Resource management tools for sports clubs and associations

Most sports clubs have facilities and equipment that need to be shared among many teams and users. Halls, courts, meeting rooms, training equipment – all these resources require coordination to avoid conflicts and ensure optimal utilisation. With SportMember's resource management, you get a complete system for defining, managing, and booking the club's resources.

The system provides an overview of all the club's resources, when they're available, and who has reserved them. Coaches and team leaders can see available times and book directly, while club administrators have full control over availability and booking rules.

Create and organise resources

Resources in SportMember can be anything from halls and courts to equipment and meeting rooms. You create each resource with a name and description, and the system keeps track of the rest. Resources can be organised hierarchically – for example, "Hall 1" can have sub-resources like "Court A", "Court B", and "Court C".

This hierarchical structure makes it possible to book either the entire hall or a specific court. The system automatically ensures no conflicts arise – if someone books the entire hall, others cannot book individual courts during the same time slot.

• Create resources for locations (halls, courts, meeting rooms)
• Create resources for equipment (training equipment, balls, cones)
• Organise with sub-resources for detailed booking
• Add descriptions and details to each resource

Define availability with time slots

Not all resources are available all the time. Perhaps the hall can only be booked between 4pm and 10pm on weekdays, or perhaps the club only has access to an outdoor court during summer. With time slots, you define exactly when each resource can be booked.

Time slots can be created as one-off or recurring. A weekly time slot on Mondays from 4-10pm repeats automatically week after week. You can create different time slots for different days and adjust according to season or special periods.

Reservations and booking

Once resources and time slots are created, coaches and team leaders can start booking. The system only shows times that are actually available and prevents double bookings. Each reservation is linked to a team, department, or activity, so it's always clear who has booked.

Reservations can be created as:

• One-off reservations – for a specific date and time
• Recurring reservations – e.g., every Tuesday 6-8pm throughout the season
• Assigned reservations – manually assigned by administrator
• Open reservations – available for teams to book themselves

Avoid conflicts and double bookings

One of the biggest problems with resource management is double bookings. Two teams show up to the same hall at the same time, and chaos ensues. SportMember's resource system prevents this by automatically checking for conflicts with every booking.

The system accounts for the hierarchical structure. If "Hall 1" is booked, neither "Court A", "Court B", nor "Court C" can be booked during the same time slot. Conversely, if "Court A" is booked, "Hall 1" cannot be booked, but "Court B" and "Court C" are still available.

Timeline overview

For club administrators, the timeline view provides a visual overview of all resources and their reservations. You can see the entire week or month at once and quickly identify available times or potential conflicts. The timeline can be filtered to show specific resources or all at once.

Integration with activities

Resource reservations integrate with SportMember's activity calendar. When you create a training session or match, you can simultaneously reserve the necessary resources. The reservation follows the activity – if the activity is moved or cancelled, the reservation can be updated or released automatically.

Notifications for changes

When reservations are changed or deleted, the system can automatically send notifications to affected parties. If an administrator releases a reservation, the relevant team is notified. This ensures everyone is informed about changes and can react in time.

Why use resource management

Without a formal resource management system, many clubs end up with informal agreements, spreadsheets, or even verbal arrangements. That might work in small clubs but quickly creates problems when multiple teams need to share the same facilities.

With SportMember's resource management, everyone gets the same overview. Coaches can check availability and book without contacting the administrator. Administrators have full control and can see how resources are utilised. And conflicts are caught before they become problems.

For clubs with limited facilities, good resource management is crucial. It ensures all teams get access to the resources they need and that facilities are optimally utilised. It reduces conflicts, saves time, and makes everyday life easier for everyone.