Spaces and the booking calendar

What's a space?

A space is a place your organization rents or plays on, such as a court, field, lane, rink, or room. Each space has its own name, like "North Court" or "Field 3", and belongs to the organization, not to one booking page.

Spaces let Playpass know which place each booking uses:

Two booking pages that rent the same courts never sell the same court twice. A court booked from one page shows as taken on every page.
Staff see every space in one calendar, with online bookings, staff bookings, open play, and blocks.
Players see the name of the space they booked on their receipt and emails.

Use spaces when you rent places by the hour. Lessons, classes, and shifts that don't take a particular place can keep using booking pages without spaces. See Getting started with Bookings for how booking pages work.

Add your spaces

Go to Dashboard > Bookings > Spaces.

Choose Add space.
Enter its Name, like "North Court", then choose Add space.
Repeat for each space.

Name each space the way players and staff say it. The name carries the sport, so a soccer complex can add "Field 1" and "Field 2", and a bowling center can add "Lane 1" through "Lane 12".

To rename a space or change what it's made of, choose Edit in its More menu. Bookings keep the space under its new name.

To stop renting a space, choose Remove in its More menu. Booking pages stop using it, and past bookings keep its name. A space with upcoming bookings or blocks can't be removed; move or cancel them first. A space that's part of another space can't be removed until it's taken out of that space. A space no booking page uses shows Not on a booking page.

To bring back a removed space, add a space with the same name. Its past bookings come back with it.

On a booking page's Spaces section, choose Manage spaces to add or edit your organization's spaces. If there are no spaces yet, Add space opens the space form and returns you to the booking page afterward.

Spaces made of other spaces

A space can be made of other spaces. Booking it takes all of them at once, and booking any one of them takes it.

A full gym: add "Court 1" and "Court 2", then add "Full Gym" made of both. A Full Gym booking takes both courts, and a Court 1 booking means the Full Gym isn't free at that time.
A split field: add "Field 1 North" and "Field 1 South", then add "Field 1" made of both. Renters can book a half or the whole field.
Several levels: a complex can be made of fields, and each field of its halves, up to 4 levels.

To make a space from others:

Choose Add space, or Edit on an existing space.
Enter its Name.
Open Made of other spaces and select at least two spaces.
Choose Add space or Save.

The Spaces list shows what each space is made of.

You can split a space that already has bookings. Upcoming bookings and blocks move onto all of its new parts, so a booked court stays booked when you split it into halves. A booking already under way moves from now on. If one of the new parts is already taken at one of those times, Playpass doesn't save the change and says which booking is in the way.

When two layouts overlap without one fitting inside the other, like a cross court over the middle of two courts, add a space for the shared area (for example, "Center Zone") and make both layouts from it. Booking one then takes the other. A space doesn't need to be on a booking page to be part of another space.

Choose spaces on a booking page

Open a booking page from Dashboard > Bookings > Booking pages, choose Edit, then open Spaces.

Select the spaces this page rents.
Under How bookings use spaces, choose one:
- One space per booking: each booking rents one free space. Use it for court, field, or lane rentals. Times show how many spaces are left. Let players choose the space is on by default: players see each space's times and can pick one (see below). Turn it off to have Playpass give each booking a free space.
- Players share the spaces: each time takes the selected spaces, and players book spots in it. Use it for open play, drop-in sessions, or clinics that use the courts.
Choose Save.

The Spaces row on the Edit list then shows the selected spaces, like "North Court, South Court", and "Players choose" when they do.

Let players choose the space

With Let players choose the space, a page that rents two or more spaces shows them as buttons above the times, starting with Any available:

Any available works as before: each time shows the spaces left, and Playpass gives the booking a free space.
A space's button, like Court 3, shows only that space's times. A time when it's taken shows Booked.
At checkout, players can keep Any available or pick any space that's free at their time. Coming from a space's button, that space is selected.
If someone books the chosen space first, checkout says so and asks the player to choose again, keeping their answers.
If a player's checkout expires before their payment arrives and someone else books their space meanwhile, the payment still books them another free space. Their receipt shows the space they got.
Players booking in the Playpass app get any available space for now.

