Class and Clinic Scheduling Software for Racquet Sport Clubs

A club running a beginner clinic on court 2 at 6pm needs that court blocked from open booking for the clinic's duration, visible on the same calendar members use to book a regular game. If clinics live in a separate system from open court booking, a member can accidentally try to book a court that's actually reserved for a class, or staff have to manually cross-reference two calendars to avoid double-booking.

The practical fix is that a class or clinic occupies court inventory exactly like an open booking would, just attached to a class record instead of an individual member's reservation, so the same underlying availability engine prevents conflicts automatically. Members see the court is unavailable for open booking and, ideally, see what the clinic is and how to join it instead.

A clinic has a real capacity ceiling, whether that's four players per court for a drill format or a dozen for a social mixer, and that cap is different from how many people can occupy a court for open play. Each class needs its own capacity setting, its own roster, and its own waitlist, independent of the general court booking waitlist.

When a class fills, the system should offer a waitlist specific to that session and, ideally, notify waitlisted members immediately if a spot opens from a cancellation, the same urgency that matters for open-court waitlists. A drop-in social that's capped at 12 and always fills fast benefits especially from fast waitlist turnover, since a canceled spot the morning of the class is only useful if someone's notified in time to show up.

A weekly beginner series that runs the same time every week for eight weeks is a fundamentally different booking than a single Saturday clinic that happens once. The recurring series needs a season-long roster, a consistent price across all sessions, and ideally a single registration that covers the whole series rather than the member re-booking each week.

A one-off clinic, by contrast, is closer to a single event: it's booked once, priced once, and doesn't need the renewal or per-occurrence cancellation logic a recurring series does. Treating a one-off clinic like a recurring series adds unnecessary complexity, and treating a season-long series like a set of unrelated one-off events creates the re-booking hassle a series is supposed to avoid.

Every class needs an instructor attached to it, and that assignment needs to account for the coach's actual availability, not just the court's. A club running several simultaneous clinics needs to know at a glance which coach is teaching which session, and avoid double-booking a coach across two classes that overlap in time even if the courts themselves are free.

This also matters for payroll and reporting: a coach paid per session or per class needs their taught sessions tracked accurately, which is straightforward if class records carry an assigned instructor field the system checks against that coach's schedule, and much harder if instructor assignment lives in a separate spreadsheet nobody reconciles with the booking calendar.

A group clinic, a one-on-one private lesson, and a plain open-court rental are three different products with three different price points, even though all three might use the same court. A club needs pricing configured per booking type, not a single court rate applied everywhere, otherwise a group clinic ends up priced like an hourly court rental split awkwardly among attendees.

In practice this means a class has its own per-person price independent of the court's open-booking rate, a private lesson is priced per session and tied to the specific coach's rate, and an open court booking uses the standard hourly rate. Keeping these as genuinely separate price configurations avoids the mental math of trying to derive one from another.

Courtlines schedules clinics and classes on the same calendar as open court booking, with class-specific capacity, rosters, and waitlists that operate independently from open-court availability, and instructor assignment that checks a coach's schedule to prevent double-booking. Recurring class series and one-off clinics are handled as distinct booking types, each priced on its own terms, separate from private lesson and open court rates, all under the club's own name and domain with payments settling through Stripe.

The nightly AI business advisor reviews the last 30 days of data, including class fill rates and no-shows, and surfaces three ranked recommendations with dollar estimates and confidence scores, which can flag, for example, a clinic time slot that's chronically under capacity before it becomes a wasted coach hour every week. Courtlines currently powers Pickleland ATX in Austin, Texas.