Complete Booking Software

Sportyfriends includes a complete and flexible booking system for sports clubs and associations applicable for anything from bookings of courts, rooms and centres to instructors and equipment. Adjust pricing to your needs based on time, court and members and guests.

Who Can Do Bookings?

When setting up the booking platform, you need to consider whether only members can book, or whether guests should also have access. If you have chosen to allow only members to do bookings, they must have a membership. If you don’t have one, you will be asked to buy one during the booking process.

It is also possible to set up the system for guest bookings. This would be an obvious solution for you if you have many new users and do not use memberships.

Examples of this could be a ‘pay’n’play’ padel centre, a yoga studio or a dancing school where you sign up for the classes you wish to attend.

How Many People Are Required for a Booking?

You may also decide the number of people needed to make a booking. For example, if you play a team sport like beach volleyball, you may want to set up the booking system so that a minimum of 4 players are registered on a court booking. Or two players for a single in badminton.

At the same time, you should also consider how many active bookings a person can have at a time. For example, if your users have 2 active bookings at a time, this means that they can only book again when one or both bookings have passed. If you don’t have a maximum number of bookings allowed at the same time, you take the risk of some users booking a lot of slots in the same time frame and thus taking up available slots from others.

When Can I Book?

You can also set up the time period during which your users can book. Let’s take the example of a tennis club with 10 outdoor courts. Here you can decide when the courts open and close for bookings. It could be that they are open for booking on weekdays from 07.00-23.00, while in weekends they are available for booking from 06.00-20.30.

You can also have different opening hours and time intervals for each court. For example, you can choose that courts 3 and 4 are available for booking until midnight on Wednesdays, while courts 7 and 8 only can be booked until 7pm on Mondays.

In addition, the duration of your courts’ session times can be varied. For example, some courts can be booked for a 60 minutes duration, while other courts can be booked for 45 or 90 minutes. This can be useful if you have scheduled a team training session with a duration of 1.5 hours, so the courts can be booked for exactly 90 minutes. And then afterwards, other users can then book the courts for 60 minutes starting instantly after the team training session.

Booking in Advance

As an admin, you also decide how far in advance your users can book. For example, if you choose 14 days, bookings can be made two weeks in advance. Time slots further into the future will not be bookable. You can set up the time scope from a single day ahead up to several weeks, months or years.

How Close to the Session Start Time Can I Book?

In cases where your club or sports association offers booking of rooms, it may be important to know some time in advance when a room is booked. There may be specific requirements for equipment in the room or for cleaning that needs some preparation. Therefore, you can choose the latest time a room (or a court for that matter) can be booked prior to the start time of the booking. If a room is available from 14.00-16.00, you can choose if it can be booked up until 13.59 or if it has to be booked at least a few hours in advance to allow time for the cleaners to come by.

Are Bookings Paid or Free of Charge?

Admin chooses whether a booking should be free of charge or if it requires payment. This can be set up to match the needs of your association. You can let your users pay for their booking on a time to time basis, which many pay’n’play centres use. The user pays easily and securely online with their preferred payment card, and seconds later they have a booking confirmation email.

Alternatively, your users’ booking rights can be paid for through their membership. In this case, they buy a membership of your association and in the membership settings you can set up that it includes booking access for the member.

Booking Vouchers

It’s also possible to offer your users the option of a smart voucher solution. In Sportyfriends, we have developed the classic loyalty card into a more flexible solution, simply called “Points”. Using points, you can let users buy x number of points, which can be applied to purchase services at the club such as bookings or participation in events. Thus, you can offer discounts to your users through points. That is, buy points equivalent for 20 bookings for the price of 18 bookings.

Cancellation of Bookings and Payment Refunds (Optional)

A booking can be cancelled quickly and easily. If the user has paid for a booking, it is up to you as admin whether they should get a payment refund. If you activate this option, the payment will be refunded to the payment card that the user initially applied for the payment of the booking. This is done automatically, so you do not have to refund payments manually.

Furthermore, you may also set up whether or not there should be a deadline for when a booking can be cancelled and if the payment is to be refunded back to the user. For example, if you choose that a booking must be cancelled by the user at least 24 hours prior to the start of the booking, the user will not be refunded if he cancels his booking later than 24 hours before the start of the booking.

Expanded Booking Rights for Certain Users

Assigning different booking rights to specific persons in your association can also be set up. E.g. It may be that there is a need for coaches to be able to do unlimited bookings free of charge on behalf of the club, so that a junior coach can book training sessions throughout the season. In addition, you can extend these booking rights to also include club administrators in order to allow them to do bookings for members and even cancel members’ bookings in case it’s needed.

Fixed Bookings and Time Slots

Besides individual bookings, you also have the option of offering your members to book fixed time slots, the so-called contract bookings. For example, a tennis court every Tuesday morning from 09.00-10.30 from the beginning of August until the end of December. This can be set up so that members book a fixed court time directly in the booking system, or you as admin can send an email invitation to specific members to book the fixed time.

The Display of Courts/Rooms/Centres in the Booking Overview

Highlighted Info in the Booking Overview

Are you in need of giving the user a specific piece of information when they are doing a booking? If so, you can add a brief text that is displayed to everyone at the top of the booking overview. An example of this could be a squash club pointing out that you must play in non marking shoes in order to protect the floors.

Platforms Supported by the Booking Software

With Sportyfriends you can use the booking system from PC, tablet, and a mobile version. In addition, we have an app for iOS and Android.

Additional Features in Sportyfriends’ Booking Software

Booking of Coaches and Instructors

If your club has assigned coaches or instructors, you can give members and guests access to book a session with a coach at the same time as doing the court booking. This happens in the same flow as the booking, so the user does not have to first book an available time and then find an available coach afterwards.

Court Lights Solution

Sportyfriends also includes an option for lighting control on courts, venues and in halls. The lights automatically turn on 5 minutes before the start of the booking and turn off 5 minutes after the end of a booking. Once a booking is made, the light turns on instantly. This means that there is no waiting time of x number of minutes for the lights to turn on if you have made a booking just now.

Booking through Wannasport

The Denmark-based software company, Wannasport, is a popular way for people to find available sports offers. Sportyfriends and Wannasport have a close cooperation and you can easily integrate bookings through Wannasport in your club when using Sportyfriends.

This is only the tip of the iceberg

Whether you’re just getting started or ready to dive in – explore your options and find the plan that fits your needs.