Article

Linked Booking Resources – link shared courts together!

Platform/Product/Module: Clubspark – Booking Module
Function: Link shared resources together

*Live: 11/09/2025

Linked booking resources allows you to link multiple resources together, so if one of the resources is booked, it will also block out the other linked resource for the same time-period. This prevents double-bookings and improves resource management.

For example a full-size tennis court may also be used as two pickleball courts. By linking the pickleball courts to the tennis court, if either pickleball court is booked, the full tennis court is also blocked at the same time, ensuring it can’t be double-booked.

How to Setup Linked Booking Resources

1. Go to the Manage Resources section within Clubspark

2. Create Unique Resources

  • Add each resource as a separate entity
  • For example, if you’re converting Tennis Court 1 into two Pickleball courts, create individual resources named Pickleball A and Pickleball B.
  • Click here for a support article on how to add resources.

3. Link the Resources

  • Click edit on the newly created resources, navigate down to Linked resources and link it to the appropriate resource (e.g. Court 1)
  • Note: this step can be completed in the same process as step 2, creating the unique resources.

 

 

Your resources are now linked so if for example, Pickleball A is booked from 5:00pm – 6:00pm, Court 1 will also be blocked out during this time. Whilst Pickleball B will still be available for bookings.

Bonus Tip:
To improve resource management and make non-tennis resources (e.g. Pickleball courts) easier for players to view and book, we recommend creating a separate booking sheet specifically for these resources.

Click here for a support article on how to do this.

Venues with Venue Automation System (Book a Court):
Venues with the ‘Book a Court’ system installed may be required to install additional hardware equipment for any new resources added, particularly if users booking these resources will require access via booking pin and activation of court lights. Additional programming may also need to be performed by CSS to ensure appropriate validation of gate/s and court lights.

Please reach out to [email protected] to confirm if this is necessary for your venue set up.

SINGLE SIGN IN NOW LIVE – Competitive Play websites – 21 August 2025

We are pleased to announce that we have introduced some changes to the way you sign-in and access your Tennis Australia Competitive Play websites (including Match Centre, League Manager and Tournaments). Thanks for your patience while we work to resolve known issues.

The update for 21 August includes the following changes:

  • Single sign in: You’ll use a single, secure sign in to access all Competitive Player platforms – including Match Centre, Tournaments and League Manager.
  • Multi-Factor Authentication (MFA): To keep your information safe, Multi-Factor Authentication (MFA) will be setup when you first sign in.
  • Universal Tennis Rating (UTR): You’ll be able to easily activate your UTR through Match Centre, without the need to create a profile on the UTR website.
  • Linked child profiles: Child profiles will be linked to their parent/guardian’s profile and will no longer require a separate email address to sign in. This will make it simpler and more secure to manage your family’s tennis activities.

For more information, visit tennis.com.au/compete

Support Guides

Check out the support guides for the above chances by clicking the below link:

Troubleshooting

Should you have any queries related to the above changes, please contact our Customer Support Team via phone: 1800 752 983 / email:  [email protected]

Payments Module

Platform/Product/Module: Clubspark – Payments Module
Function: Manage payment- related activity

*Live: 28/08/2025

The Payments module is your go-to place for managing all payment-related activity within Clubspark. It gives admins more flexibility, visibility, and control over how they sell and track products, orders, and more. The Add-On module is now in the Payments module.

You can access it via the left-hand menu on your admin dashboard – just click Payments

What can I do in the Payments module?

The Payments module includes three key areas:

  1. Payment Accounts – Easily connect and manage your Stripe account to enable online payments at your venue.

  2. Products – Create and manage items available for purchase such as merchandise, access fobs, or event tickets.

  3. Orders – View, update, and fulfil customer orders with real-time tracking.

  4. Subscriptions – this feature will enable recurring payments for coaching programs (when available)

What are Products?

Previously known as the Add-ons feature – now called Products. This enables you to offer optional extras when a member purchases or renews a membership package. This feature works seamlessly alongside the Memberships module.

