Space Booking Overview

ClubPilot’s Space Booking feature allows your club members to book into designated spaces with real-time availability — no manual scheduling required.

What is a “Space”?

A space is any area within your club that can be booked. This might include:

  • Tennis courts
  • Football pitches
  • Club or meeting rooms
  • Fitness studios
  • Any other bookable facility

If members can use it, they can book it — all through ClubPilot.

Who uses Space Booking?

Club members are the primary users of this feature. They can check availability and make bookings instantly via the member portal, without needing to contact an admin.

What problem does this solve?

Space Booking helps clubs:

  • Show up-to-date availability of all bookable spaces
  • Eliminate the need for manual scheduling or paper diaries
  • Give members self-service access to make, manage, and cancel bookings
  • Reduce admin workload and booking errors

What’s New: Occurrence-Based Recurring Club Events

ClubPilot now features a powerful occurrence-based booking system for Club Admin created events:

  • Individual occurrence management: Each date in a recurring Club Event can be managed separately
  • Flexible cancellation: Cancel single dates, future dates, or entire recurring series
  • Enhanced calendar view: See each occurrence as a separate, manageable event
  • Performance optimised: Recurring events limited to 1 year for optimal system performance
  • Admin-only feature: Only available to Club Admins when creating Club Events

This architecture provides unprecedented flexibility for club event management while maintaining backward compatibility with existing bookings.

Key Features

For Members

  • Create, edit, and cancel Private bookings from their member account
  • View real-time availability of all bookable spaces
  • Add guests and select other members to play with
  • Instant booking and confirmation — no waiting, no admin needed
  • View Club Events created by admins (including recurring events)

For Clubs & Admins

  • Offer members instant, real-time space booking through the ClubPilot portal
  • Create Private bookings on behalf of members
  • Create Club Events with recurring patterns (daily, weekly, weekdays)
  • Occurrence-based system for precise management of recurring Club Events
  • Get full visibility on how spaces are used and who’s using them
  • Manage individual occurrences within recurring Club Event series
  • Track and record any guest fees owed against Private bookings

Next Steps: Set Up a New Space →

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