Five groups of four children, private lessons, three courts, a gym for the rain, two coaches and an owner who coaches too. This page follows one week of it in Reservety: the groups made once on a week screen, a coach’s day off covered for one Thursday, a rainy Tuesday moved indoors, parents e-mailed and texted, attendance and cash taken on the coach’s phone, and on Sunday evening, who owes what. The same courts are also sold by the hour to anyone who wants to play (Courts and rooms by the hour).
THE WEEK
Oct 12–18, 2026
GROUPS
Five, four children each
PRIVATES
1:1 and 2:1, by the hour
COACHES
Dan, Marcus, Jenna
COURTS
Three outdoor, one indoor
THE APP
/bb-app/
A tennis coach’s week has the same shape everywhere: the same groups at the same hours, a coach who is off on Thursday, rain on Tuesday, a new child on Wednesday, parents who need to know when and where, cash handed over at the fence, and on Sunday the question of who has paid.
Reservety keeps that week on one screen, Trainer week. A group is a class with four places that repeats every week, with a coach and a court. A weekly private lesson is the same thing with one place. Each child has a wallet: the family pays in advance, in cash or by bank, and every session the child attends is taken from it at the academy’s hourly rate. Coaches have an app on their phone with their week and the register.
The academy here is Brookfield Tennis Academy in Columbus, Ohio, on a test copy of a Reservety site, during the week of October 12, 2026. The first group was made on the screen exactly as shown; the other four groups, the families and their payments since September were seeded through the same code the screens use. Coaching, classes and studios are on Reservety’s Professional plan, $99 a month. Setting the academy up, from the coaches to the hourly rate, is its own guide: Classes: set it up once.
PART 00
The whole idea
Who does what, in one table.
The owner builds the week once. After that the week runs itself: sessions repeat, the coaches see their own hours, parents get the schedule and a reminder, and the wallet keeps the score.
A group
a class: 4 places, weekly, a coach, a court
A weekly private lesson
a class with 1 place, its own hourly rate
A one-off private lesson
a booking for a coach’s hour, online or by phone
What a session costs a family
$30 an hour from the child’s wallet
What a coach is paid
$35 per session taught
What a parent receives
the week by e-mail, a reminder by text, a receipt
What a coach uses
an app on the phone: my day, my week, the register
The courts
held by the groups; sold by the hour when free
PART 01
First week: the groups
Four steps, done once at the start of the season. The coaches, the courts and the private lessons are already set up, as in Classes: set it up once: under Staff (Employees in the Full menu) Dan Whitaker, the owner, who coaches too, and the coaches Marcus Reid and Jenna Park; under Resources Court 1, 2 and 3, the Indoor Court and the Lincoln School Gym; under Services the private lessons, 1:1 at $80 an hour and 2:1 at $110.
1. Monday at 4 pm: a name, the places, the days, the coach
Open Trainer week and click Monday at 4 pm: New session opens with the hour set. + New class, the name Mini Tennis 5–6 and four places: a place is a child, and the fifth parent who asks is told the group is full. Every week, Monday and Wednesday, coach Jenna Park, Create session. One form makes the whole season: every Monday and Wednesday at 4 pm until the season ends or you cancel the group.
One group, one form.
2. Its court, then the children: a name, a parent’s phone and e-mail
The new session opens. Under Resource, type “Court”: every court shows whether it is free at that hour, and Court 1 is held for the group with one click. Then the children. Type a name nobody has yet and New person opens: the name, the parent’s phone and the parent’s e-mail. The phone gets the reminders and the receipts. The e-mail gets the weekly schedule, which goes by e-mail or WhatsApp and never by text, so a family with only a phone number does not get it.
Ava Collins, Noah Bennett, Mia Turner: three of the four places. Done asks once, not once per child: only this Monday, every Monday, or All upcoming sessions, which puts the court and the three children on every Monday and Wednesday of the season.
A child is a name, a phone and an e-mail. The e-mail is where the weekly schedule goes.
Why it matters. A court attached to a session is blocked for that hour. When the same court is sold by the hour (Courts and rooms by the hour), the hours the groups use are simply not offered.
3. The same for the other four groups
Beginners 7–9 on Tuesday and Thursday with Jenna, Juniors 9–11 and Juniors 12–14 with Marcus at 5 pm, and High Performance 12–16 with Dan on the Indoor Court on Monday, Wednesday and Friday, 6 to 7:30 pm. That is the academy.
The first week, with the groups made. Click the image to enlarge.
4. A weekly private lesson is a group of one, at its own rate
Ben Carter has a private lesson with Marcus every Wednesday at 7 pm. It is made the same way: a new class, one place, every Wednesday, Marcus, Court 2. Its price is on the class’s own page (Products, in the Full menu): Class Wallet: Hourly Rate $80, so Ben’s wallet is charged a private lesson, not a group session. Empty means the academy’s default, $30 an hour.
