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Club Court Manager™

Complete user manual — members, administrators, and Club Rankings

Product

Club Court Manager™ (full CCM)

Operator

StoufferAI

Version

July 18, 2026

PDF

/docs/ccm-user-manual.pdf

Table of contents

1. Overview
2. Part 1 — Members (booking courts)
3. Part 2 — Administrators
4. Part 3 — Club Rankings (included)
5. Part 4 — Billing & support

1. Overview

Club Court Manager gives your community a branded website (and optional custom domain) where members book courts and admins manage rosters, schedules, and email — without spreadsheets or phone calls to the desk.

What you get

• Court booking — calendar grid per sport; members tap open slots.
• Member sign-in — email magic link, SMS code, or password.
• Mobile app — iOS and Android (community picker at app.clubcourtmanager.com; see §1.6).
• Admin dashboard — sections, rosters, schedule blocks, bulk email, reports, branding, SaaS billing, and optional membership dues.
• Club Rankings — sport-specific leaderboards, mini-leagues, Club Play, session confirmations, achievements (included in CCM). Roles overview: Club Play & mini-leagues — who does what.

URLs

Part 1 — Members (booking courts)

Screenshots below were captured from the shared demo sandbox (sample data; resets hourly). Your community's branding and roster will differ.

1.1 Sign in

Open your community's website or the Club Court Manager mobile app (see §1.6) and choose how to sign in:

First-time sign-in may show a terms acceptance screen. Accept once to continue. If your admin requires profile fields you have not completed yet, you are sent to My Profile before you can book courts.

Most screens use a menu (☰) in the header for My Reservations, Profile, Rankings, Admin, Reserve a Room (when rooms are enabled), and Sign Out — home and sport pages keep the header uncluttered.

1.2 Book a court

Booking takes two taps: tap an open slot, then tap Reserve court.

1. From the home page, choose your sport by name (e.g. Pickleball). Home lists sports first, then a link to My Reservations.
2. On the sport calendar, if anyone has an open Find a Player request for that sport, a short teaser appears above the Day / Week / Month controls (date, optional time, players needed). Tap a row or View all → to open the full board filtered to that sport.
3. Use Day (default), Week, or Month at the top of the calendar. Week shows seven days with a vertical time heatmap and small colored event pills (hover for full details). Month (web only) shows a Sun–Sat calendar grid — seven days across, weeks below — with the same heatmap and pills in each day cell. Tap a day to open that day's grid.
4. In Day view, pick the date using Prev / date picker / Next (a Today link appears whenever you are viewing another day).
5. On the calendar grid, tap a green Open slot (green circle with the court number) for the court and time you want. Your pending selection highlights as Yours (blue with a checkmark) before you confirm.
6. Choose session length (if choices are offered).
7. Tap Reserve court — you see "Reserved!" and receive a confirmation email with a calendar attachment (.ics).

Day-grid color key (matches the circles on the calendar): green with court number = Open · blue ✓ = Yours · P Open Play · L League · C Clinic · T Tournament · M Maintenance · grey X = Booked (someone else) · pale grey · = past / not open. Status letters replace the court number when a slot is not open.

Inviting players (optional)

Before tapping Reserve court (or later, when editing the booking), open Add players (optional) to search your club roster by name. Under More options inside that section you can load a saved player group or invite someone by email, and attach a short message. Invited players get a one-tap Accept / Decline email.

1.3 My Reservations

View upcoming and past bookings from My Reservations in the menu (☰) or from the link under sports on the home page.

• Cancel — when editing a booking, Cancel reservation sits under the More disclosure. Allowed until your community's cancel-notice window (set per sport by admins).
• Invites — if someone invited you, respond with the one-tap Accept / Decline buttons in the invitation email, or from My Reservations.
• Invite others — open your booking and add roster members under Add players; new invites go out when you save.

1.4 Find a Player

Use Find a Player to post that you need a sub or partner. Only roster members for that sport can see and respond. Open requests for a sport also appear as a compact teaser at the top of that sport's booking calendar (see Book a court).

• Post a request — choose sport, date, optional time/court/skill, then tap Post request. Confirm before it goes live.
• Reply — open a request and tap Send reply. Confirm before sending; your name and contact info on file are visible to the poster.
• Mark filled / Cancel — if you posted the request (or you are an admin), confirm before closing it.

1.5 Profile & Photo ID

Open Profile to update contact info, skill ratings per sport, and photo ID. Your admin chooses which fields are required before booking under Admin → Members → Member profile rules. At minimum every member needs first and last name plus email on file (an invite email counts as email on file). Phone is optional unless your club requires it.

When you sign in, any missing required fields send you back to Profile until you save. If your admin adds a new requirement later, you will be prompted on your next visit.

