet from the rain you had 3 hours ago they can’t go go into the event and change the court so you want to make sure that they can edit those events as well and then we get into some additional settings like email event registrants um allow the maximum enrollment to be exceeded you know those are all kind of self-explanatory so these communication ones like email registrant text event registrant that’s all communication related so if you’re
(12:16) um you know again your instructor is on the court they can actually open up their app and they can notify players directly from their app so this will control what abilities they have on contacting those players personal instructor settings that is another one that’s very important um if you want them to be able to control their own availability like we went over up in here then um you want them to have that setting as well and then we get into scheduling instructors that’s just when they’re editing events they can schedule instructors they can
(12:50) schedule another instructor’s lessons um and then you’ve got some approval permissions too here so on book approach schedulers we can approve lessons as well so they could approve lessons that maybe they own and then managing members is another good one so if you want maybe a instructor to go in and be able to make notes about a player after a lesson or send that player emails or you know um create a new member maybe that’s somebody that just walks up to the court and wants to start playing if you’re at a public facility um they can do all
(13:20) those kinds of things um editing members is also important if you’re going to have instructors be being um on duty to update like player ratings and stuff like that too so if they can’t manage part of members they’re not going to be able to make updates to player profiles and so we also have lots of other settings on here initiate POS things like that you know that’s all kind of related to um what you might offer at your specific facility um let’s go down here and see if we have another ones that might apply here so we’ve got
(13:51) um allow this user to create conflicting events and reservations and then add conflicting Les events lessons reservations to the instructor’s schedule so these are important if you’re going to be if you’re going to have like time that might be overlapping on lessons or you for some reason need to double book uh maybe you’ve blocked one court and with a reservation type you want to assign the instructor to that Court to um you know you want them to be able to be able to sometimes create conflicting um reservations to
(14:20) for whatever reason instruct and schedule visibility this is always an interesting one that I’m not sure we um a lot of our customers know that we have you can actually limit schedu or visibility for all of your admins and sub admins to specific schedulers that you offer so you know just depending on how you have your organization in your custom schedulers created um you maybe have some instances where you only want the instructor to see their schedule or specific schedulers maybe you have a specific scheduler built for your front
(14:52) desk you want to also have yourinstructor see that scheduler you can assign specific schedulers to their visibility and then also their schedule as well all right so that’s a lot of settings I’m going to pause here and see um if there’s any questions Josh that we could answer live yes we do have two questions um we can start off over with the instructor availability um so the question is around if it’s more efficient to use the actual intervals to create availability or it’s more efficient to use the unavailable time um
(15:23) you know sort of recurrences that we can set up I know that can differ based on the actual availability that the instructor is going to have um so if we can maybe clarify when to use one so it kind of dep and it’s sometimes it’s it’s a good idea to play with it a little bit too to see what might work best for your instructor’s availability and for the way you run your organization so yeah you can set availability intervals um to have unavailable time rather than available time absolutely um unavailable time the only thing with unavailable
(16:00) time is when you make when you create un available time that’s going to be reoccurring Josh you and I just looked at this the other day I’m going to I’m going to lean on you here to confirm but I believe when you’re booking unavailable time you’re only limited to a certain number of days out that you can or a certain number of occurrences that you can book these unavailable times so you know unavailable time is great if you know that basically they’re going to be teaching from they they have the possibility to teach from open to
(16:31) close no matter when they’re when they’re um no matter when they’re booked but then they’re going to always have an hour lunch between 12:00 and 1 you know that that’s definitely a possibility there it just kind of depends on the way you run your organization you know if you’ve got some pros that maybe only work a couple days a week and they’re very restricted to the times that they can can um Teach as well um it’s just kind of dependent on how you want to set it up so there is some flexibility there um but yeah you can create an available
(17:02) time it’s just going to essentially be a reoccurring reoccurring event that does time out but these availability intervals you can actually set indefinitely into the future as well great um I see a question I skipped over access to instructor schedule is that not an important one so accessing instructor’s schedule is um it’s the scheduler here so as an admin you have this instructor scheduler right here so if you don’t want your instructors to be able to see all of your instructor schedules um you would maybe want to minimize access to this um
(17:37) they would still be able to see my schedule though if you did not give them access to the instructor’s scheduler awesome and then we do have one more question but I know this is going to relate to the book a pro scheduler setup so we can hold off on that question until we get to that point okay sounds good all right so I’m going to keep plugging along here so we did talk a lot about how to create an instructor instructors versus coordinators and instructor availability versus unavailability you can also if you’ve got a pro that’s being able to
