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How to Create and Manage Reservations

foreUP Education
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Overview

This article explains how to create and manage Calendar reservations in the foreUP platform. Calendars allow courses to reserve resources such as simulator bays, lesson calendars, tennis courts, or pool lanes for a specific duration of time.

 

Preconditions

Before creating a Time-Based Reservation, confirm the following:

  • Your have access to the Tee Sheet module
  • The Calendars feature has been enabled by foreUP
  • Your user role includes permission to create and manage reservations
  • Reservation calendars have been Created

 

Step 1: Creating a Calendar Reservation

  1. Log in to foreUP.
  2. Navigate to the Tee Sheet module
  3. Use the tee sheet dropdown and select the calendar or facility to book. Examples include:
    1. Simulator Bay 1
    2. Lesson Calendar
    3. Tennis Court 2
    4. Pool Lane 1
  4. Use the calendar to find the desired date.
  5. Click the time where the reservation should begin. (A pending reservation will be placed on the time selected.)

 

Step 2: Select the Reservation Type

When the reservation modal opens, select the appropriate reservation type.

TypeUse For
ReservationCustomer bookings
BlockMaintenance, events, staff use, or unavailable time

 

Step 3: Adding Customers

  1. Click the customer search field.
  2. Search using:
    • Customer name
    • Email address
    • Phone number
  3. Select the correct customer profile.

If the customer does not already exist:

  1. Select the Add Customer icon.
  2. Create the customer profile. (only first and last name are required)
  3. Select Save Changes.

⚙️ Note: Placeholder names may also be used for reservations that should not be tied to a saved customer profile.

Confirm Group Size Capacity

Some calendars display participant or guest capacity information.

Examples:

  • 1–4 People
  • Up to 6 Guests
  • 1–2 Participants

⚠️ Caution: Capacity displayed on the booking tile is informational only and does not automatically control pricing or multiplayer reservation behavior.

Review Price Class and Pricing

  1. Review the selected price class.
  2. Confirm the displayed pricing.
  3. Select a different price class if necessary.

⚙️ Note: Only price classes with configured seasonal pricing will appear.

⚙️ Note: Reservation pricing is based on the configured increment. For example, if a 30-minute increment costs $25, a 60-minute reservation costs $50. Pricing is only for the reservation block. The number of customers on the reservation does not affect the price.

 

Step 4: Choose the Reservation Duration

  1. Use the Reservation Length dropdown to choose the booking duration.
  2. Confirm the selected duration meets the customer’s needs.

Send a Confirmation (If Enabled)

If confirmation emails are enabled:

  1. Confirm the customer email address is correct.
  2. Checkmark Send Confirmation Emails
  3. Save the reservation.

⚙️ Note: Confirmation emails include the reservation date, time, duration, and reservation details.

Add Notes or Reservation Details

Before saving the reservation, add any necessary operational notes.

Examples:

  • Customer requested left bay
  • Bring rental clubs
  • Birthday group
  • Instructor: Mike
  • Needs setup 10 minutes early

💡 Tip: Use reservation notes consistently to improve staff communication and check-in accuracy.

Step 5: Save the Reservation

Review the following details:

  • Date & Start time
  • Duration
  • Customer(s)
  • Price
  • Notes

Click Reserve or Reserve & Check In

  • Selecting Reserve will create the reservation and the booking will appear on the calendar as a reserved block of time.
  • Selecting Reserve & Check In will create the reservation as well as open the POS to complete the sale.

 

Creating a Block

Use a block when time should be unavailable for customer booking.

  1. Navigate to the Tee Sheet module
  2. Use the tee sheet dropdown and select the calendar or facility to book. 
  3. Use the calendar to find the desired date.
  4. Click the time where the block should begin.
  5. Use the Reservation Type dropdown to select Block
  6. Enter a Title. Example block titles:
    1. Maintenance
    2. Private Event
    3. Staff Training
    4. Closed for Weather
  7. Use the Excluded Reservation Group dropdown if any groups should still retain the ability to book during this time.
  8. Select the block duration using the Reservation Length dropdown.
  9. Select Create.

⚙️ Note: Blocks prevent customer bookings during the selected time period.

 

Best Practices

  • Use descriptive block names so staff can quickly identify unavailable time.
  • Review seasonal pricing before enabling online booking.
  • Test Reservation Group access after configuration changes.
  • Use reservation notes consistently for operational visibility.
  • Confirm Day Template settings before troubleshooting availability issues.
  • Periodically review pricing increments to ensure accurate reservation totals.

💡 Tip: Test online booking availability using different Reservation Groups to confirm the customer experience.

 

FAQs

Why is a start time unavailable?

Start times may be unavailable because of:

  • Calendar operating hours
  • Increment settings
  • Existing reservations or blocks
  • Reservation Group restrictions

Why can’t I select a longer reservation duration?

Maximum reservation length settings and Reservation Group rules may limit available durations.

Can different customers see different availability?

Yes. Reservation Groups can control:

  • Booking access
  • Reservation lengths
  • Available times
  • Pricing visibility

How is reservation pricing calculated?

Pricing is calculated using the configured calendar increment and applicable seasonal pricing rules.

Can I create reservations without a saved customer profile?

Yes. Placeholder names may be used when a reservation should not be tied to a saved customer account.

 

Troubleshooting Tips

The Desired Start Time Is Missing

Verify the following:

  • The calendar is open during the selected time.
  • The increment allows the requested start time.
  • No existing reservation or block already exists.
  • The Reservation Group has booking access.
  • The correct calendar is selected.

The Desired Duration Is Missing

Verify:

  • Minimum reservation length
  • Maximum reservation length
  • Calendar increment settings
  • Reservation Group rules

Example:
If the maximum reservation length is 120 minutes, a 3-hour reservation will not be available.

The Price Displays Incorrectly

Verify:

  • Increment pricing
  • Seasonal pricing
  • Selected price class
  • Cross-timeframe pricing rules

⚙️ Note: Calendars supports cross-timeframe pricing, so reservations spanning multiple pricing windows may display blended pricing totals.

Availability Differs Between Customers

This is commonly caused by Reservation Group settings.

Verify whether the customer is booking as:

  • Public
  • Member
  • Staff
  • Another custom Reservation Group

Different Reservation Groups can have unique booking rules and reservation length limits.

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