First Steps in Eversports Manager
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      3. First Steps in Eversports Manager

      Start with Eversports Ballsport Manager

      Take the following steps to set up your Ballsport Manager

       In this set-up tutorial we want to show you the possibilities of the Eversports Manager for venues offering ballsports.


      You find below 5 topics that give you an overview of the features of the system.

      Please read the information carefully and complete each task before continuing to the next step.

      TIP: Remember to use either the Google Chrome or Mozilla Firefox browser, these work best with your Eversports Manager.

      1) General settings

      Go to the menu Settings and click on the tab Profile.
      Here, please fill in all fields:

      • You can enter your contact details, telephone and sport types that you offer.

      • Under Profile > Calendar you can customize the order of how your sports will be shown on the calendar.

      • Under Profile > Sports Courts & Rooms for Activities you find information regarding the courts and rooms. This information should be already set up as it was pre-requested. You can still add more courts/rooms.

      • Under Profile > Holidays you can set the holidays and select what price you will be charging on that day (i.e. if you are open on Christmas day and it is on Monday, you can select that you charge for that day the price of a Sunday, which might be higher).

      • If your venue is closed and some or all courts/rooms cannot be booked for a given period, insert this in Profile > Court Blockings.

      Go then to the menu tab Settings > Invoice to set up how your invoices should look like and what information needs to be shown. You can add your logo too.

      In the menu tab Settings > Master data you should fill out all information relative to the company, which will be then used for your invoices.
      Under Master data > Online payment you can select if you accept online payments or if it also possible for customers to optionally pay cash onsite.

      In the menu tab Settings > Financials you can set your VAT accounts and your invoice cycles to have a clear overview of your invoices.

      In the upper right corner, you can click on the arrow next to your name, and open the menu Billing. Here you can verify your Eversports wallet for online payments and check anytime Eversports invoices and online payment fees.

      Tasks to complete before moving on:

       

      2) Calendar

      You find your booking calendar in the menu Calendar.

      Here you see already all time slots and prices that we set up for you as requested. For any changes you might wish, please let us know.


      In the menu Calendar you see on the horizontal menu the tabs with the sports that you offer (to change sports order, go to Settings > Profile).

      TIP: We suggest to keep the Calendar view to 1 week so that it shows all data quicker.

       

      How to make a court booking:

      In order to make a booking, click on the slot(s) you wish to book. Here you can make different bookings:

      • a single booking (one-time booking)

      • a recurring booking (every x-days at the same hour)

      • a multi-court booking (more courts at the same time)

       

      Single Booking

      In order to book the court for one specific person, you can then enter the name of the participant.
      Then you can set the duration of the booking. To the right, the price will be automatically calculated based on the duration of the booking. However, you can still change the price by clicking on the pencil icon (i.e. if you give a discount).


      NOTE: it is possible to create a booking without selecting any participant. In this case the booking will be linked to your own Eversports admin profile you are now logged in with.

      Once the booking has been created you see it appear on the calendar overview. An 'empty' icon (∅) is shown next to the booking, as this booking is not paid and no invoice has been issued yet.

       

      If you click once again on the booking with 'empty' icon (∅), you can do the following actions:

      • change the price or the time slot

      • mark the customer as attended (by ticking the box 'present').

      • change the customer name

      • enter a title or intern comment

      • redeem a voucher code (via the tab Details)

      Below the customer name, you find some extra actions:

      • Move the booking to another slot

      • Copy the booking for another slot

      • Delete the booking from the booking calendar

      • Pay and finalize the transaction

      In order to pay the booking an create an invoice, click on the button 'Pay' and select a payment method.
      IMPORTANT - If you select the payment method OPEN, it means that the invoice is created with status 'not paid' and the customer will pay it later.

       

      Once you set the booking to 'paid', the booking will appear in the calendar overview with a tick symbol (✓). If you open the booking once again you can see when the booking has been paid (in the tab Details).

      Recurring registration

      Select the slot(s) that you want to book and enter the customer name.
      Afterwards select under 'Type Booking' the option 'Recurring booking'.


      You can select then the end time, the interval (from daily, weekly or bi-weekly), the total number of bookings and whether the bookings should be charged separately each time or collectively (in one single invoice). This last setting cannot be adapted afterwards.

       

      To cancel a recurring registration, you can click on the slot and decide if you want to delete only the selected booking, or the entire recurring registration.

      Multi-court booking

      If you need to book several courts/rooms at the same time (i.e. a tennis teacher who needs to save all courts for a tennis class), choose one slot and then recurring booking.
      You select under 'Type of booking' the option Multi-court booking and then under 'Booked courts' the courts you wish to book.

       

      To cancel a multi-court booking, you can click on the slot and decide if you want to delete only the selected court, or the entire multi-court booking.

      Tasks to complete before moving on:

      • Check the settings of your menu Calendar in terms of opening hours, prices and booking intervals.

      • Sign in a customer in your booking calendar. Create a single booking and a recurring bookings. Then cancel them.

       

       

      3) Products

      In the menu Products you can create the products that your customers can select to complete a booking. These are i.e. block cards and subscriptions.