(18:13) manage their schedule too they can actually go into their individual schedules and throw extra unavailable time on there too so let’s say you know something comes up and um my Pro here knows that he’s not going to be available at 2:00 today he can go you know throw a quick 2:00 unavailable on his schedule and then no nothing would be able to be booked in that place all right so let’s get into some lesson types and pricing for lessons so we kind of touched on lesson types here but lesson types are definitely a part
(18:43) of your setup that you’re going to want to make sure set up and fully set out with pricing and things like that so A lesson type is going to be very similar to a reservation type and so when you have a lesson type you’re creating a name you’re setting the minimum and maximum reservation times for this type of lesson and then the duration increments that you’re allowing this lesson to be booked for now you’ll notice here that I have one two three four different lesson types so I’ve created a private lesson type a
(19:15) semiprivate lesson type which a lot of organizations would be um would think of as a 2: one type lesson a Pro plus three so a 3: one type lesson and then a group lesson which maybe is a player a group of players of four or more so with lessons if you are going to be pricing based on the number of players on the court you do have to have a different lesson type for each kind of lesson just because pricing is controlled at the lesson type level at the instructor level so you’ll get a we’ll show you the grid here in a few minutes that has the
(19:50) instructor the lesson type you set the pricing for that lesson so if this private lesson is booked for a player they show up with a second player you would have to edit the lesson to asemi-private lesson to get the pricing for a 2: one lesson you could certainly charge them for the full price on the private lesson with two players if they show up with an unannounced visitor um but that’s another you know just a way of doing business and how how you want to operate but I do recommend setting up different lesson types if you’re going
(20:19) to be pricing them differently now you’ll notice here minimum and maximum players oops I dragged that down um so minimum and maximum players allows you again to then control how many players can be booked on those lesson types this is going to come in hugely important into play with your um book appro schedulers so that way if somebody books a private lesson online they’re only allowed to add one player to that reservation that they’re booking with a pro same thing with Semi-Pro and all of my additional lesson types here so if I
(20:48) want to max out out a certain number of lessons and require a minimum too so you would always want to make sure that you’re setting that minim maximum time appropriately um Josh any questions that I can ask about this um right now we are all good we just have the one question that’s around book a pro um let’s see here is there any way to add a indoor court fee or a guest fee to a lesson this one actually just came in Okay cool so indoor court fee that’s an interesting so um it again it depends on how you have those lesson
(21:22) types or um your your organization set up so if you have an indoor court um you can either set up a lesson type for your indoor court so you would have a separate lesson type or you can also create um and I can get into this with custom costs too you can create in the pricing section a custom cost for specific can you creative sorry I’m I’m that one threw me for a loop real quick Jos you want to help me out here real quick I don’t want to give somebody wrong information I thought maybe we had one for a specific Court type here but
(22:02) I’m not seeing it um do you have any suggestions on what we could do here I do not believe we have a way to set a price based on a certain Court type for lessons Okay so in that case thank you for confirming that um that would be a good item that we could add to a custom in instructor costs here um but as a as an improvement um but yeah if you wanted to set a different price for that indoor court you would then need to set it up as a different lesson type okay so that brings us to um the instructor cost and the scheduling
(22:35) restrictions area so let’s say you’ve added new lesson types instead of going in and adding them to all of your instructors individually um you can actually come into scheduling restrictions here and quickly add them to all of the instru c s that you have in your system and pick and choose which ones are available once your lesson type is available to the individual Pros you can then come in and set their private lesson pricing now there is a point to where once you actually get into this table with a certain number of
(23:08) instructors you actually only see them um by individual instructors so it’s a little bit easier to manage um but you would then just come into each lesson type each lesson type has its own grouping and set up the different rates whether they’re hourly or fixed for all of your different levels of membership so you’ve got um again this is how you can you know apply discounting to lesson prices based on maybe a membership type so let’s say you know this membership type uh can have one rate this membership type can have a different
(23:38) rate so again another way that you can kind of differentiate um preference on membership levels to what what they’re paying on lessons with Pros um so then you would then come in and set lesson rates for all of your your different pricing available and that’s how the system is going to look it’s going to look at the lesson type and the pricing per player on the lesson and it’s going to charge that to your players all right so let me just look at my list here real quick of things that I want to go over so that really just
(24:08) takes us into the book a pro setup so we’ve set up all of our instructors we’ve set up all of our pricing and our lesson types and now we can make those Pros available online for players to book for lessons and so when we’re booking or when we’re creating a book a pro setup um it’s really an instruct it’s a custom scheduler that instead of looking at courts it’s looking at our instructors so it’s going to be viewable very similar to our custom scheduler expanded scheduler view to where you’ll have you know instead of a court slot
