In this guide: Configure a club event end-to-end—from basic details and schedule through capacity, pricing, restrictions, and cancellation rules—then publish it on the reservation calendar.
Events are used to organize open play sessions, clinics, lessons, round robins, camps, and other scheduled activities at your club.
The Event Scheduling page lets you configure:
- Event details
- Coaches and categories
- Skill restrictions
- Registration settings
- Pricing
- Capacity limits
- Cancellation rules
- Recurring schedules
Step 1: Open the Reservations Page
From the club dashboard:
- Go to Reservations
- Click Create Event
This opens the Event Scheduling form.
Step 2: Enter Basic Information
Name
Add a clear event name players will recognize.
Examples
- Morning Open Play
- Beginner Clinic
- Advanced DUPR Night
- Friday Round Robin
Coach
Select the coach or organizer running the event.
If no coach is needed, leave it unassigned.
Public Link
Fluid automatically generates a public event URL that players can use to register.
You can customize the slug if needed.
Category
Choose the appropriate category for the event.
Common categories
- Open Play
- Clinic
- League
- Tournament Prep
- Lesson
- Camp
Categories help players filter and discover events more easily.
Skill Level
Select the recommended skill level.
Options may include
- Casual
- Intermediate
- Advanced
- Pro
- Expert
- All
This helps ensure balanced participation.
Who Can Attend?
Choose who is allowed to register.
Options
- Everyone
- Members Only
Use Members Only for exclusive club programming.
Featured Event
Enable Featured if you want the event highlighted throughout the platform.
Featured events are useful for:
- New programs
- Special clinics
- High-demand events
- Promotions
Step 3: Configure Schedule & Timing
Start Date and Time
Set:
- Event date
- Start time
- End time
Repeat Settings
Choose whether the event repeats.
Available options
- Does not repeat
- Daily
- Weekly
- Every weekday
- Weekends
This is useful for recurring programming like:
- Weekly open play
- Daily clinics
- Weekend sessions
Group Booking
Enable Group Booking if players should book the full recurring series at once.
Example
A 6-week clinic where players register for the entire program instead of individual sessions.
Publish Date
Controls when the event becomes visible to players.
You can publish immediately or schedule visibility for later.
Registration Opens
Set the exact date and time registration should open.
Useful for:
- Member priority registration
- Scheduled launches
- Limited-capacity events
Step 4: Add Event Details
What to Expect
Provide a detailed description of the event.
Good event descriptions include:
- Skill expectations
- Format of play
- What players should bring
- Coaching details
- Rotation structure
- Rules or requirements
Example
Join us for a fast-paced intermediate open play session featuring organized rotations, challenge courts, and competitive games. Players should be comfortable sustaining rallies and keeping score.
You can format descriptions using:
- Bold
- Italics
- Lists
- Headings
- Links
Step 5: Configure Capacity & Pricing
Max Participants
Set the maximum number of players allowed to register.
Example
- 4 players for a lesson
- 16 players for open play
- 32 players for large events
Members Fee
Price for club members.
Guests Fee
Price for non-members.
You can:
- Charge different rates
- Make events free
- Offer member discounts
Step 6: Set Restrictions & Requirements
Minimum Age / Maximum Age
Limit registration by age if needed.
Example
- Junior clinics
- Adult-only sessions
Minimum Skill Rating / Maximum Skill Rating
Restrict participation based on player rating.
Useful for:
- Competitive events
- DUPR-based sessions
- Skill-specific programming
Step 7: Configure Resources & Settings
DUPR Enforced
Enable this if players must meet DUPR requirements before registering.
Useful for:
- Competitive ladders
- Advanced open play
- Skill-gated events
Display Privacy
Control what players can see.
Options
- Show All
- Hide Sign Ups
- Hide Participants
- Hide All
Court Assignment
Assign the event to one or multiple courts.
This helps:
- Prevent scheduling conflicts
- Organize club operations
- Manage court usage
Step 8: Configure Cancellation Rules
Cancellation Fee
Choose:
- Fixed Amount
- Percent
Then enter the fee amount.
Cancellation Window
Set how many hours before the event a player can cancel.
Example
- No fee if canceled more than 24 hours before
- Charge a fee within 12 hours
This helps reduce late cancellations and no-shows.
Step 9: Create the Event
After reviewing all settings:
- Click Create Event
- The event will immediately appear on the reservation calendar
- Players can register once the event is published and registration is open
Best Practices
Use Clear Naming
Players should instantly understand:
- Skill level
- Format
- Time of day
Good Examples
- Beginner Open Play
- Advanced DUPR Match Play
- Women's Round Robin
Set Accurate Skill Restrictions
Proper skill filtering improves:
- Match quality
- Player experience
- Retention
Keep Descriptions Detailed
Answer common questions before players ask them.
Use Recurring Events for Consistency
Recurring programming helps build:
- Player habits
- Strong attendance
- Community engagement
Common Event Types
| Event Type | Recommended Setup |
|---|---|
| Open Play | Larger capacity, mixed rotations |
| Clinic | Coach assigned, skill restrictions |
| Round Robin | Fixed capacity, competitive grouping |
| Camp | Recurring series with group booking |
| Lesson | Small capacity with higher pricing |
| Member Event | Members-only access enabled |
Next Steps
After creating your event, you can:
- Manage registrations
- Communicate with players
- Track attendance
- Adjust pricing or schedules
- Feature events on your club page