The price is the same for every space. Players can't choose between spaces that overlap, like a full court and its two halves on one page, so Playpass asks you to turn off the setting or choose spaces that don't overlap. You can turn the setting on or off with upcoming bookings; they keep their spaces.

How spaces left are counted

With One space per booking, a time is available while at least one selected space is free for the whole booking. Players see the count beside each time, like "2 left" or "1 left", and the time shows Sold Out when every space is taken.

To rent a full gym, choose the Full Gym space on its own page. A page that rents Court 1, Court 2, and Full Gym together shows "2 left" when all are free, because two courts can be booked at once but the gym takes both. Each booking gets the smallest free space that still leaves the most bookings possible, so the first renter gets a court, not the gym.

A space is taken by anything that holds it at that time:

a booking from any booking page, including a checkout still in Stripe
a booking of a space it's part of, or of one of its parts
a staff booking
an open play time on a page set to Players share the spaces
a block

When a booking is canceled or its checkout expires, the space is free again.

Several pages on the same spaces

Use one booking page per kind of rental, and choose the same spaces on each. For example, a club with two courts can have:

a Volleyball Court Rental page with One space per booking
a Pickleball Court Rental page with One space per booking
an Open Play page with Players share the spaces

A court booked for volleyball shows as taken on the pickleball page, and open play times hold both courts. When an open play time would overlap a court that's already booked, Playpass doesn't create that time.

Sell longer bookings

A rental page can sell more than one length from the same start times, like 1 hour, 2 hours, and 3 hours.

Open the booking page, choose Edit, then Lengths and prices.
Default booking shows the page's existing length and price. Choose Edit price or Edit length to change them.
Choose Add length, select the Length, and enter its Price. Enter 0 for a free booking. Repeat for each longer length.
Choose Save.

You can add up to 5 more lengths. Choose Remove beside a length to remove it, then Save. When the page has Registration pricing or member pricing, each length also has a Registered or Members price.

Lengths and prices appears only on pages that rent spaces with One space per booking.

Players pick a length above the times. Each time then shows only the starts where a space is free, and the page open, for the whole length. A 2-hour booking at 7:00 PM needs a space free from 7:00 to 9:00 PM.

Give members a lower price

If your organization has a membership, a booking page can charge members less.

Open the booking page, choose Edit, then Member pricing.
Enter the Price for members. Enter 0 when the membership includes the booking. Leave it blank if members pay the normal price.
Under Memberships that qualify, select the memberships.
Choose Save.

The participant chosen at checkout gets the member price while they have an active subscription to a selected membership. When a player qualifies for more than one price, such as a registered-player price and a member price, they pay the lowest one. The receipt shows the member discount.

The Member pricing row shows "Off" or the price, like "$50 for members". It appears once your organization has at least one membership. The member price can't be higher than the page's price.

Use the booking calendar

Go to Dashboard > Bookings > Calendar.

Day shows a column for each space, with times down the side. On a phone, the day is a list grouped by space.
Week shows a row for each space and a column for each day. Choose a day's heading to open that day.
Use Previous, Today, and Next to move between dates, or pick a Date.

Spaces made of other spaces don't get their own column. A Full Gym booking shows on each of its courts, labeled "Full Gym".

Each entry is labeled:

Label	What it is
Booked online	A player booked it on a booking page
Added by staff	Staff added it from the calendar or Add booking
Unpaid	A staff booking that hasn't been paid yet
Open play	An open play time holding the space for a shared booking page
Blocked	The space is off sale for maintenance, an event, or league play

An open play session that uses several spaces appears on each occupied space. It is labeled Shared session, or One session across 2 spaces, with the total booked across the session. These entries open the same Timeslots page; they do not represent separate sessions or separate spot limits.

Choose a booking to open it. Choose an empty time on a space to add a booking there, with the space, date, and start already filled in.

On a booking, choose Manage times to open that booking page's Timeslots.

If you haven't added spaces yet, the calendar shows Add spaces.

Add a booking at the desk

Use Add booking for phone and walk-in renters, or for a regular group that books every week.

