Managing Bookings

Open Bookings from the owner sidebar to review enrollments, confirm requests, track payments, and handle waitlists, expressions of interest, and private lesson requests. How families book — and what you need to do after — depends on your subscription plan and whether online payments are enabled.

How booking works by plan

Starter: request booking and manual confirmation

On Starter, visitors submit a request booking on your public lesson catalogue for group lessons and camps — they do not create a CourtSync account. CourtSync creates or reuses a manual student record and a pending booking.

You receive an in-app notification (when enabled) and the requester gets an acknowledgment email. Review the request in Bookings, confirm or cancel it, and collect payment outside CourtSync using your own process.

Private lessons are not available via public request booking on Starter. Enroll students manually from Students, lesson rosters, or Calendar.

Professional and Enterprise: account-based booking

Families book through signed-in accounts during the public booking flow, academy registration, or private lesson checkout. When Stripe Connect is active and onboarding is complete, card payment at checkout confirms the booking automatically and sets payment status to paid.

If online payments are not set up yet — or your region does not support Connect — bookings still go through the member checkout flow but CourtSync does not collect card payment. Families see your payment collection message (see below) and you confirm enrollments from Bookings as needed.

Payment collection message

When CourtSync is not collecting card payments — on Starter, or on Professional+ before Connect is ready — set instructions so families know how to pay you.

1. Open Payments → Settings (/academy-owner/payments?tab=settings)
2. Under Payment collection message, enter your instructions (for example bank transfer details, pay on the first day, or contact email)
3. Click Save message

CourtSync shows this message:

• On the Starter request booking acknowledgment email and success screen
• On booking confirmation emails and checkout success when online card processing is unavailable
• In member booking flows that complete without an automatic charge

Write clear, actionable instructions. This is the primary way Starter academies tell families how to pay after a request is submitted or confirmed.

Confirm pending bookings

Filter Bookings by status Pending to see requests awaiting your action.

For each row, open the ⋯ menu and choose Confirm, or select multiple pending rows and use Bulk actions → Confirm selected. Confirming moves the booking to confirmed so the student appears on attendance rosters and counts toward lesson capacity.

You can also Cancel pending or confirmed bookings from the same menu, or cancel multiple at once with Bulk actions → Cancel selected.

Calendar shows a badge on sessions with bookings awaiting confirmation or payment so you can spot them while scheduling.

Booking and payment status

Each booking has two fields:

• Booking status — pending, confirmed, completed, or cancelled
• Payment status — pending, paid, or refunded (shown when your academy has automatic payment processing)

Booking status actions

From the row ⋯ menu:

• Confirm — accept a pending enrollment
• Mark complete — close out a confirmed booking after the lesson or term has run
• Mark pending — move a confirmed booking back to pending if you need to revisit it
• Undo complete — restore a completed booking to confirmed
• Cancel booking — remove the enrollment (with confirmation)
• Restore enrollment — reinstate a cancelled booking when supported

When a term has ended, CourtSync may prompt you to mark remaining bookings completed and set the term to inactive. Bookings with unpaid balances are listed in that reminder — closing a term does not collect payment automatically.

Payment status (Professional+ with Stripe Connect)

When online payments are active, the Payment column and Payment status filter show whether each charge is pending, paid, or refunded. Successful checkout sets payment to paid at the same time the booking is confirmed.

For manual refunds after a lesson cancellation, see Lesson Cancellation and Postponement — Pending Refund Requests appears at the top of Bookings when students submit refund requests.

Staff enrollment vs public booking

You can also create bookings from the owner dashboard without a public request:

• Manage students on a term lesson, camp instance, or calendar session
• Staff enroll from Students or lesson roster drawers

Staff enrollments may start as pending or confirmed depending on context. On private lessons, booking confirmation and manual-student account invite emails are sent only when you opt in at enroll time — they are not automatic on every staff enroll.

Public request booking (Starter) and public checkout (Professional+) are separate from staff enrollment. Both appear in Bookings once created.

Other Bookings tabs

The Bookings page includes additional tabs for related workflows:

• Waitlist — view and manage waitlist entries when a lesson is full (Professional+). See Make-up Credits and Waitlist.
• Expressions of interest — review EOIs for invitation-only programs (Professional+). See Managing Programs and EOI.
• Private requests — review student-initiated private lesson requests. See Creating Private Lessons.

Filter, search, and export

Use Search by student name and Filters to narrow by term, lesson, booking status, payment status (when applicable), and student. Results are paginated; adjust Sort by and Order as needed.

Owners and academy administrators can Export booking report (⋯ menu on the bookings list) to download a CSV for reconciliation. When automatic payment processing is enabled, you can filter the export by booking created date or payment received date.

On Starter (or any academy without Stripe Connect), use Payments → Billing Report to compare attendance against list prices per student for external payment reconciliation.

Related guides

• Managing Students and Guardians — how families join, manual roster students, and Starter request booking
• Setting Up Online Payments — enable automated checkout on Professional+
• Lesson Cancellation and Postponement — cancel lessons, refund requests, and rebooking
• Creating Group Lessons — publish bookable group lessons and monitor enrollment
• Make-up Credits and Waitlist — waitlist tab and credit redemption