(24:40) you have an instructor slot and it’s going to show their instructor um schedule basically for the day so you’re going to go in here and set up your book appr pro schedule I’m going to edit this one that I already created um and you’re going to give it a name and then if you want to make it available in your navigation um I highly recommend giving it a navigation name here they canalways match or they can be slightly different um and then you’re going to show that navigation name on the member portal and then this is where you can
(25:07) filter based on what instructor types you have so if I want all of my Tennis Pros to be on one scheduler um I can set it up based on filtering by the instructor types I can also get a granular as adding them adding specific instructors so we have some organizations who want specific instructors to be on certain schedulers you can do that um you can also limit the type of lessons that are offered um and which ones require approval and things like that courts can be optional um so you can you know allow the system
(25:37) to Pi pick a court or allow the player to book the court and then you can also say what courts they have available this this is a cool setting right here scheduler booking type so this can be a scheduler that you can use to view and schedule lessons or it can be view only so if it was a view only schedule your players would just be able to see what the instructor has but not actually schedule anything and then you can limit membership type member group type that’s able to view it just like you can another scheduler as well show
(26:09) Book appr Pro scheduler for nog non-logged in users this is going to be one that allows you to show your book appro schedule publicly like you can your court scheduler um so you can show your your court scheduler public to people that aren’t logged in um if you do this with book a pro it’s going to um block out names and things like that if it’s a private lesson um but it’s going to allow you know just the general public to even see what you’ve got available in upcoming required payment profile again just depending on what
(26:43) type of memberships you offer what your operating business rules are you know for Book appr Pro scheduler requiring upfront payment might be a good idea um depending on how far out you have these lessons booked um it just guarantees that payment you’re not chasing people down and things like that if they’re just doing a payment profile their payment profile fails um and then requiring I’m sorry I got those reversed required payment profile just requires them to have a payment profile on their account to book the lesson and
(27:10) then requiring upfront payment requires them to pay for that lesson before they’re finished booking it so it does follow those um upfront payment rules that you have set for reservations and so um just like a reservation you can require them to pay for that lesson at the time of booking and then these additional settings here are all pretty self-explanatory time in advance instructors can be scheduled so and then um days in advance to show availability so you can show availability maybe two weeks in advance time in advance that
(27:44) they can be scheduled is 10 days in this case and then time to open next available reservation day that’s very similar to the reservation setting to where you can say okay it’s going to they can book 10 days in advance but 10 days in advance those lessons are going to open for booking at 7 a.m.
(28:02) and then buffer time buffer minutes sorry buffer minutes before scheduling a lesson this just says if a pro is um if we’re within like 24 hours not 24 minutes um if we’re in within a certain amount of time it does have to be in minutes that the um players online wouldn’t be able to book so let’s just for realistic purposes make this like 180 minutes um and then show time on the schedule button and then you get into the intervals so intervals say um the different um interval minutes that a player can book these lessons when also looking at your
(28:36) um restrictions to what you set up for the durations when you set up these lessons so if you say that the the minimum duration of a lesson is 60 minutes this will allow them to book 60 Minutes Plus like an additional 30 minutes depending on the instructor’s availability and then um you get just the kind of scheduling start and end dates so the the schedulers will start offering lessons on specific dates but then these are the dates that they are available to be viewed and then preventing sandwich time of minutes so
(29:08) this is going to answer that question that came in earlier um and allowing for Gap time in an instructor scheduler or instructor’s schedule so if you don’t want those 30 minute gaps this is going to be the setting that you use on book a pro um it’s only I believe it’s only a setting that we are offering in book a pro right now um it’s not a setting Josh do you remember it’s not a setting that we actually have at the instructor level correct yes so I believe how it works is the sandwich time is looking at the um
(29:40) the instructor’s scheduler so yeah so it is similar to how it works on the the um scheduler for custom scheduler so you can prevent sandwich time on a custom scheduler of X minutes it’s going to work the same way on an instructor’s schedule so it’s going to say prevent those 30 minute gaps prevent you knowthe hour gaps things like that you know just just as a way of maximizing your Pros time hiding lesson details is an important one um and then allowing cancellations you know you again based on your business practices set the
(30:17) cancellation time that players can actually go and cancel their lessons same thing with edit lessons with edit lessons you have three different um four different settings here that you can actually determine the amount of time prior to the lesson that they can edit whether they can edit the lesson type to maybe add more players um and then the amount the time of the lesson as well so you can kind of lock down some restrictions there when a player is booking or editing their own lessons and then similar IL to um your custom
(30:46) schedulers you can control the availability that the pros can be booked between on online so um a lot of times you know you might you might have um hours of operation so you have a maximum amount of time on your on your schedulers your hours of excuse me hours of operation might be 6:00 a.m. to 10 p.m.