Examples of useful add-ons:

  • Tube of tennis balls or club merchandise (e.g. t-shirt or hoodie)

  • Access fob/key for clubhouse entry

  • Membership Card/shoe tag

  • Voluntary donation to a facility project or fundraiser

  • Tickets to a club event, such as an awards night or social evening

  • Donations to the club

Admins can create and link these add-ons to specific membership packages via the Products section.

Products: What can i create and manage?

From the Products tab, you can:

  • Add new products to sell

  • Link products to membership packages as add-ons

  • Edit existing product details including:

    • Name and status

    • Description

    • Product code (SKU)

    • Pricing

    • Membership package linkage

This makes it easy to keep your offerings up to date across the year.

Orders: What can i do here?
The Orders tab shows all current orders from your members or customers.

From here, you can:

  • View a list of all orders with key info like payment and fulfilment status

  • Click into an order for more detail

  • Update the fulfilment status

  • Cancel or refund individual items

  • Mark as paid for any offline payments received manually

How to Change Website Font Settings

 

Platform/Product/Module: Clubspark – Website Module
Function: Manage your website Font display

Live: 11/09/2025

The website module now has an option to change the font styles. This will help you make your website more personal to your club. There is 25 different styles to choose from. You’ll be able to change the heading font and the body font.

How to change the font style:

Step 1:  Head to your website module on the left side

Step 2: Select ‘design’ in the Left hand navigation of the Website module page

 

Step 3: Select either the ‘Heading Font’  or ‘Body Font’ dropdown, selecting which font you would like.

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The style preview box (located on the right side of the screen) will show you how it looks once you select a font so you can decide if you are happy with the changes before ‘saving’.

 

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An example used below is ‘heading font’ as ‘Playfair display’ and the ‘body font’ as ‘Karla’.

The previous image used Oswald (heading font) and ‘Brandon Grotesque’ as the body font.

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Step 4: Once you have finished making your changes and would like this be visible to players, you click ‘save settings’ at the bottom left of the page (shown below).

 

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How to Review and Cancel Credits

How to Apply Credit to a Court Booking

How to Create a Discount Code (Promo Code)

New Discount Codes:

Venues can now self-create and track Discount Code (Promo Code) use for bookings in real time, no longer needing to go through Clubspark.

You can create Discount Codes for members, players, guests or friends to receive a discount when making a booking for court bookings and Program courses, camps, and coaching sessions.

Please Note (15/09/2025):
Discount promo codes can only be redeemed directly through the tennis venue’s booking website. Promo codes cannot be used on Play.Tennis, the user will see an error message, even if the code is valid. We’re working with Clubspark to find a solution.

Step 1:

Navigate to the “Discounts” Module using the navigation panel on the left and select “Add Discount” button on top right of page once within the Discounts area:

Step 2:

Beneath Discount Details, add a Discount Name and Discount promo code, using the following guidelines (select Tooltip (?) next to Discount name or Discount promo code also for assistance)

Discount names need to be unique:

You:

  • won’t be able to use a discount/promo name that’s already in use
  • could add date details like month and year to differentiate names

e.g. ‘Early Bookings 25’ for a Discount Code and ‘EarlyBookings25′ for a Discount promo code are suitable options.

Select a Fixed amount in dollars OR Percentage amount for the Discount in the box available (in this example it’s $5)

Step 3:

Select which product the Discount applies to, whether:

  • Court Booking or
  • Coaching (Courses, Camps and coaching sessions)

and Select the ‘Assign discount’ button to apply the discount created.

Step 4:

Usage: select ‘How many times the discount can be used overall’, (this is optional) as is ‘How many times can any one customer use the discount code?’ – up to you if you’d like to set limits on usage or not, be aware that leaving it blank is limitless usage within the time frame selected.

Select the ‘Active dates’ time frame you’d like the Discount to last for, it’s optional to choose an expiry date and then click the ‘Create discount’ button once you’re done creating your discount.

Available discounts (Discounts which have commenced), Scheduled discounts (those not yet within the available date range) and Expired Discounts can be viewed on the Discounts page.

  1. You also have the option here to ‘Edit’ any discount created if situations change using the Edit button.
  2. The list of Discounts can also be Downloaded via the Download table button to a CSV or PDF file.

