# Make a booking for someone

> Book a court or table on the office calendar for a member, a visitor or the club itself, with guests and notes.

Who this is for: Anyone with “Make and change any booking” or “See all bookings” (by default: Administrator, Head Coach, Casual Staff, Reporting).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/bookings/book-for-someone/

The office books courts and tables on the **Calendar**: for a member who rings or walks in, for a visitor, or for the club's own use such as coaching, a competition or maintenance. The online booking rules (how far ahead, how long, how many a week, peak times) do not apply to bookings the office makes. Only a clash with another booking, or a closed time, stops one.

## Before you start

- You need to be able to make and change bookings. The Administrator, Head Coach and Casual Staff roles can by default. Your club can change this on Roles & permissions.
- To choose a member under **Booked for**, you also need to be able to see the member list. The same roles can by default.
- The club's courts and tables are set up under Admin > Settings, on **Sports & courts**. If a sport has none, the calendar says **No courts or tables are set up for this sport yet.**

## Make the booking

1. Open Club > Bookings > Calendar. It opens on today.
2. Go to the day with the arrows beside **Today**, or type a date in the date box.
3. Choose the sport from the tabs under the date. Each tab shows how many bookings that sport has that day. Each court or table is a column, with the times down the side.
4. Press a free time in the court's column, where it says **+ Book**. Or press **New booking** at the top, which starts on the first court at the time the sport opens.
5. A panel opens headed **New booking**, with the court, the date and the times filled in. A booking starts as long as the sport's usual booking, which your club sets on **Sports & courts**.
6. Change anything that needs changing:
   - **Court** (or **Table**): any court or table, of any sport.
   - **From** and **To**: in quarter-hours.
   - **Booking type**: **Member booking** to start with. Choose **Public / non-member** for a visitor, or the club's own types: **Club booking**, **Coaching**, **Competition**, **Junior program** or **Maintenance**. The type sets the booking's colour on the calendar.
7. Under **Booked for**, type part of the member's name and choose them from the list. Each name shows the member's status, such as **Active**. Once chosen, **Open member** opens their record and **Change** clears it.
8. If the booking is not for a member, leave **Booked for** empty and type a **Description** instead, for example "Pennant practice" or "Junior squad". The description is shown on the calendar in place of a name.
9. If non-members are playing too, set **Adult guests** and **Junior guests**. The panel shows the fees, for example **Guest fees: $40.00**. See [Guests and guest fees](https://sportsclubos.net/help/bookings/guests/index.md).
10. Add anything the office should know under **Notes**.
11. Press **Book**.

![The Calendar for tennis with the New booking panel open on the right. The panel shows Court Tennis 1, the date, From 9am, To 10am, Booking type Member booking, Booked for Emma Whitfield with Open member and Change, Adult guests 1, Junior guests 0, "Guest fees: $20.00", Repeat weekly "Does not repeat", Notes, and the Close and Book buttons.](https://sportsclubos.net/help/img/bookings-new-panel-1600.webp)
*Choose the member under Booked for, or type a description for a booking that is not for a member. Shown in release 2026.10.29 · Bookings calendar · as an Administrator.*

A message says **Booked**, the panel closes, and the booking appears on the calendar in its type's colour, with the name or description and the times.

To make the same booking every week, choose a number of weeks under **Repeat weekly** before pressing **Book**. See [Make a booking repeat weekly](https://sportsclubos.net/help/bookings/repeat-weekly/index.md).

## What the calendar shows

- Each booking shows the member's name or the description, its times, and after them **portal** if a member booked it online, **weekly** if it repeats, and how many guests it has.
- Closed times show as a grey block with the reason, such as "Lighting repairs". See [Close courts for an event or repairs](https://sportsclubos.net/help/bookings/closures/index.md).
- A line across the columns marks the time now, on today's calendar.
- The colours are explained in the key beside the sport tabs.

## If something goes wrong

- **"Pick a member or enter a description."** Choose a member under **Booked for**, or type a **Description**.
- **"That time is already booked."** Someone else has the court for part of that time. Choose another time or court.
- **"Closed:" and a reason.** The court is closed for part of that time. Choose another time or court, or change the closure.
- **"End time must be after the start time."** Change **From** or **To**.
- **No members are offered under Booked for.** You may not be able to see the member list. Type a **Description** instead, or ask someone who can.

*For anyone who can: “See all bookings”*

Someone who can see bookings but not make them, such as the Reporting role by default, can open the calendar and every booking's details, but cannot book, change or cancel.