(31:09) but you only want your your Pros to be booked from you know 8: to 9:00 p.m. so you can kind of play with the amount of time there that they’re able to be booked booked online and then in that case if a pro does you know want to book a lesson at 7:00 a.m. they can but they can kind of pick and choose what lessons come in on those times all right when I’m gonna I see some questions here Josh so I’m gonna just answer them so when a member books a lesson how is the pro notified so that is a great question and I am glad you asked it because I did not have that on
(31:40) my list of items here to go by um so when a pro is booked for a lesson all of those notific ation are going to be housed in your notification settings for system users so a lot of these um you know if they have instructor next to them it’s going to notify the instructor when those lesson type when those lessons get booked and So based on your notification setup so you’ve got email as a default that’s always available if you’ve enabled push notifications you can enable push notifications for those booking notices um and for those
(32:12) cancellation notices things like that if a lesson is updated or edited they’ll get the notices on those and then if you’re also subscribed to text messaging um you can text message those notifications to Pros as well yes and then Pro Pros can be notified by text if you have text enabled all right so moving right along um we talked about booking lessons let me uh let’s get into a little bit of my schedule here so I’m going to how do I going to do this let me just think real quick so I gave that Pro oh you know
(32:44) what we forgot to talk about events let’s talk about events and then we’ll go into my schedule so a pro you know we talked about lessons let’s talk about events so events are going to be again very similar to your you know lessons except you’ve got a full full event booked out and you want to add instructors to it so it appears on their schedule so when you’re creating events or editing events you have a instructor right here so you have an instructor that you can assign to the event now if this is a recurring event
(33:21) you know way to think about this is kind of this is the master info about your event and then you have the date level about your event so if I know that as a whole these three instructors are generally going to be teaching this class or I’m creating the schedule months in advance these are who I’m assigning to it but maybe I find out out you know a few weeks in that an instructor is not going to be available maybe for one date you can actually come in and you can edit An Occurrence to remove an instructor who might not be
(33:55) available on a specific day also at the date level you are able to also and and and at the general info level as well but um it’s it’s cool to do on the date level too but you also have the availab the ability to control the amount of of time that your Pros are scheduled on a court as well so if you have um let’s say you you have a class you know this this this is an hour and a half but I know that this coach is only going to be teaching for the first hour I can go in and I can say that this this this coach comes off at this time and
(34:33) now it opens up that Pro schedule to be booked for something else that starts at 10:30 so while my event is an hour and a half I can say that want my specific Pros to only be available for a certain amount of time um and free up their schedule for other things all right so we’ve assigned instructors to events um I’ve got some instructor schedules built out so how do I as an admin you know kind of manage this so again I have an instructor scheduler that I have access to through this um again this was a sub admin
(35:08) setting so I could give the instructor scheduler to sub admin maybe if I have a higher level Pro that’s going to be doing all my scheduling that maybe isn’t an admin I can allow them through beinghaving the visibility to the instructor’s scheduler to then give them Avail viewability to what their proser Pros hours are and what their schedules are so again this is a fictitious Club so I don’t have too many things built out on my instructor’s schedules but um you know I kind of built out tomorrow just to kind of give you an idea of what
(35:39) this looks like so I can actually come in here at a week view or I’m sorry a daily view or a weekly View and look at my instructors so if I’m on the daily view like I am right now I’m going to see all of my instructors I can filter this as well so I can say I only want to see certain lesson types and it’s uh did not filter so we’ll have to look at that um so we can only look at certain lesson types or you can only look at certain pros and filter those out as well um and then here I can swi to my weekly View and if I’m looking
(36:12) at the weekly view then I can see a specific instructor and so if I’ve built out you know I just kind of want to see where an instructor’s at where their gaps are and things across the week to maybe add add something on there I can go add that here really easily to an individual instructor it’s also super useful if you’ve got somebody that’s calling up over the phone and is like hey can you tell me when Johnny is available um for the next week and kind of help somebody work around the scheduler and where he’s open over the