Choose Add booking on the calendar, or choose an empty time.
Choose the Space and the Booking page. The booking page sets the price, and it must rent that space.
Enter the Date, Start, and Length.
Enter the renter's Name and Email. If a player already uses that email, the booking goes on their account. Otherwise Playpass creates their account so they can see the booking.
Under Payment, choose one:
- Paid in cash: they paid at the desk.
- Unpaid: they pay later, at the desk or online from a payment link.
- No charge: the booking is free.
Leave Amount blank to use the booking page's price, or enter a different amount.
Add a Note if staff need one. Only staff see it.
Select Email the player a confirmation to send them their receipt.
Choose Review booking, check the summary, then choose Add booking. Choose Edit to go back and change it.

The space must be free for the whole length. If it's taken, the review says what holds it; choose another space or time.

A staff booking can be at a time the booking page doesn't sell online, like a late-night rental. That time is held for the renter but isn't added to the public page.

Weekly renters

To add the same space and time every week, open Repeat weekly and enter Until. One weekly booking can cover up to 52 dates.

The review lists every date. Dates when the space is already taken are crossed out and skipped, with what holds the space, so you can book those another way. Choose Add with the number of bookings, like Add 12 bookings, to add the rest.

Each date is its own booking, with its own receipt and payment. The booking shows Weekly in its Staff panel with the dates still to come.

Manage a staff booking

Open the booking from the calendar or Dashboard > Bookings. The Staff panel shows who added it, who recorded the payment, the note, and the weekly schedule.

Record cash payment: marks an unpaid booking as paid in cash.
Move, on the Space row: moves the booking to another of the booking page's spaces that's free for the same time.
Change, on the When row: changes the space, start, or length of a staff booking that hasn't started. For a weekly booking, choose This date or This and later dates.
Cancel booking, or for a weekly booking Cancel this date or Cancel this and later dates: cancels the booking and frees the space.

Online bookings on a One space per booking page can also use Move, so you can swap courts without canceling a player's booking.

Ask for payment with a payment link

Every unpaid booking has a payment link. The link is the booking's receipt, and the receipt shows Pay for your booking with a Pay button whenever the booking is unpaid.

On the booking, under Payment link:

Copy the link to send it in a text or chat.
Or choose Email payment link, choose how long to Hold the space for (24 hours, 48 hours, 72 hours, or until it starts), then choose Email payment link.

The email names the space and the deadline and has a Pay now button. The receipt also shows "Your booking is held until" the deadline. If the booking isn't paid by then, Playpass cancels it and the space goes back on sale.

Choose Send again to email the link again with a new deadline. The Staff panel shows when the link was sent and when the hold ends. In the Playpass Player app, the receipt shows Continue payment. Once the booking is paid, in cash or online, the deadline no longer applies.

If you choose Record cash payment while the renter is paying online, Playpass closes their checkout first. If they had just paid, the booking shows "This booking was just paid online" and keeps the online payment. If a card payment arrives after you record cash, Playpass refunds the card and keeps the cash.

A payment link needs:

an unpaid booking with an amount to pay
a booking that hasn't started yet (after it starts, share the receipt link)
Stripe connected in Settings › Payments

Online payments from a payment link include the usual Playpass fee. If a booking is paid online twice, Playpass refunds the second payment.

Block spaces

Use a block to take spaces off sale for maintenance, a private event, or league play. Blocks never move or cancel existing bookings.

Go to Dashboard > Bookings > Calendar and choose Block.
Select the Spaces.
Enter the Date, From, and To times.
To repeat, open Repeat weekly, select the days, and enter Until. Leave the days empty to repeat on the first date's day.
Choose a Type: Maintenance, Private event, League play, or Other. Add a Reason if you like, such as "Floor refinishing".
Choose Review block, check the dates, then choose Block spaces, or for a repeating block Block with the number of dates, like Block 20 dates.

Blocks don't move bookings, so a block can't cover time that's already booked. On a repeating block, the review crosses out the taken dates and skips them. Move or cancel those bookings first if the block must cover them.

To change a block, open it from the calendar and choose Edit on Type and reason. To remove it, choose Remove block in its More menu, or for a repeating block Remove this date or Remove this and later dates.

