# Guests and guest fees

> How non-member guests are named on a booking, by a member or the office, how the guest fee is worked out, and where it is paid.

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

A guest is someone who is not a member, playing on a member's booking. Each booking records how many adult guests and how many junior guests it has. The club charges a fee for each, set in its booking rules. Members playing together are not guests.

## Naming guests

**A member, on their own booking** (Me > Make booking):

- When saving a new booking, under **Who's playing?** they choose **With guests**, then set **Adult non-member guests** and **Junior non-member guests**. The panel shows the fee for each and the total.
- Later, from the booking's menu, **Add guest** opens the booking with the guests ready to change. They press **Save guests**.
- A member can name up to 3 adult and 3 junior guests on a booking. The guests can be changed until the booking starts.

See [Book a court (members)](https://sportsclubos.net/help/bookings/book-a-court/index.md) and [Change or cancel your booking (members)](https://sportsclubos.net/help/bookings/change-your-booking/index.md).

**The office, on any booking** (Club > Bookings > Calendar): set **Adult guests** and **Junior guests** in the booking's panel. The panel shows, for example, **Guest fees: $40.00**. Press **Book** or **Save changes**.

## How the fee is worked out

The fee is the number of adult guests times the club's adult guest fee, plus the number of junior guests times its junior guest fee. With an adult fee of $20.00 and a junior fee of $5.00, two adults and one junior come to $45.00.

The fee is worked out again whenever the guests change, from the fees in the booking rules at that moment.

> **Your club decides:** the adult guest fee and the junior guest fee, on Admin > Settings, **Booking rules**. A fee of 0 means guests are free. See [Booking rules, sports and courts](https://sportsclubos.net/help/bookings/booking-rules/index.md).

## Where it is paid

The fee is recorded on the booking, and it is paid at the club, at the till. Sports Club OS does not take it when the booking is made, does not raise an invoice for it and does not add it to the member's account by itself.

The till lists the guest fees still owing on **today's** bookings under **Owing today** (**Guest fees owing today**), one line for each booking with its member, court and time. Staff add the line to a sale and take payment, or charge it to the member's account at that moment if the member is allowed to. Once paid, the booking's fee leaves the list. The steps are in [Sell court time and take guest fees at the till](https://sportsclubos.net/help/pos/courts-and-guest-fees/index.md).

On **Make booking**, a member who names guests is told, for example, **Guest fees: $40.00, paid at the club. The club can take them from you there or add them to your account.** Their booking's details then say **owing** until the fee is taken, and **paid** after.

> **Note:** The till lists only the day's own bookings, so a fee not taken on the day is no longer listed there. It stays recorded on the booking, and neither the calendar nor the booking list shows whether it has been paid, so take it on the day the guests play. A club that does not use the till collects guest fees some other way.

> **Not built yet:** members cannot pay guest fees by card online. They are paid at the club. See [what is not built](https://sportsclubos.net/help/reference/not-built/index.md).

## Where guests show

- **The office calendar:** a booking with guests says how many after its times, for example **1 guest**.
- **The booking list:** the **Guests** section of the **Filters** panel lists bookings **With guests** or with **No guests**, and the spreadsheet download has a **Guests** column (adult guests).
- **The court board in the foyer:** a booking with guests is marked **GUEST** or **GUESTS** (**G** on a short booking), and **PAID GUEST** (**PG**) once its guest fee has been taken at the till. See [The court board in the foyer](https://sportsclubos.net/help/bookings/wallboard/index.md).
- **The member's own booking:** its details on **Make booking** say whether the guest fees are owing or paid.

## What it does not do

- Guests are counted, not named. Sports Club OS does not keep a guest's name or a register of guests.
- There is no limit on how often the same guest may play.