(36:44) next week now you’ll notice that my my date here starts on Saturday so we actually have a feature in the system that allows you to control the start day of the week for an instructor’s schedule and so this is important if you have maybe a p you run a payroll on an off you know kind of an off schedule we have some organizations that do this so a lot of clubs or a lot of clubs are going to operate on a Sunday through Saturday a standard a standard 7-Day work week that goes Sunday through Saturday but then you also get clubs that maybe offer
(37:17) operate on a slightly different schedule the club I used to work at in Pennsylvania we considered our start day of the week to be Monday uh so we would go Mondays through Sundays or I have worked at another club where their payroll ran Saturday to Friday so if you have different schedules like that or you have different payroll um schedules that you run on you’re definitely going to want to check out the setting to control the instructor start day of the week because then it’s calculating the number of hours appropriately I’ll show
(37:49) you the hours in a second but to get to that setting you’re going to go to settings General and we have your organization start day of the week that controls your main schedulers and things like that but then your instructor schedule or start day of the week controls the number of controls what you were seeing previously on the instructor’s scheduler so this says you know again if I’m in that that Weekly viewer looking by week my start day is going to start on Saturday versus my normal organization start day of the
(38:18) week which shows your your members essentially on the member portal a Sunday through Saturday type of uh thing this would then calculate my instructor’s hours based on a Saturday through Friday so I hope that wasn’t too confusing um so you’ll want to once you have that set if you do operate kind of on a slightly different payroll um we do offer here an hour summary as well so you can um check out your Pros hour summary um let’s go to this week and um again you can do some filters here so if I’ve got you know
(38:51) just want to see specific Pros I can filter by specific pros and I can see their total hours that all of my Pros are booked for the week um so that’s where this this this uh section of this table comes into play here so I can see that this Pro is booked for this many hours lessons this many hours of events for a total of this many hours for the entire week that we’re displaying here um you can also do this at the instructor level um if I go by day oh it’s on the hold on one second that is on the mobile app so let’s switch
(39:31) over to the mobile app real quick I’ll show you an instructor can actually keep track of their hours by day on the mobile app I’ve got this instructor schedule set up right here so we’ll kind of shift into viewing my schedule and booking lessons here on the app but this is the mobile app and so the instructor can actually go into my schedule now and see either their schedule by week um this is actually this I actually really like this weekly view on mobile app because you can’t see it here but it will rotate based on your phone’s
(40:05) orientation so you can rotate your phone to sideways or landscape and and it’s going to show you that week across your phone screen um and then if you’re looking at it by day looking at it in portrait mode is a way to go here so you can actually see the total number of hours that this pro has in my schedule and then the total hours that they’re booked for the week um you can clickthis and also see that Weekly summary so they can then see by day how many hours that they’re booked um you can see Wednesday and Thursday I’ve built out
(40:36) here so these are the only ones that have hours them but it gives the pro a nice summary of where they’re at for the week so maybe they have full-time part-time minimums and maximums and things like that that they can hit so this is a good way for them to keep track of that as well and then when it comes to actually booking um the pros can book their own lessons directly on their schedule they can also add unavailable time this way as well um so you can go in here and this instructor can um just add a specific
(41:07) lesson to their scheduler if they wanted Josh we’re going to throw a lesson on the scheduler for you here and then select Court I’ll need to look at that sometimes when we’re on the mobile view it’s not super responsive when it comes to the clicks here but you would add the court here and then um the lesson would be booked and sent to um um sent to the player with confirmations whether you’ve got text or push or email confirmations and stuff like that as well um so that’s kind of the mobile app and then also now
(41:44) that this instructor you can see he’s got quite a full schedule this instructor can actually go in to um the events and things like that that they’re scheduled for so down here I’ve got this navigation I’m going to go back to um my event maybe for tomorrow and let’s say this instructor wants to um check players in for these events um you can allow the instructor to check in players directly from the court on their app or they can also notify players maybe if something’s happened last minute they need to know let them know they’re
(42:22) running 10 minutes late or something like that but don’t worry I’ll add 10 minutes on at the end that kind of thing um they can create a message here directly from their phone and it will send it to those different areas um that you’ve given them access to based on their sub admin settings so in this case I gave them the ability to email and text players and so now they can hit they can choose specific players or they can choose um you know all of the players if they want to as well from this type of view they can also register