How does a Player use a discount at Checkout?
The player would search for your course or camp the usual way, they would select the course or camps dates as they would normally and then on the order summary page, the discount page would show.


Enter the code and the discount is applied and then they can confirm and pay

Discount Codes FAQs

Q: What happens if someone tries to enter a ‘fake’ promo code? 
A: They will get the error below. If the code does not work, they can continue with the booking without the code.

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Q: Are promo codes case sensitive? 
A: Yes, they will need to be entered in exactly as you write them.

Q: I think my promo code has been shared with others and being abused. What should I do? 
At any point, you can disable the promo code to prevent others from using it. To do this, log into you discounts module, edit the promo code and edit the end date to today.  This will automatically update and prevent any further usage. It will move to the Expired Discounts tab.

Q: How do I know who has used my promocodes ? 
At present, you can see how many have used the promo codes in the Discounts module. You can download this information by clicking on the download table.
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If you click on the name of the code from this page, a further page will open up to list the names of people who have used the promo code and what for.

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Q: Can I apply discount codes to courses that do not take an online payment?
A: Yes you can.

 

Q: Can more than one discount code be used at a time? 

A: It’s a core part of the functionality that you can only use one discount code per order.

 

Q: Will the discount codes be available in other modules in the future?
A: We are developing the discount code module to be available in other modules, i.e. memberships

 

 

How to Bulk Cancel Court bookings

 

Bulk Cancellations:

This is a great feature to use when you have multiple bookings that need cancelling and will save you a lot of time!

Within the admin area, you can cancel an individual booking or you can bulk cancel selected bookings.

To bulk cancel court bookings, continue reading this guide.

Step 1:

You will first need to head into the Booking Module within the admin area. From here you will need to select the bookings you wish to cancel.

*Tip* – Before you confirm a bulk cancellation, please review your selections to ensure you’re only removing the bookings you intend.

Step 2:

Once you have clicked on all the bookings you wish to cancel, you will then need to click on the ‘bin’ icon (see above)

Here the following overlay will appear, this will allow you to confirm that you wish to cancel these court bookings as well as trigger any refunds. (verify that refunds fall within allowed time frame).

Once you have confirmed that you wish to cancel the selected bookings, you will need to click on the highlighted ‘Cancel Bookings’ button.

The bookings will now appear within your ‘Cancelled’ tab and any refunds will be given.

Daily Email Booking Reminders

Daily Email Booking Reminders

This is a great new feature where Booking Reminder emails will be sent automatically from Clubspark to players each morning.

These emails will be sent only to players who have a Clubspark court booking (or multiple bookings) for that day.

  1. Daily booking reminders by email: Who is this useful for, and why?

For players – this will remind them on the morning of their upcoming daily booking(s), plus give them a chance to cancel any bookings if their plans have changed. As a result, this also means more courts will become available for more players

For clubs- this will help free up courts for another player, help reduce the chance of bookers/members not showing up for bookings, and help clubs manage court utilisation.

For Igloohome/BCS court bookers – this is a very handy PIN reminder, particularly for coaches or people with multiple PINS for multiple bookings at multiple venues on the same day. Note, this email will only if the booking is under the ‘Booking’ category (i.e. it will not send if it’s a coaching category booking).

  1. About the email reminders:
  • The emails will be sent each night (approx. 1am) to all users that have a court booking for that day.
    Note – Players/ court bookers will only receive an email if they have at least one court booking that day for that venue.
  • The email will be sent for ‘Booking’ category types only for now.
  • The email will go to the person who has made the booking (or to the person the booking is made on behalf of)
  • The booker /booking contact will get a separate email for each venue they have booking at that day (e.g., if a coach has bookings at 2 different venues on the same day, they will receive 2 emails that morning – one for each venue).
    *Note – club admins, coaches and comp admins should make bookings using the relevant category e.g. competition, coaching, event etc).
  • Users are opted into the reminders by default but can unsubscribe by clicking “manage your bookings” and under Profile: Privacy and consents; unticking the court booking reminders check box
    (see section 3 below for steps on how to do this).
  • Juniors: Booking reminder emails for juniors will be sent to their parent/guardian who is linked in Clubspark)
  • Here’s an example of what the email looks like.

