Applying Credits for Court Booking

Club administrators can now apply credits to player accounts for court bookings. These credits can be given in place of a refund or in case of issues like rain/weather and or unplanned closures of the courts. You can set a refund window within court booking, so the credits would be used outside of the refund window. 

You can apply credits to multiple players or individual players. You can set an expiry date of when the credits should be used by. 

Watch our short 4-minute introduction to Credits

Where can Credits be used in Clubspark?  
Admins will be able to give credits to players who are the main contact in the court bookings. It can be used in coaching as well, see Credits for Coaching Courses.

Who can award the credits? 
Super Administrator, Administrator or Discounts administrator with access to the Discounts module will be able to access a table that shows details of credits that have been created.

How much credit can you give? 
It will auto populate the value, but you can change this value to whatever value you choose.

This article will give you the steps to : 

• How to Apply Credits in Court Booking

• How to Keep Track of Credits Applied

• How to Cancel a Credit
  

• How Does a Member Claim a Credit

How to Apply Credits in Court Booking

Step 1: To apply the credits to accounts, go to the Court Booking Tab and search the "Active" or "Cancelled" tabs for the player or players you wish to apply the credit to.
Step 2:  Select the player(s) that require a credit and select "Apply Credit"     

You can tick 1 or more. Then you will click on the apply credit button. 

Step  3: The pop up will appear and you can select the amount paid by the booker or a custom amount. 
Note:  For refunds, the stripe transaction fee is retained, so if you refund the full amount paid, then the venue will be liable for the stripe transaction fee. So it is upto you to choose to pay in full or custom amount. 

Then enter an Expiry date- we would recommend you do this, so the credit is not indefinite, however, it is not mandatory. Once the expiry date passes, the credit value will no longer show. 



Finally, fill out the Email Subject and Message. You may want to include why you are giving the credit etc. 


The last step is to label the reason for the credit: 
There are 14 options for the reason for the credit in court booking, these include:

• • • Covid-19
    • Illness/Injury
    • Insufficient numbers
    • Weather, rain, snow, etc.
    • Unforeseen circumstances
    • Coach Unavailable
    • Courts Unplayable
    • Maintenance Work
    • Venue Closure
    • Bereavement
    • Partner/opponent unavailable
    • Strike -can not travel
    • Work Commitments
    • Other

Step 4: Save
The credits will appear on the players record to use. How Does a Member Claim a Credit

 

How to Keep Track of Credits Applied

Once a credit has been applied to a player/member the Discounts and Credits will be available to view in the Discounts Tab in Serve Tennis- then click the Credits tab on the top right of the screen. 

From here you can cancel credits at any time as well as download a table of all available credits.

• Here you can see:
  • Available Credits 
  • Used Credits
  • Cancelled Credits
  • Expired Credits

How to Cancel a Credit

Step 1: To cancel the credit - in the Discounts Module - Credits. Select the credit(s) you wish to cancel by checking the box and then click Cancel Credit. 

Step 2: You can choose to send the member an email to explain why you are canceling the credit or not, you do this by enabling or disabling the 'Send credit cancellation email'. 

Step 3:  Click Confirm 

Note:  At present the emails are NOT shown in the email log but this is on the roadmap. 

How Does a Member Claim a Credit

We have an article you can share with your members if helpful: How to Use Credits in ClubSpark
It is very simple as you can see below. The credit is automatically applied, so when the member goes to pay for the court booking or  course, the credit is automatically applied at checkout. They can choose to not use the credit if they wish. 


Please note:  The credit can be used for any courses or court booking available, not just the course that the credit was originally applied. 

EXAMPLES OF CREDIT EMAIL TEMPLATES 

1. Email to participant to tell them they have been given a credit note: 

2. Canceled Credit Email example: