Bookings

The Bookings page is your live view of everything booked on your facilities — who's on which court and when, plus the tools to hold time for maintenance or coaching and to cancel bookings when plans change. You'll find it under Facilities & programs → Bookings; the bookings themselves are made by members and visitors at /book on your club site.

Who can use this

Facility booking is a Pro plan feature. Club administrators always have access; moderators need the Manage facilities permission (facilities.manage), granted on Roles & positions. On the public /book page, signed-in members book at the member rate, casual visitors pay the casual rate by card, and guests can book without an account by leaving a name and email.

What's on the page

• Upcoming and past bookings: a searchable, filterable list — by venue, resource, date and status — showing who booked, the slots taken, and what was paid.
• Admin blocks: hold time on a resource for maintenance or coaching. Blocks ignore the public opening hours, so you can reserve a court before dawn if you need to.
• Closures: the same venue/resource blackouts you manage on Facilities, surfaced here alongside the bookings they affect.
• Refund flags: bookings marked paid but released — refund required, where a payment landed after its slot hold had already been released.

Step by step

Add an admin block

1. Choose the resource, date and time range, and give it a label ("Court maintenance", "Junior coaching").
2. Save — the time disappears from the public grid immediately. Blocks aren't limited to public opening hours or the advance-booking window.

Cancel a booking

1. Find the booking in the list and cancel it. The slots return to the public grid straight away.
2. If it was a paid booking, issue the refund from your payment provider's dashboard — refunds reconcile back automatically, so the booking's payment status updates on its own. Members can also self-cancel their own upcoming bookings from /book.

Handle a "paid but released" flag

This is the rare case where someone's card payment completed after their slot hold had timed out and been released — so the money arrived but the slots may have been taken by someone else. The booking is flagged so no one is silently charged for a court they don't have.

1. Check whether the slots are still free — if they are, the booking stands and you can simply clear the flag.
2. If someone else took the time, refund the payment from your payment provider's dashboard. The refund reconciles automatically and the flag clears.

Field reference

• Status — confirmed, cancelled, or flagged (paid but released). Admin blocks and closures appear in their own styles so they're never mistaken for member bookings.
• Booked by — the member's account, or the guest's name and email for account-free bookings.
• Paid — what was charged (member rate, casual rate, or free). Card payments are handled at checkout on /book; free bookings confirm instantly.

Tips & FAQ

• Can two people book the same slot at once? No — clashes are rejected at the database level, so even two simultaneous checkouts can't double-book a court. The loser sees the slot as taken and picks another.
• Why can't I refund from this page? Refunds always run through your payment provider's dashboard (where the money actually is). ClubHelix watches for the refund and reconciles the booking automatically.
• Do guests get a confirmation? Yes — guest bookings email a confirmation to the address they entered, and cancellations do the same.
• Blocking a whole day every week? For a standing hold (e.g. Tuesday night training), an admin block per week works, but consider whether the resource's opening hours should simply exclude that window instead.