(42:52) additional players to the event they can process payments as well and things like that depending on um how you have them set up to take payments um and then they can also edit edit these Les or edit these events and lessons to to change courts if they need to uh maybe add an additional instructor if they see that their registrations getting up there stuff like that all right Josh do we have any questions that I can answer yeah we did have somebody that was just asking if we could go back to the event page where you can edit the time that
(43:25) the instructor um and it looks like it is for the event date so maybe we can just show yeah I’ll show you that real quick I went through it pretty quickly before so if you are on an event you can actually edit the amount of time the instructor is is on that event um either at the main event level so I know that every week Johnny is only going to teach from 9:30 to 10:30 I can edit his schedule now for every week to be 9:30 to 10:30 okay so that means that on his schedule he is only going to show up from 9:30 to
(44:00) 10:30 and he’s going to be available starting at 10:30 to have lessons um now you can see here that I have overrated and dates selected so I’m glad we went through this too if you have edited something at the indivisual date level for instructors whether this is happening for instructors or dates it’s going to tell you that you have overwritten dates selected and so if you want to override those dates um review the list to change the instructors for the dates that were previously added individually so if I don’t touch these
(44:35) dates the the changes that I make here are not going to affect these dates specifically because I have made individual edits to instructors on these dates so if I check this box now it’s going to override those specific dates that I edited and it’s going to um going to show that you know this Pro is available from 9:30 to 10:30 it’s also going to override any edits that I made previously so make sure you’re paying attention to that if you’ve made individual event date edits and then you go back and edit something
(45:14) at the master level um it can kind of can be pretty easy to get a little bit out of syn there um but it’s definitely something uh something to note that you can either Mass update at the entire event level or you can um you know granularly go into the instructor and change the time if you know you have less people so we’re going to run drills for the first hour I need three people and then I can have somebody even go teach a lesson for the last 30 minutes or something like that or they can go to another event that starts at that time
(45:47) so I hope that I hope that answered that question um awesome let’s go back overwhere the price and costs are input for lessons and events so your events since I’m already here your events are going to your event pricing is going to live in the event now the pricing for an event does not have anything to do with the instructor on the event so we’re not setting like we’re not saying when I book Johnny on an event the event price is going to be this much money that’s not what we’re doing here so if you know that you want
(46:15) to charge a specific rate when an instructor ch um when an instructor teaches at an event you’re going to have to update the pricing for each membership type according to the rate that you want to set based on that instructor okay so events are are different from lessons in that way you set the pricing at the membership type level for the entire event um and you just have to know the pricing that you want to charge based on the instructor if the instructor is teaching that for actual lessons you’re going to go to
(46:46) your instructor settings and you’re going to go to instructor pricing and so that’s where I get this table that shows me all of my instructors that I have in the system and all of the lesson types that they’ve been assigned to one thing I want to point out is if you ever run into a situation where you are missing an instructor from one of these sections we actually get this in support every once in a while if you’re missing an instructor from one of these sections you it’s probably because they don’t have a scheduling restriction checked
(47:18) off for that lesson type so if I go in here and I remove private lessons for all of these Pros when I go over in here into instructor pricing you’re going not going to see that section on here anymore so if a pro is not appearing for a specific lesson type it’s because you just haven’t offered this lesson type as something that can be booked for that Pro so you want to make sure that you’re looking at this table if you have added any lesson types because you do have to enable it at the pro level so then you can set the pricing for that lesson type
(47:51) okay cool I think that takes care of that one um let’s let’s see we talked a little bit about instructor Communications I can email players from the court I showed you how to do that here in this instructor scheduler you know you uh can go in here you can you can edit lessons um and you can uh talk to players and things like that through email and text message if you want to notify them um the next thing I want to touch briefly on here uh before we you know kind of wrap things up is we also have an instructor time report and I