• Contact fields — email, phone, address, city, state, zip, date of birth, gender (when required).
• Skill rating — entered per sport on My Profile when your club requires it; also used for court groups and mini-league eligibility.
• Photo ID — upload when required club-wide or for a specific sport (see admin Sections).

If your club collects membership dues online, Profile also shows your dues status and published plans. Tap Pay to complete Stripe Checkout. Money goes to the club (not StoufferAI). CCM does not add a transaction fee; standard card-processing fees still apply.

1.6 Mobile app

Book courts from a phone in two ways: the native Club Court Manager app (iOS TestFlight pilot today; Android / public App Store next), or your community website in the phone browser. Booking rules match the web — the app adds a community picker, push reminders, and a ☰ menu that can open Rankings and other web pages already signed in.

Get the app

Pilot testers install via Apple TestFlight when your club admin invites you. The public App Store listing will follow pilot QC. Until then you can also open https://app.clubcourtmanager.com in Safari or Chrome to pick your community, then sign in on the club site.

Find your community

On first launch, search by club name or enter the invitation code from your administrator. Your club appears with its square mark next to the community name (admins upload that under Admin → Branding).

Home and the ☰ menu

After sign-in you see your community home: sports to book, optional rooms, and a ☰ button. Native actions stay in the app; other items open your club site in an in-app browser already signed in (no second login).

• In the app: Book Courts, My Reservations, Reserve a room (when enabled), Sign out.
• Opens web (signed in): Club Rankings, Club Play, Find a Player, Profile, Help, and Admin (admins only).

Book a court

Tap a sport, then use Day or Week (Month view is on the website). Tap an open slot and confirm — same rules as Part 1 (daily limits, cancel notice, invites).

My Reservations

Open My Reservations from the ☰ menu (or after booking) to review upcoming and past courts, edit, or cancel within your club's notice window.

Part 2 — Administrators

Admins sign in the same way as members, then open Admin from the menu (or go directly to /admin). Full site administrators see all Admin tabs. Members granted Room Admin (Admin → Rooms → Room Admins list) see only the Rooms tab.

2.1 Sections (sports)

Each sport is a section with its own courts, hours, and booking rules.

• Add a section — name, court count, open hours, slot length.
• Booking rules — advance booking window, minimum lead time, max reservations per day, max session length, cancel notice.
• Photo ID gate — optional per sport: require photo ID before members can book that sport, even when club-wide Photo ID is optional. Club-wide Photo ID is set under Members → Member profile rules.
• QR code — download a QR that opens this sport's calendar (sign-in still required).

2.2 Court groups

Organize courts into groups (e.g. skill levels). Members may only book courts in groups they belong to, or groups may be hidden from certain members.

2.3 Rooms (optional)

Rooms are separate from sports — card rooms, meeting spaces, or any bookable room with custom names. The room calendar does not use Open Play / League / Clinic / Tournament labels; it shows Open (green with room number), Yours (blue ✓), Maintenance, Booked (grey X), and past / not open only.

Admin → Rooms:

• Room settings — hours, daily limits, advance window, and Open to all members (default) or per-room rosters.
• Room Admins — site administrators can put selected members on a Room Admins list. Those members open Admin and see only the Rooms area (settings, names, room schedule) — not Schedule, Members, Billing, or Branding. Site admin (full Admin) is separate and mutually exclusive with Room Admin-only access.
• Room names — add unlimited names, reorder, activate/deactivate.
• Room roster — when open-to-all is off, assign members per room.
• Room schedule — day grid to block slots or view member bookings. Tap open slots, then complete the short form: type (Meeting or Maintenance), Meeting / purpose (required for meetings), and Save block. This does not open the member booking panel; it posts a schedule block with the purpose shown on the calendar.

Members open Reserve a Room from the menu (☰) when at least one active room exists (not from the home sport list). After tapping an open slot they set Length, an optional Purpose (e.g. board meeting), and tap Reserve room — one short panel, no player invites. Bookings appear on My Reservations with court bookings.

2.4 Members & roster

The Members tab shows the sport picker first, then Member profile rules, then Pending approval, the Roster, CSV import, and Add a member.

Member profile rules (setup & ongoing)

Choose which My Profile fields members must complete before they can book courts. First name, last name, and email are always required — invite email counts as email on file. Phone is optional unless you check it below.

First-time setup: review the checkboxes, check I've chosen which fields members must complete — ready to invite, then click Save & confirm. Import, add-member, and send-invite stay disabled until then. The welcome checklist and Required before invites tag remind you.

After go-live: you can change requirements anytime. Members missing a newly required field are prompted on their next sign-in and cannot book until Profile is complete.

