Plan and control club resources with SportMember tools

Managing a sports club's resources requires the right tools. Halls need booking, equipment needs coordinating, and all teams need access to what they require. With SportMember's resource tools, you get a complete platform for planning, controlling and optimizing the use of club facilities and equipment.

The tools are designed to be intuitive for all users – from coaches who need to book a hall, to administrators who need oversight of the entire club's resource usage. Everything is gathered in one platform, fully integrated with the rest of club administration.

Tools for resource creation

The first step is creating the club's resources in the system. SportMember gives you flexible tools to define exactly the resources you have:

• Create resources with name, description and type (location or equipment)
• Organize with hierarchical structure – main resources and sub-resources
• Add details like capacity, equipment and special conditions
• Import existing resources or create from scratch

The structure can be adapted to the club's needs. A large hall can be divided into multiple courts, a storage room can have multiple types of equipment, and a clubhouse can have multiple rooms. You decide how resources are organized.

Tools for availability management

Not all resources are available all the time. With the time slot tool, you define exactly when each resource can be booked:

• Create time slots for when resources are available
• Define recurring time slots (e.g., every Monday 4-10pm)
• Adapt to season, holidays and special periods
• Set different rules for different resources
• Block times for maintenance or closed periods

Time slots ensure booking is only possible when the resource is actually available. This prevents bookings outside opening hours and provides clarity about what can be booked when.

Tools for booking and reservation

The booking tools make it easy to reserve resources – both for one-off bookings and recurring reservations:

• Intuitive booking form with selection of resource, date and time
• Automatic display of only available times
• Option for recurring reservations (weekly, fortnightly, etc.)
• Link to teams, departments or activities
• Instant confirmation and notification

Coaches and team leaders can book resources they have access to themselves. Administrators can assign resources manually or approve booking requests, depending on the club's needs.

Tools for overview and planning

To plan effectively, you need overview. SportMember gives you multiple tools to view and analyze resource usage:

• Timeline overview with all resources and reservations
• Calendar view per resource or combined
• Filtering by resource type, team or period
• List of upcoming reservations
• Identification of available times and conflicts

With these tools, you can quickly see how resources are being used, where there's available capacity, and where adjustments might be needed.

Tools for conflict prevention

Double bookings are a classic headache for club administrators. SportMember's conflict handling tools prevent problems before they arise:

• Automatic conflict checking with every booking
• Visual marking of overlapping reservations
• Handling of hierarchical conflicts (hall vs. courts)
• Warnings for potential problems
• Tools to resolve existing conflicts

The system catches conflicts automatically, so you don't need to check manually. This provides assurance that every booking is valid and doesn't conflict with others.

Tools for communication

Good resource management requires communication. SportMember keeps everyone informed:

• Automatic confirmations when booking
• Notifications for changes or cancellations
• Messages to affected parties when reservations are released
• Reminders about upcoming reservations
• Integration with the club's other communication

No one misses important information, and everyone knows what applies to their reservations.

Tools for reporting and export

To document and analyze resource usage, you need reporting tools:

• Overview of resource usage per period
• Statistics on bookings per team or department
• Export to Excel for further analysis
• Data for board reports and documentation

These tools provide insight into how resources are actually used and form the basis for decisions about future planning.

Tools for access control

Not everyone should have the same access to resources. With the permissions tools, you control who can do what:

• Define who can see resources and reservations
• Determine who can create bookings
• Grant extended rights to resource managers
• Limit access to specific resources for specific groups

Flexible access control ensures the right people have the right capabilities – neither more nor less.

Why use SportMember's resource tools

SportMember's resource tools are developed specifically for sports clubs' needs. They're intuitive enough for everyone to use, yet powerful enough to handle complex situations. And they're fully integrated with the rest of SportMember – the activity calendar, member administration, communication and much more.

With the right tools, resource management becomes a strength instead of a burden. You gain control over club facilities, planning becomes simpler, and conflicts are minimized. This frees up time and energy for what really matters: creating great experiences for club members.