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Bookings

This page covers how to create and manage bookings on the calendar. There are three types: court rentals, private lessons, and group lessons.

Booking a Court Rental

A court rental is when a customer reserves one or more courts for a time slot — no coach or lesson involved.

To create a court rental:

  1. Click on the calendar at the time and court you want.
  2. Select Court Rental as the booking type.
  3. Choose the customer who is renting the court.
  4. Confirm the time (start and end).
  5. To book multiple courts at once, select additional courts. They'll be linked together as one booking.

How pricing works: The price is calculated automatically based on each court's hourly rate multiplied by the duration. If a court has time-based pricing (for example, $40/hr mornings, $80/hr evenings), a booking that spans multiple time slots is charged at the appropriate rate for each portion.

Example: Court 1 at $50/hr for 1.5 hours = $75.00. Court 1 ($50/hr) and Court 2 ($60/hr) together for 1 hour = $110.00.

Scheduling a Private Lesson

A private lesson is a one-on-one (or small group) session between a coach and one or more students.

To create a private lesson:

  1. Click on the calendar at the desired time and court.
  2. Select Private Lesson as the booking type.
  3. Assign at least one coach.
  4. Add at least one student.
  5. Select the lesson type (this determines the pricing — see Lesson Types & Pricing).
  6. Confirm the time and court.

How pricing works: The price comes from the lesson type you select. It factors in the number of students, the coach pay rate, and the duration (or a flat session rate, depending on how the lesson type is configured).

Example: A lesson type priced at $18/hr per student with a coach pay rate of $12/hr, booked for 1 hour with 1 student: the student pays $18.00, the coach earns $12.00, and your net revenue is $6.00.

Scheduling a Group Lesson

Group lessons work like private lessons but are designed for classes with multiple students.

To create a group lesson:

  1. Click on the calendar at the desired time and court.
  2. Select Group Lesson as the booking type.
  3. Assign at least one coach.
  4. Select the lesson type.
  5. Optionally add students — you can add them now or later.

Why can I create a group lesson without students? Many facilities plan their class schedule and assign coaches before students have signed up. You can create the booking to block the court and assign the coach, then add students as they enroll. The price updates automatically as students are added.

Pricing with no students

When a group lesson has no students, the student charge is $0.00 but coach pay still applies. This means net revenue will be negative until students are added — that's expected.

Recurring Bookings

All three booking types support recurring schedules. When creating a booking, you can set it to repeat daily or weekly until a specific end date (up to 6 months out).

Recurring bookings are linked together as a series. If a specific date has a conflict with an existing booking on that court, you can skip that date — the rest of the series will still be created.

Editing a Booking

When you edit an existing booking, the saved price is kept as-is until you change something that affects pricing (like the lesson type, students, coaches, or time). Once you make one of those changes, the price recalculates using the current rates.

Warning

If the booking is already marked as paid, auto-recalculation is turned off so you don't accidentally change a settled amount.

Overlap Detection

Gurail checks for scheduling conflicts before creating any booking. If the court is already booked during the time you selected, you'll see an error showing which court has the conflict and the overlapping time range. You'll need to choose a different court or time.