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How to Set Up and Manage Online Booking for Your Sports Facility

Membership vs. Pay-Per-Use

How much time could you save if your clients could handle their own scheduling with online booking?

Managing a sports facility or training business takes a lot of time—scheduling, payments, and coordinating staff can pile up fast. But what if your clients could book their own sessions whenever they want? An online booking system lets them do just that, making things easier for both you and them.

In this guide, we’ll show you how to set up and manage an online booking system, so you can spend less time on scheduling and more time running your business.

Plus, it helps avoid mistakes and keeps your clients happy by giving them more control over their bookings.

TAKE A FREE PRODUCT TOUR ON BUILDING OUT YOUR SPORTS LESSONS IN MINUTES

1. Understand the Benefits of Online Booking for Your Facility

Why is an online booking system essential?

  • Saves Time: Automating bookings means no more manual scheduling through phone or in-person appointments, allowing your staff to focus on more critical tasks.
  • 24/7 Access: Clients can book at their convenience, boosting facility utilization and client satisfaction.
  • Prevents Double Bookings: A real-time view of availability reduces human errors and ensures smooth scheduling.
  • Streamlines Payment: Collect payments during the booking process, which minimizes no-shows and simplifies revenue tracking.


Pro Tip: Facilities that switch to online booking report a 70% increase in customer satisfaction, as most consumers prefer booking appointments online rather than over the phone.

2. Choose the Right Online Booking Platform

What features should you look for in a booking platform?

  • User-Friendly Interface: The system should be intuitive for both staff and customers.
  • Integration Capabilities: Ensure it works with your existing CRM, payment systems, and other software.
  • Mobile-Friendly: Clients should be able to book from any device.
  • Multiple Schedules: The system should manage different sports or facilities.


Recommendation: Take a free product tour of Upper Hand software to see why it’s the solution for managing your sports facility bookings. Take a Free Tour Now

3. Set Up Your Online Booking System

See how easy it is to set up your booking system using Upper Hand

Step 1 – Select the green (+) button in the upper-righthand corner of the top navigational bar and select New Event from the drop-down menu.
online booking
Step 2 – Select the Open Booking option under the Event & Location tab
Step 3: Fill in Your Event Details

Use the seven navigation tabs to enter your event information:

  • Event & Location Tab:

    • Add a title and event type (e.g., private lessons, group classes).
    • Set your facility’s location and mark events as “Private” if needed.

  • Schedule Tab:

    • Set the start date and specify session durations (e.g., 30 or 60 minutes).

  • Participants Tab:

    • Set participant limits per session and define any restrictions.

  • Staff & Resources Tab:

    • Assign staff and add resources (e.g., courts, equipment).

  • Pricing Tab:

    • Enter pricing details and enable payment options.

  • Marketing Tab:

    • Add a description and image to promote your event.

  • Registration Tab:

    • Customize fields to collect essential client information.
Step 4: Click the Save button to save all changes. Click the Post button to make your event Active and open for registration.

Tip: Be sure to click Save anytime you make changes or updates to your events, even after posting.

4. Integrate Your Booking System with Your Website and Social Media

How can you make your booking system easily accessible?

  • Website: Embed a booking widget directly on your homepage to increase visibility.
  • Social Media: Share direct booking links on platforms like Facebook and Instagram.
  • Google My Business: Add a “Book Now” button to attract local searches.


Pro Tip: Upper Hand allows you to seamlessly integrate booking tools into your site and social media.

5. Promote Your Online Booking System

Strategies to drive usage of your new booking system:

  • Announce the new system through an email campaign.
  • Post regular updates on social media to encourage online bookings.
  • Offer discounts for first-time online bookers.
  • Use local ads on platforms like Google and Facebook to target interested individuals.


Pro Tip: Create a referral program where existing clients earn rewards for bringing in new customers.

6. Manage and Optimize Your Booking System

How do you ensure ongoing success?

  • Review booking reports to identify peak times and optimize underused slots.
  • Automate reminders for clients to minimize no-shows.
  • Gather user feedback to improve the system continually.


Pro Tip: Upper Hand’s analytics and reporting tools offer insights for data-driven decision-making.

7. Troubleshooting Common Issues

How to handle common booking issues:

  • Double Bookings: Ensure availability is updated in real-time. Upper Hand prevents overlap automatically.
  • Customer Confusion: Create a booking tutorial or provide live chat support for assistance.
  • Payment Issues: Keep payment methods updated and inform clients about accepted forms.


Pro Tip: Upper Hand’s support team is available to assist with any issues.

Conclusion

Setting up and managing an online booking system for your sports facility can be straightforward. By choosing the right platform and following these steps, you can enhance the booking experience for your clients while optimizing your operations.

Ready to elevate your facility’s booking process? Schedule a demo with Upper Hand today and see how our software can streamline your operations.

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