• Approve signups — if self-signup is enabled, pending requests appear at the top with Approve and Decline buttons (Decline asks for confirmation).
• Roster status — each member shows plain-English chips: Active, Invited, Waiting approval, Suspended, Terms pending, Admin, and so on.
• Roster actions — text-labeled buttons: Profile, Resend invite, Remove, and admin grants. Granting or removing Site administrator asks for confirmation. Profile also offers Room administrator (Rooms-only Admin access), mutually exclusive with full site admin.
• Add member — enter name and email; optionally send invite email with magic link.
• CSV import — export from CourtReserve, HOA software, or spreadsheet; import per sport. Map names, emails, phones, ratings, member numbers.
• Bulk invite — select members → send sign-in links.
• Remove / suspend — removed members cannot sign in; history stays on file.
• Rankings wallet — each rostered member gets a wallet QR + 4-digit confirm code for Club Rankings score confirmation. Regenerate from the member profile if lost.

2.5 Schedule & blocks

The admin schedule shows courts and times in Day view (full grid), Week view, or Month view — use the prominent View toggle at the top. Week and Month use a per-hour heatmap and colored event pills per day (hover a pill on desktop for full details). Month is a Sun–Sat grid with seven days across and one week per row. Use Week or Month to scan whether Open Play or league blocks landed on the right weekdays, then tap a day to edit on the day grid. Admins can:

• Block courts — set From / Through and weekdays, then tap or drag open slots on the grid (or a time row). A Review & block panel below the grid shows Block selected (N) when you have times picked. Use Clear selection to reset.
• Repeat on weekdays — the grid shows one view day as the time pattern; matched weekdays control which dates repeat (e.g. Mon only → Mondays in range only, not every calendar day). The review panel lists the exact dates before you block.
• Posted block series — multi-day blocks appear as one series (Modify / Delete). The list shows today forward by default; use Archive to open past series you may reuse with new dates.
• Day list (this date) — each row is for reviewing and Remove only. Event signup and rankings are not row actions here — use Admin → Events for registration pages and participants, and Club Rankings / Events for scoring.
• Book on behalf of a member — create reservations for members.
• Cancel reservations — members receive notice when appropriate.

2.5 Email

Send announcement is the first card on the Email tab: send custom bulk email to segments — all active, invited only, or selected members — with a preview of subject and body before sending. Sending-domain and DNS setup are tucked under Email settings (advanced) at the bottom of the tab; most communities never need to open it.

2.6 Reports

Export usage, cancellations, and roster data. CSV exports are rate-limited and logged in the security audit trail.

2.7 Launch checklist & text message registration

Admin → Launch shows a Your community checklist: email ready, text message (SMS) registration status, and billing. (Deeper platform diagnostics are handled by StoufferAI operations and are not shown to community admins.)

Email sign-in works immediately. For SMS sign-in and text reminders, complete the text message (SMS) registration business details in Admin → Launch. StoufferAI registers your community with US carriers (typically 3–7 business days). Until approved, members should use email link sign-in. New communities use platform-branded SMS by default (messages show as [Your Community Name] from Club Court Manager). Communities that need their own dedicated sender brand can use optional white-label A2P registration instead.

2.8 Branding

• Upload a wide / banner logo for the website header and emails, or show the community name as text.
• Optionally upload a square logo for the mobile app (shown next to the community name). Do not reuse a wide banner as the square mark — that doubles the name on phones.
• Set brand colors, support email, and website link shown to members.
• Configure custom domain — point DNS to hosting; enter domain in tenant settings.

2.9 Membership dues (optional)

Admin → Membership dues lets the club collect member → club payments (separate from Admin → Billing, which pays StoufferAI for the software):

1. Connect the club bank account via Stripe Express onboarding.
2. Publish monthly, annual, or one-time plans.
3. Review the dues roster (paid / past due / unpaid), mark comps, export CSV.
4. Optionally require paid membership to book, with configurable grace days.

Members pay from Profile. CCM does not add a transaction fee by default; Stripe card-processing fees still apply. Rooms do not count toward the CCM court subscription.

2.10 Event registration

Admin → Events creates public registration pages for tournaments, clinics, or socials. Use this tab (not the Schedule day list) to create signup pages, manage participants, and enter rankings from the event roster.

• Create event — title, date, sport, capacity, registration deadline, optional description.
• Link mini-league — optionally tie the event to a mini-league so sign-ups enforce eligibility (gender, rating, singles/doubles) and results feed mini-league standings.
• Share link — copy the registration URL or QR; members sign in and register at /event?code=….
• Enter rankings from roster — after the event, score registered players in one step; standings update for the linked mini-league and club-wide board.
• Participant email — optional message to everyone who registered when the event ends.