Administrators Guide:

  1. As an admin, how can i see if someone is subscribed or unsubscribed to emails?

Admins can go to the player/parents’ Clubspark Profile and view the Consents panel to see if a player has subscribed to receive daily booking reminder emails.

  • If the player is subscribed to receive daily court booking reminder emails, they will see a “Court booking reminders’ tag in the ‘Consents’ panel.
  • If they have unsubscribed, this tag will not appear.
  • This can also be viewed within the contacts module by viewing the ‘consents’ column in the contacts table.

2. As an admin – how do I add custom text to booking reminder emails?

  • Go to the bookings module. Click Settings, then Booking Emails
  • 2 options will display, Confirmation Information and Reminder Information
  • Type your free text information in the Reminder information box.
  • Hint – it’s best practice to keep this text relevant to bookings and access.
    This will ensure formatting remains optimal, and all other player consents are not breached.
  • Click Save

Section 3: Users can unsubscribe from Daily Booking Reminder Emails as per below:

  1. Select Profile
  2. Select Privacy and consents
  3. Reminder Emails: Untick Court booking reminders
  4. Click on Update my preferences to save changes

 

How to apply Updated Booking Rules

 

Updated Booking Rules:

In this guide you’ll be shown how to apply the updated booking rules for members, non-member or anyone with a role at your venue.

Benefits to admins include:

  • More Control Over Court Access – Helps prevent users from booking too many sessions over a longer period, ensuring fairer access.
  • Optimised Resource Management – Reduces overbooking and ensures better court utilisation over extended periods.
  • Court booking management – Greater flexibility, better visibility, and improved booking management for clubs

To access the new settings:

Step 1:

Navigate to:

  • Booking Module page
  • select Settings from left hand navigation
  • followed by Basic Settings.

Step 2:

Scroll down till you reach the Booking Rules section.

New:
Booking rules have one new change, the Maximum Bookings per day has been replaced with:

  • Max Bookings during period – The maximum no. of bookings a user can make during a period and
  • Max Booking period (days) – Is the maximum no. of bookings users can make within the specified time frame (days)

Booking rules allow you to decide – (from right to left as per the image above)

  • Advanced booking period (days) – How far in advance a booking can be made
  • Maximum bookings during period – How many bookings a player can make
  • Maximum bookings period (days) – Within a given time period (days)
  • Maximum booking slots per booking – How long the player will be on court
  • Minimum booking slots per booking – What is the minimum time that the player has to book a court for.

Example:

In the attached image above for “Everyone”, with timings previously set as booking slot duration = e.g. 60 minutes – can be described as:

Advance booking period (days) = 10.  This means the player can book up to 10 days in advance of the date they would like to book.

Max bookings during Period = 0. This means the player has no limit to the bookings they can make (add a value if you’d like to change this).

The period is set as

Max bookings period (days) = 1. This means the player can make a booking, every 1 day.
Anything higher than 1, The system will check X days before and after, the date the user is trying to making a booking for. Eg. maximum bookings during a period are 5 and the maximum bookings period in days is 7, this would mean a user is restricted to 5 bookings in an 14 day period as it checks 7 days before and 7 days after the date.

Max booking slots per booking = 4. This means the player can use 4 x 60-minute slots.

Minimum booking slots = 1. This means that that the minimum time of court is 1 booking slots i.e 1 x 60-minute slots = 1 hour minimum time on court

With all of these rules in place, the player can: Make 1 booking, up to 10 days in advance, every day, with no maximum time on court and a minimum of 1 hour per booking.

Step 3:

You also have the option to add rules and apply these to different types of users. E.g. the advanced booking period for a user with a responsibility as a ‘Coach’ could be longer than everyone else. You can add further rules by clicking the ‘Add row‘ tab.

Step 4:

Finally, make sure you save any changes you make by clicking on the ‘Save settings’ button at the bottom of the page before you exit.