The class’s own hourly rate. Empty means the default.
PART 02
Monday morning: the week
Six steps on the week ahead: what changed since last week, who covers, where the rain goes, who is new, the private lessons, the schedule.
5. Look at the week ahead
Everything is on one screen: the groups by day and time, the private lessons as bookings, and in red what needs you. This week: Thursday at 4 pm has no coach, because Jenna is off that day.
Red is the to-do list. Click the image to enlarge.
6. Jenna is off on Thursday. Marcus covers, that Thursday only.
Open the Thursday card. The coach list says who is free and who is not: Jenna is Busy, Day off. Pick Marcus, then answer Only Thu, Oct 15. Next Thursday is Jenna’s again; Marcus’s schedule and pay pick up the session.
Who is free.
7. Rain on Tuesday. Juniors 12–14 go to the gym.
Open Tuesday’s 5 pm card, remove Court 2, add Lincoln School Gym, and answer Only Tue, Oct 13. Court 2 is free again for that hour; Thursday stays on Court 2.
Where to?
8. A new child from Wednesday
Jack Rivera joins Mini Tennis. Open Wednesday’s card, type his name and his parent’s phone, Done, All upcoming sessions. The group is full: 4 of 4.
Four of four.
9. Private lessons: the client picks a time on your page, you confirm
The academy’s page has a booking box for private lessons: a day, a free hour, a name and a phone, no account and no app. Chris Avery asks for Thursday at 7 pm. The request lands in your app; Confirm, and he gets a text.
The booking page. The widget is the real one; the page around it was drawn for the guide.The request on your phone.
A coach or the club decides. A rule gives every private lesson a coach; here the request went to Dan. Send rescheduling link texts the client a page where they move the lesson themselves, up to four hours before.
10. Send the schedule: one e-mail per family, one per coach
Send the schedule previews who gets what: 12 sessions, 21 families, 3 coaches. Each family gets only its own child’s sessions; each coach gets their sessions with the names of the children.
Coaches get their roster; parents never see another child’s name.
PART 03
Parents: e-mail, texts and their own page
What reaches a family during the week, and what they can do without calling you.
11. Monday, the week by e-mail; the day before, a reminder by text
The Collins family gets Ava’s week: Monday and Wednesday at 4 pm, Court 1, with Jenna. Marcus gets his own week, Thursday’s cover included, with the children’s names. Twenty-four hours before a session the parent gets a text. Owen’s parent answers that he has a cold. Dan takes Owen off Tuesday’s list in Trainer week: a session a child does not attend is not charged.
The family’s copy.The reminder is the system’s text; the replies were written for the guide.
Text and e-mail. Reminders go by text and by e-mail; the hours before are a setting (24 here, 3 for the coaches). The weekly schedule goes by e-mail or WhatsApp, not by text. A parent who never gave an e-mail address still gets the reminder and the receipt by text.
12. The parent’s own page: balance, history, sessions
Logged in, a parent sees the child’s balance with every payment and every session behind it, and the sessions ahead. Cancel works until four hours before; after that the place stays booked.
How a parent gets in: the child’s account carries the e-mail typed in step 2. On the academy’s sign-in page the parent taps Reset Password, gets a link by e-mail and sets a password. The sessions ahead show for a child who is in a group: in Trainer week, the child’s row has Add to group.
Balance, history, sessions ahead.
13. A trial session from the group’s link
Each group has a page reached by its link (it is not listed in the shop). A parent sees the places left session by session and books one. Mini Tennis has one place left on Monday; from Wednesday it is full, because Jack took the fourth place.
Places left, then Full.
One session at a time. Online, a parent books one session at a time. Signing a child up for the whole season is done by you or a coach, as in step 2.
PART 04
Tuesday, 5 pm: Marcus at the court
The coach’s side, on his phone. He sees his own week and his groups; he cannot see prices, other coaches’ weeks, or the shop.
14. The app on his phone: install it, sign in
Marcus opens the app’s link, /bb-app/, on his phone. On an iPhone, Install on iPhone shows the three taps; on Android it is one button. The first time, he signs in with the e-mail you gave him under Staff. His account was made then, with a password nobody knows, so he taps Reset Password and sets his own.
Install. Three taps on an iPhone.Sign in. The first time: Reset Password.
15. Enable notifications
On the app’s home, Enable notifications, and allow it when the phone asks. New messages, appointment requests and orders then arrive like a text, even with the app closed. Turn off stops them on that phone.
One tap, once per phone.
16. His week, his day
My week shows Tuesday at 5 pm in the gym; My day lists Monday: his group at 5 pm and Andrew Scott’s private at 7.
My week.My day.
17. Attendance: one tap per child
The register lists the three children coming, each with their balance. One tap each: present, and the session is charged. Owen is shown as cancelled and is not charged.
Before.After. Sophie’s balance already includes the cash in step 18.