2.11 Activity log

Admin → Activity log shows an append-only audit log: roster views, exports, member changes, bookings, schedule edits, and more. Admins cannot edit or delete log entries.

2.12 Getting started checklist

1. Start trial at clubcourtmanager.com/start — name community, create admin account, pick sports.
2. Configure sections (courts, hours, rules).
3. Import roster CSV or add members manually.
4. Send bulk invites.
5. Optional: set up rooms and Room Admins; connect Membership dues and publish plans.
6. Optional: complete text message (SMS) registration in Admin → Launch.
7. Optional: set custom domain and branding.
8. Subscribe in Admin → Billing before trial ends (court-based: $40 up to 6 courts, +$5 each additional).

Part 3 — Club Rankings (included in CCM)

Every full CCM plan includes Club Rankings — sport-specific leaderboards separate from legacy manual ratings on the roster.

• Open Club Rankings from the menu (☰) or Admin → Club Rankings link. Admins also have site nav Club Play and an Admin-page Club Play link next to Club Rankings.
• Members see the leaderboard (with performance, participation, volunteer, and sportsmanship breakdown), Sessions (browse completed club results), Mini-leagues (season standings), club stats, personal ranking, and can submit/confirm session results.
• Admins may set visibility to public (anyone can view the leaderboard without sign-in) or members only per sport.
• Admins enter results, import CSV history, create the first mini-league, assign mini-league captains, review disputes, and tune club-wide weights. Admins also see the Rankings Captain tab. Assigned captains may create additional mini-leagues from the Captain tab.
• Shared Training (Member, Captain, or Administrator roles) lets anyone practice with fictional players — see Part 8 of the Club Rankings manual.
• Optionally link event registration (Admin → Events) to a mini-league for eligibility and one-step scoring.

3.1 Mini-leagues and Club Play

A mini-league is a season-style league within one sport — e.g. Women's Doubles 3.5+ for six months. Admins create the first mini-league under Rankings → Admin → Mini-leagues (or use built-in templates). Assigned mini-league captains can create additional mini-leagues from the Captain tab. Each mini-league can have:

• Eligibility rules — gender, singles/doubles, minimum/maximum rating.
• Season start and end dates.
• One or more mini-league captains — trusted members who enter official results without full admin access.
• Its own standings on the Rankings → Mini-leagues tab.
• Club Play — captains and admins run a dated play event (day or evening) with signup and game-by-game scores at /club-play (captain enters scores; members watch). At Start live, optionally set Number of rounds for any format (blank keeps today's defaults).

Captain vs member score entry (live Club Play vs casual Submit results + peer confirm): Mini-league Playbook §4. Roles overview: Club Play & mini-leagues — who does what (PDF). Share the Mini-league Captain manual (PDF) with volunteers you assign as captains.

For full detail on confirmations, CSV templates, achievements, volunteer bonuses, mini-league admin, Club Play, and settings, see the dedicated Club Rankings User Manual (PDF).

Part 4 — Billing & support

4.1 Plans & trial

CCM is priced by courts, not by member count:

• Up to 6 courts — $40/month (unlimited members).
• + $5/month for each additional court.
• Branding, custom domain, unlimited sports, admin tools, mobile app access, and Club Rankings included.

No CCM transaction fees on membership dues (and other club payments collected through CCM). Clubs keep more of every payment; standard card-processing fees still apply.

14-day free trial — no credit card required at signup. Add payment in Admin → Billing when ready.

4.2 Manage subscription (club → StoufferAI)

Admin → Billing is your Club Court Manager SaaS subscription. Manage billing opens the Stripe customer portal (update card, cancel). Access continues until the end of the paid period after cancellation. Adding or removing courts updates the extra-court line on your subscription.

4.3 Membership dues (member → club)

Admin → Membership dues is separate from SaaS Billing:

1. Connect bank account — Stripe Express onboarding so dues deposit to the club.
2. Plans — create monthly, annual, or one-time membership products.
3. Dues roster — see who is paid, past due, or unpaid; mark comps; export CSV.
4. Optionally require paid membership before booking (with grace days).

Members pay from Profile. CCM does not take a cut of dues by default.

4.4 Standalone Club Rankings

Communities that only need leaderboards (no court booking) can use standalone Club Rankings ($19/mo, 150 active members) at clubcourtmanager.com/platform/rankings. Full CCM customers already have rankings — no extra purchase. Upgrading to full CCM uses the court-based $40 + $5 plan.

4.5 Support

Email support@stoufferai.com · Security details: /platform/security · Privacy: /privacy

Club Court Manager™ powered by StoufferAI · Document version July 14, 2026