(48:26) found out recently just through support that we you know have a we might have quite a few admins that don’t know that we have this report available so you definitely want to check out the instructor time report this is going to be just a really um it’s it’s a it’s a powerful report you can definitely pull the information that you need um if you kind of you know give it give it a little bit of thought but you can pull specific timing for instructors based on lesson types you know how much time they were on the court for specific periods
(48:58) of time it’s going to be very similar to that table that I showed you a few minutes ago about my hour summary for all of my Pros but this is going to break it down for you in a format that you can export to excel you can also see the total number um you can also break it down by lesson types by event types um you’ve got some different um event tags in here as well so you can also you know you you can get some very granular reporting in here if you if you have some of the output if you know some of the outputs that you’re looking for so
(49:29) I’m just going to do a very you know e easy easy report here from my start day which uh let’s say I went uh I think I went Monday so I just want to look at this specific period of time um I can go run that report and it’s going to tell me the total number hours court hours um that they were booked for total lesson hours total reservation hours and total event hours that that Pro was booked for so it’s a good snapshot to tell me you know maybe how many hours that this Pro worked for a specific ific week I can
(50:06) you know do this for last week if I’m running payroll I can pull the total number of hours that that Pro worked um and then also if I was breaking this down by you know event type or lesson type I could then do some calculations based on maybe um how much I owe that instructor and things like that all right let’s uh Josh I see some questions you want to we can go through some of them yeah it looks like they actually are both related to um setting up less lesons so that they are in a pending status when a member books them
(50:38) so the first one is can a member book a lesson with a pro but the system show it as pending until the pro approves that lesson so right now you can Josh you’re going to have to help me through this one right now I believe if you have approvals turned on so when a pro when aplayer books a lesson online that requires approvals um that lesson does not show technically as pending for that player I believe that that player will see that lesson under my bookings even if it’s not approved do you recall that correct I believe it it is on the
(51:12) scheduler unless it gets declined but when but when you’re setting up book a pro you can set it so that it is in that pending state where an admin needs to go ahead and either approve it or decline it yes so then an admin could then go into their to-do list and we do have a section in the to-do list for lesson approvals it’s if you give the instructor the ability to do approvals on their own lessons they have a to-do list that would show up on their home of their app here as well so they could go into their app and if they
(51:44) have something that they need to pay attention to based on their admin Sub sub admin settings they can approve their own lessons too um and then those would be confirmed on their schedule but yeah we probably uh we can look at uh if there’s a feature enhancement that we can do there around clarity to the members cuz I think that I have seen that in support yeah yeah and it looks like we just had somebody come in with that so we can definitely take a look at that after after this webinar um and then the second question was just is it available
(52:21) for the instructor to approve the booking so that that is going to be one of those sub admin permissions that you can set up for the instructor let me show you where that instructor setting Li so if I’m looking at my system users again this is a permission for sub admin since admins can actually always approve reservations on that to-do list so if I wanted to give that ability to my instructor I’m going to go edit that instructor settings let me open the guy that I’m working with here um and you’re going to go down
(52:51) to I’m going to C our admin hack here is contrl f so can approval permissions that’s where you’re going to want to go so you can approve owned lessons only so if this instructor can only approve their own lessons then they would only see lessons for their approval if you had somebody that had some higher level of you know maybe instructors it’s a head pro or director of tennis or something like that they can maybe approve all lessons so they would see every lesson that comes in but in this instance this instructor is only seeing lessons that
(53:25) they are booked on that’s what owned reflects all right well that is all that I kind of had prepared for us today Josh do you our Ashley if you’re still with us do you guys have anything to add here about anything I may have missed about instructors nope I’ll set okay think of looks like we got all the questions answered too yeah great so again thank you everybody for joining us today we will have this um webinar available to you um on our YouTube channel within the next 24 hours so definitely check that out um and we look forward to uh having
(53:59) more awesome things for instructors out here for you in the future awesome well thanks everybody for joining we’ll see you later thank you everybody bye