Area Management

In a nutshell, the area management system lets you create and manage all the physical spaces in your club, from tennis courts to fitness rooms, with pricing, amenities, operating hours, and booking policies.

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Overview

The area management system is essential for organizing your club’s physical facilities. You can create different types of areas, set pricing structures, define operating hours, add amenities, and configure booking policies. This system integrates with your booking system to ensure members can only book available areas. Key capabilities:

• Area Creation: Set up different types of facilities and spaces
• Pricing Management: Set hourly, daily, or monthly rates
• Operating Hours: Define when areas are available for booking
• Amenities: Add features and equipment available in each area
• Status Management: Control area availability (active, maintenance, inactive)
• Public/Private: Make areas visible to members or keep them private
• Booking Policies: Apply specific rules for each area

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Managing Areas

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Viewing All Areas

1. Navigate to Operations → Areas in the admin panel
2. The areas grid shows all your club facilities
3. Use the search and filter options to find specific areas
4. Click on any area to view detailed information

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Understanding the Areas Grid

The areas grid displays:

• Name: Area name and club location
• Type: Area type (Court, Room, Field, etc.)
• Status: Current status with color coding
• Price Per Hour: Hourly rate (if set)
• Amenities: Number of amenities available
• Created: When the area was added
• Actions: View, edit, or delete options

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Area Status Indicators

• Active: Area is available for booking
• Maintenance: Temporarily unavailable for maintenance
• Inactive: Permanently unavailable
• Public: Visible to members for booking
• Private: Only visible to staff

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Creating Areas

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Adding New Areas

1. Click “Add Area” in the top right
2. Fill in the area details:
   • Basic Information:
     • Name: Descriptive area name
     • Club: Select the club location
     • Area Type: Choose from available types
     • Description: Detailed area information
   • Pricing:
     • Price Per Hour: Hourly rate
     • Price Per Day: Daily rate
     • Price Per Month: Monthly rate
   • Settings:
     • Operating Hours: When the area is available
     • Status: Active, maintenance, or inactive
     • Public: Make visible to members
     • Amenities: Select available features
     • Booking Policy: Apply specific rules
3. Click “Save” to create the area

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Area Types

Area types are predefined categories that help organize your facilities:

• Court: Tennis, basketball, volleyball courts
• Room: Fitness rooms, meeting rooms, studios
• Field: Soccer fields, baseball diamonds
• Pool: Swimming pools, hot tubs
• Gym: Weight rooms, cardio areas

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Pricing Structure

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Hourly Pricing

• Set rates for short-term usage
• Perfect for court bookings
• Can be different for peak/off-peak times

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Daily Pricing

• Set rates for full-day usage
• Great for special events
• Often discounted compared to hourly rates

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Monthly Pricing

• Set rates for long-term access
• Perfect for dedicated spaces
• Usually the best value for members

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Area Configuration

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Operating Hours

1. Set when each area is available for booking
2. Configure different hours for each day of the week
3. Set special hours for holidays or events
4. Define maintenance windows

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Amenities Management

1. Select from predefined amenities:
   • Equipment: Balls, rackets, weights
   • Facilities: Locker rooms, showers, parking
   • Services: Coaching, cleaning, security
   • Accessibility: Wheelchair access, elevators
2. Add custom amenities as needed
3. Display amenities to members when booking

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Booking Policies

1. Apply specific rules to each area:
   • Advance Booking: How far in advance members can book
   • Cancellation: Rules for canceling bookings
   • Duration: Minimum and maximum booking times
   • Restrictions: Who can book the area
2. Create different policies for different areas
3. Ensure fair access for all members

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Area Details

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Viewing Area Information

1. Click on any area in the grid
2. View comprehensive area details:
   • Area Information: Name, type, description, pricing
   • Configuration: Status, public/private, amenities
   • Operating Hours: When the area is available
   • Club Information: Location and contact details

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Area Statistics

The area details page shows:

• Booking History: Recent bookings and usage
• Revenue: Income generated from this area
• Availability: Current booking status
• Member Feedback: Reviews and ratings

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Quick Actions

From the area details page, you can:

• View Schedule: See all bookings for this area
• Area Settings: Configure area types and policies
• View Club: Access the club’s information
• Edit Area: Modify area details

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Common Tasks

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Setting Up a Tennis Court

1. Create a new area with name “Tennis Court 1”
2. Select “Court” as the area type
3. Set hourly pricing (e.g., $25/hour)
4. Configure operating hours (6 AM - 10 PM)
5. Add amenities (nets, balls, lighting)
6. Set booking policy (2-hour max, 24-hour advance)
7. Make it public for member booking

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Creating a Fitness Room

1. Create area “Main Fitness Room”
2. Select “Room” as the area type
3. Set monthly pricing for unlimited access
4. Configure extended hours (24/7 access)
5. Add equipment amenities
6. Set capacity limits
7. Apply appropriate booking policies

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Managing Maintenance

1. Change area status to “Maintenance”
2. Add maintenance notes
3. Set expected completion date
4. Notify members of temporary closure
5. Restore to “Active” when complete

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Setting Up Private Areas

1. Create area for staff-only spaces
2. Set status to “Private”
3. Don’t make it public
4. Use for administrative purposes
5. Keep separate from member booking system

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Tips & Best Practices

• Clear Naming: Use descriptive names that members understand
• Consistent Pricing: Set competitive rates based on local market
• Operating Hours: Align with member usage patterns
• Amenities: Be specific about what’s included
• Status Updates: Keep area status current
• Regular Review: Monitor area usage and adjust as needed

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Troubleshooting

Issue: Area not showing in booking system Solution: Check that the area is set to Active and Public status Issue: Pricing not displaying correctly Solution: Verify that pricing values are set and not zero Issue: Operating hours not working Solution: Ensure operating hours are properly configured for all days Issue: Amenities not showing Solution: Check that amenities are selected and saved properly Issue: Cannot delete area Solution: Ensure there are no active bookings for this area Issue: Area type not available Solution: Contact your administrator to add new area types