18. Sophie’s mom hands Marcus $120. Take payment.
On Sophie’s row, Take payment: the amount, the date, cash. Her balance goes from $90 owing to $30 in credit, and her parent gets a receipt by text. The $120 is now money Marcus holds for the academy; it comes off what the academy owes him (step 20).
A tap on the balance opens Sophie’s ledger: what was paid, when and to whom, and every session with its length and rate. This is what you show a parent who asks why they owe.
Cash, recorded where it was taken.Paid, to whom, and each session at its rate.
PART 05
Sunday evening: the money
Two screens: the families, and the coaches.
19. Who owes, how much, who took their last payment
Class Money for the week: $120 collected, $450 owed to the academy by five families, $330 held in credit. Each line says when the family last paid and to whom, which is the question to ask before you call.
Five families behind. Click the image to enlarge.
You make the call. There is no button that texts a family about a balance; you call or text them yourself. The receipt they get after paying is automatic.
20. Marcus’s settle-up: his sessions, minus the cash he holds
Each session Marcus taught is a line at $35, Thursday’s cover included. The $120 he took from Sophie’s mom is a line of −$120. Pay him the total, or ask for the difference, and record it.
One ledger per coach: what he is owed and what he collected.
PART 06
Later in the season
Five things a season brings: a make-up session, a look at who comes, a session that moves, a session for a whole group, and a holiday.
21. A make-up session for one child
Harper can’t come on a Monday. Open Monday’s Juniors 9–11, remove her with ×, Done, only that Monday. Then open Tuesday’s Juniors 12–14, which has a place free, type her name and add her. Done asks again: Only Tue, Oct 27. Her wallet pays for the session she comes to, not for the one she missed.
One day only.
22. Who comes, and who has stopped coming
Attendance (Full menu) counts the check-ins session by session for the dates you choose, and the turnout. Under it, every child with the sessions they missed in a row: the families to call before a child quietly drops out. Export CSV gives the same in a spreadsheet.
Turnout, and who is slipping away.
23. A session moves to another day
Open the session and click Move…: the week turns green where it can go and red where it cannot, because the coach is busy, the court is taken or the class does not run that day. Tap the new place. A session that repeats asks once: Only this one, or All following too.
Green is fine, red is not possible.
24. A whole group at once
A match practice on Saturday morning: a new session, Just this day, eight places, with Dan. In the attendee search, type “Juniors”: each saved group shows with Add 4, and one tap adds all four. A group is saved from any of its sessions with Save these 4 as a group.
A saved group is one tap.
25. Veterans Day: the academy is closed
Wednesday, November 11: no classes. Open each session that day and click Cancel session, then Cancel only Wed, Nov 11. The session stays on the week, crossed out, and can be restored if plans change.
Cancelled for that day only.
Nobody is told. Cancelling a session does not message the families. Send them a note yourself, or the weekly schedule for that week, which no longer lists it.
PART 07
What it does not do yet
So nobody is surprised after the first week.
No family login. Each child is their own account; brothers and sisters share a parent’s phone, but a parent sees one child per login.
Online sign-up is one session at a time. A whole season is signed up by you or a coach. Group pages are reached by their link, not listed in the shop.
No waitlist for a pay-as-you-go group. A full session shows Full. A waitlist with automatic promotion exists only for members on a credit plan.
Prepaid credit does not expire, and there are no class packs with an end date.
No late-cancel fee. After the cutoff (four hours here) a parent simply cannot cancel. Charging no-shows at the normal rate is an option, switched off here.
No balance reminder. Class Money shows who owes; reaching them is up to you.
The weekly schedule goes by e-mail or WhatsApp, not by text. Reminders and receipts go by both.
Coaches do not see their pay in the app, and pay is a flat amount per session, not per child.
No online classes: no video link on a session.
What this proves
A season is one form per group. A weekly class with a coach and a court, made once; a private lesson every week is the same form with one place.
Changes are one-offs or for good, and you say which. A day off, rain, a new child: every change asks once, only this day or from now on.
The court is really held. A group’s court is not offered to the public at that hour, and a court the public booked is not offered to a group.
Parents know without calling. The week by e-mail, a reminder by text, a receipt after paying, and a page with the balance and the sessions.
The coach works from a phone. His week, his day, the register, the cash he takes, and nothing else.
Sunday takes two screens. Who owes and who took their money; what each coach is owed after the cash they hold.
Built on a test copy of a Reservety site set up as Brookfield Tennis Academy, Columbus, Ohio, for the week of October 12, 2026. The academy, its coaches, the families, their phone numbers (555-01xx) and e-mail addresses (example.com) are invented; no card was charged and no message was sent. Every admin and app screen is the real system. Drawn for the guide: the text-message and mail frames around the system’s real texts and e-mails, the parents’ replies, and the academy’s private-lessons page around the real booking widget.
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