      Block card

      A block card is a product that allows the customer to book for a given number of credits, each credit corresponding to one slot in your calendar (i.e. 10 credits, 15 credits etc.)
      To create a block card, click on the button 'Create new product' and in the product settings, select 'User range: Bookings' > 'Block card'.
      You can then select how many credits/slots, the customer can book with this product, and additionally if the product is valid for only some specific courts.

       

      You can then sell your block card in two ways:

      • directly in the customer profile via the menu Customers

      • via the menu Financials, searching the customer name.

      Subscription

      Subscriptions are especially useful if your customer books at your venue recurringly, always at the same time and in the same court.
      For instance, a customer has a subscription booking for a whole season Sept. to June on Monday evenings at 19:00h.

       

      To create a subscription, click on the button 'Create new product' and in the product settings, select 'User range: Bookings' > 'Subscription'.

       

      IMPORTANT - Subscriptions cannot be sold in the customer profile, but only when you make a recurring registration in the menu Calendar.
      In order to do so, when making a recurring registration, click on 'Type of booking' and assign the subscription.

       

       

      Other products: Membership, Articles and Vouchers

      1) MEMBERSHIPS - Memberships can be used only for studio classes and not for court bookings.

      2) ARTICLES - You can create in the menu Articles all additional things you might sell that are not relevant for the booking (i.e. T-shirt, water bottles etc.).
      Articles cannot be bought online by your customers.

      3) VOUCHERS - You can offer value vouchers that your customer can later redeem for your products.
      TIP: You can create vouchers with 0% VAT, as taxes will be applied when the voucher is redeemed for a valid product.
      You find an overview of all sold vouchers, in the menu Financials > Voucher journal.

       

      Tasks to complete before moving on:

      • Create one or two products (block card, subscription, voucher)

      • Sell a subscription to a customer via the booking calendar.

       

      4) Customers and customer groups

      In the menu Customers > Overview you find the profiles of all your customers, teachers and employees.

      Overview of the customer profile

      When you click on a customer name, you open their profile. Here you can:

      • edit their information (i.e. email, telephone number etc) by clicking on the button 'Edit customer' on the top right corner

      • see an overview of past or future bookings

      • sell products by clicking on the shopping cart symbol or in the tab Products

      • find an overview of all invoices of the customer - in the section Finances

      In the menu Customers > Overview, next to the customer name, you see the customer status, indicating if the customer has activated their Eversports account or not yet.

      There are 3 status options:
      1) Added - this is a new customer, who has not activated their account

      2) Invited - this is a customer that received the invitation to activate their account
      3) Accepted - this is a customer that has activated their Eversports account

      In order to let your customers book online independently, you can send them an invitation to activate their Eversports profile.

      Customer groups

      In the menu Customers > Groups you can create customer groups.

      This allows you to divide your customer base into groups and assign them different settings.

       

      By default there is only one group when you start and all your customers will be inserted automatically in that group.
      Creating different groups brings you several advantages:

      • You can set how many future bookings customers can make (i.e. maybe some customer groups can book only 1 spot at a time, while others can book unlimitedly);

      • You can set how many bookings per day can be done by each customer in the customer group and until when bookings can be cancelled;

      • You can allow special prices for some groups (i.e. reduced feed for existing members that book regularly);

      • You can allow some customers to only book and pay online, or alternatively book online and pay later at the location.

      As soon as you have more customer groups, you can move your customers from one group to the other. Moving customers from one group to the other needs to be done manually, in the respective customer profile.

      Tasks to complete before moving on:

      • Create customer groups and provide them with the necessary settings.

      • Sell a product to a customer (you will learn in the next step how to cancel the invoice afterwards)

      • Do you have already a customers list that you want us to import into the system?
        Get in contact with support@eversports.com so that we can import your customers.

       

      5) Financials

      Go to menu Financials to check the status of your invoices and sales.

      Financials > Invoices

      In the menu tab Financials > Invoices you can find an overview of all your issued invoices.
      TIP: Set the 'Date' filter to 'Current Month' to see all issued invoices for this month.
      If click on the 3 dots next to each invoice you can:

      • View all transactions - i.e. to check when the invoice was issued and when paid.

      • Show details - i.e. to get an overview of the sold product and see a preview of the invoice or send it per email

      • Pay the invoice - if the invoice is still open

      • Cancel the invoice - i.e. if you sold the wrong product or you wish to refund the customer. Invoices paid online will be refunded automatically.

      Other tabs of the menu Financials

      1. Via Financials > Selling you can sell products to your customers

      2. In the tab Financials > Cash ledger you can see the transactions registered onsite in cash or creditcard, divided by employee.

      3. In the tab Financials > Day-end closing, the system generates everyday the total of your daily revenue.

      4. You can export more detailed reports via Financials > Reports, i.e. Sales & Revenues Account for your monthly revenue for your bookkeeping.

      5. Voucher journal is where you find all created vouchers.

      Tasks to complete before moving on:

      • Create an invoice which is unpaid

      • Pay the open invoice

      • Cancel the paid invoice.

      6) Eversports app (for your customers)

      On the app, your customers have an overview of all places and time. They can also use filters.

       

      If you have read all the information and completed all the tasks, then you have completed the introduction steps of Eversports Ballsport Manager. Congratulations!

      Now it's time to plan an Onboarding Consult with us to discuss any open points and clear any doubts!

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