What players see

Booking page: each time shows the spaces left, like "2 left", or Sold Out. Pages with more lengths show a length picker with each length's price. When players choose the space, a button for each space shows its own times.
Checkout and receipt: the receipt shows the Space they booked, like "Space: North Court".
Emails: confirmation and payment link emails name the space.
Unpaid staff bookings: the receipt shows Pay for your booking and, after an emailed link, the deadline.

When the page lets players choose, they pick the space or keep Any available. Otherwise Playpass gives them a free one. Either way, staff can move the booking with Move.

Troubleshooting

Why does a time show Sold Out when a court looks free?

Check the calendar for that time. A space is taken by a booking from any page that rents it, a checkout still in progress, an open play time, or a block. For a longer length, the space must be free for the whole length.

Why can't I add a staff booking?

The space is already taken for part of that time. Choose another space or time.
The booking page doesn't rent that space. Select the space on the page's Spaces section, or choose another page.
No booking page rents spaces yet. Choose spaces on a booking page first.

Why did Playpass ask me to try again when I changed a space?

A booking page that uses the space was taking a booking at that moment. Try again in a moment.

Why did Add booking say the page no longer rents the space?

The booking page's spaces changed while you were adding the booking, for example to Players share the spaces. Check the page's Spaces section, then add the booking again. If Change on a staff booking says "Choose one of this booking page's spaces" or that the page no longer rents spaces, the same thing happened: check the page, then change the booking again.

Why did a block say a space was removed?

The space was removed while you were adding the block. Choose the spaces again.

Why can't I email a payment link?

The booking must be unpaid, have an amount to pay, and not have started. Stripe must be connected. After the booking starts, share the receipt link instead.

Why was an unpaid booking canceled?

Its emailed payment link had a deadline, and it wasn't paid by then. The booking shows "Not paid by the payment deadline." Add it again if the renter still wants the time.

Why doesn't recorded cash show in Reports revenue?

Reports revenue counts online payments. Cash you record shows on the booking, on Dashboard > Bookings, and in the bookings CSV.

Why can't I change a page's spaces?

A booking page keeps its spaces and How bookings use spaces while upcoming bookings depend on them:

How bookings use spaces can't change while bookings are still to come, except turning Let players choose the space on or off.
On a Players share the spaces page with booked upcoming open play times, the page can't remove every space or stop sharing them. Choosing other spaces works when they're free at those times.

Change how bookings use spaces once those times have passed, or cancel the bookings first.

Why didn't an open play time appear?

When an open play time would use a space that's already booked or blocked, Playpass doesn't create it. Free the space, then refresh booking times on the open play page.

FAQ

Do players choose which court they get?

Yes, when the page has Let players choose the space on, which is the default. Players pick a court on the booking page or at checkout, or keep Any available. The receipt names the court, and staff can move a booking to another free court with Move.

Can one booking page rent some spaces and another page rent others?

Yes. Each booking page chooses its own spaces. Pages that share a space never sell it twice.

Can I rent a full gym and single courts from the same spaces?

Yes. Add a Full Gym space made of the courts. Rent it on one page and the courts on another, both with One space per booking. A gym booking takes both courts, and a court booking takes the gym for that time.

Can I split a field into halves later?

Yes, even with bookings. Add the halves, then edit the field and select them under Made of other spaces. Upcoming bookings of the field move onto both halves.

Can a renter book the same court every week?

Yes. Staff add a weekly booking with Repeat weekly. Each date is its own booking with its own payment.

Can I take cash at the desk?

Yes. Choose Paid in cash when you add the booking, or Record cash payment on an unpaid booking.

Does a block cancel bookings?

No. A block can't cover a time that's already booked. Move or cancel those bookings first.

Do members need a membership to book?

No. Anyone can book a public booking page. Members with a qualifying membership pay the member price.

What's next?

Add your spaces from Dashboard > Bookings > Spaces
Open the booking calendar
Learn how booking pages work
Set up memberships for member prices
Learn about setting up Stripe for payment links and online payments
Learn how to check in bookings and review attendance