Tennis Court Booking System

Contents1. Obtaining Your Password...........................................................................................................................1

2. Registration................................................................................................................................................3

3. Booking your tennis court..........................................................................................................................7

4. Changing or Deleting a Booking................................................................................................................10

5. Court Maintenance / Unavailability..........................................................................................................12

Note that this system has been in by the squash section for many years

1. Obtaining Your Password(Note if you are a squash member or you use the member login to see club documents, you will already have a username and password so please go to step 2) Go to the club web-site Choose ‘Bookings’ from the Tennis Menu dropdown:

You will see the login screen Click on ‘Forgotten Password’

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The following pop-up box will appear:

Enter your username, which is made up of your <first name>.<surname> e.g. Joe Brown would have a user name of joe.brown (For some members the username is in a different format and you will have received an email giving you your username)

Submit the form and check your emails. You should find that a new password has been sent to you

If the email is not in your in box, check spam as well Copy the password from your email into the password box on the system You can change this to something more memorable when you log out, by

selecting ‘Change Password’ If you have not received an email, it is possible that your email address on the

membership system is out of date. Please contact membership@aecc.org.uk to ask for the system to be updated with the email address you wish to use.

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2. Registration Now you have your username and password, go to the club web-site Choose ‘Booking’ from the Tennis Menu dropdown You will see the login screen as shown below

Enter your username and password:o The username for most members is made up of your first name.surname

e.g. Joe Brown would have a user name of joe.browno Enter your password (Note that if you have forgotten your password,

follow the instructions in item 1 – Logging onto the system for the first time)

o You will be taken to the booking system

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The first time you log in, you will be presented with this screen:

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Please enter your correct age range and then we suggest you complete the rest of the boxes as follows (an explanation of each of the boxes is provided below the table:

Age

13 and over Under 13

Bookings

Display your name on the bookings timesheet

Receive confirmation emails for your new, updated and cancelled bookings

Receive peak-time booking cancellation emails

Include in member list viewable by other members

Receive reminder emails for bookings

Show name in opponent player selection list

Competitions

Receive score confirmation emails

Include contact details in member list viewable by other members

Include contact details on box leagues online for logged in members

Include name on public version of competitions online

Include name and contact details on box leagues printed pages(for display at club)

Receive email updates from the competitions administrator

If you have ticked the ‘Under 13’ box, and pressed ‘Save’ the following message will be displayed:

Under data protection regulations consents can only be given by people of 13 years old or older. Consent will need to be provided, by a parent or guardian, to your club in writing and the club can then enter the consents for you.

Please fill in the form as per the instructions below, ask a parent to sign the form and email to samuels.ruth@googlemail.com and I will set up the preferences for you.

Display your name on the bookings timesheet – if you tick this box your name will appear on the booking sheet. This means that other players can see who has is playing.

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Receive confirmation emails for your new, updated and cancelled bookings – if you tick this box you will receive an email confirmation when you book, update or cancel a court

Receive peak-time booking cancellation emails – peak times have been set up between 5 and 9pm, so if you wish to receive an email every time a peak court is cancelled, then tick this box. We suggest this should be left blank.

Include in member list viewable by other members – if you tick this box then your details (phone numbers, email address and membership type) can be viewed by other players when they click on ‘Club’ and Player List’ in the booking menu. It is up to you as to whether you wish to share this data.

Receive reminder emails for bookings – if you tick this box you will receive a reminder before your court booking. We suggest this is ticked

Show name in opponent player selection list – if you tick this box you can be selected as an opponent when someone is booking a court. If you wish to play tennis then this field MUST be ticked. Under the current circumstances we are making the ‘opponent’ field mandatory. This will allow us to understand who is on court at the same time and if required trace those who could have come into contact with someone who has to self-isolate.

Click

The following message will be displayed:

And the following button will appear:

Click on this button to take you to the booking sheet

Note that until your opponent has logged in and filled in the consent form, and agreed to show in the opponent player selection list, you won’t be able to book a

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court. So please encourage your fellow members to do this quickly. And please help those people who might be a little ‘technophobic’!

If they have already set themselves up, then you can go and book a court

3. Booking your tennis court You need to be a paid up member of the tennis section in order to be allowed

to book a tennis court You need a current email address on your membership records on the club’s

database as this address will be used to send confirmation of court bookings and reminders

The following screen will appear:

The screen will show ‘today’s’ date at the top of the screen.

You can change the date by clicking on one of the following buttons shown at the top left of the screen:

If you press on the left hand ‘grid’ button, a calendar will be displayed and you can choose a date:

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The button will return you to today’s date

The buttons will take you forward or back a day

The buttons will change the view:

shows the times down the left hand side of the screen

shows the times across the top of the screen

Go to the date on which you wish to book a court – the date will appear in the central red bar above the court booking grid:

Click on the time you wish to book a court. The following screen will appear:

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Follow the instructions on the screen and press OK or CancelNotes: You must choose an opponent as we have made this a mandatory field. During

the Coronavirus outbreak, we need to know who is at the club for contact tracing purposes. Your opponent must already have logged onto the system and given their consents for you to be able to book a court with them.

If you bring a guest to the club, please enter their name(s) and a contact number(s) for tracing and state whether they are adults or juniors (under 19). You will receive instructions in the confirmation email as to how to pay the guest fees.

The following confirmation request will appear:

Check that you have chosen the correct court, date and time and press OK or Cancel

Your booking will then appear on the booking screen:

Check that you have chosen the correct time and if not, click on the booked court. The following screen will appear:

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Change the booking as required.

The default length of the booking period is 60 minutes. If you wish to play for 30, 60 or 90 minutes:

BEFORE you select your start time, click on ‘Duration’ in the black ‘menu band’. You can select 30, 60 or 90 minutes. The default period for a booking will always be sixty minutes if you do not

select a duration, and this value is shown at the top of the list.

Once you have selected your required duration, you can then book as normalPoints to note:

Whichever period you choose, you will only be able to select a period of that length – so for example if you choose a duration of 60 minutes, you will not be able to book a 30 minute slot

If you choose a booking period of 30 or 90 minutes the booking grid will be shown in 30 minute slots.

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Please DO NOT leave 30 minute gaps between bookings Please DO NOT book back to back courts with the same people – especially on

the artificial clay courts – the maximum booking period is 90 minutes You will need to select the ‘Duration’ EACH TIME you book a court, otherwise

the duration will default to 60 minutes

4. Changing or Deleting a Booking

Scroll to the bottom of the grid on the booking screen, you can see the courts you have booked

If you click on the right hand- drop down arrow, you will see a list of your bookings. Select the booking you want to change and the system will take you to the booking grid for that day

If you wish to change the booking – then click on the booking in the booking grid.If you wish to delete a booking, press the Delete button.If you have pressed the ‘Delete’ key you will be asked for confirmation and you can either press ‘Yes’ to cancel or ‘No’ to prevent cancellation. If you do cancel, then the booking will no longer appear in your activity list

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5. Court Maintenance / UnavailabilityThere will be times when some courts will be unavailable for booking, for example during court maintenance. These periods will be blocked out in the calendar and will appear as follows:

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