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Case Study · Community and sport
Zoho Bookings for a Community Tennis Court: Bookings and Gate Codes with No Admin
- Members book free, visitors pay online
- A unique gate code for every booking
- No keys or padlocks to manage
An Irish village community group turned an old hardware store into a café, meeting space and tennis court, run by a few volunteers. Our consultants used Zoho Bookings and Zoho Flow to make court bookings and gate codes run themselves.
AT A GLANCE
- Client
- A village community group
- Industry
- Community and sport
- Location
- Ireland
- Services
- Implementation
- Our role
- Design and build
Zoho apps used
Zoho Bookings
Zoho Flow
Zoho Sheet
THE RESULTS
What Changed for the Business
- 0
Keys or padlocks to manage
Every booking gets its own gate code instead.
- 1 code
Per booking
Valid only for that date and time, and replaced if the booking moves.
- 100%
Of gate codes logged
Every code is recorded in Zoho Sheet, so admins can look any up.
THE CHALLENGE
A Court Run by Volunteers
The group wanted members and visitors to book the court easily, without adding to the volunteers’ workload.
Members needed free access and non-members needed to pay. Every booking needed a gate code tied to its date and time, with a new code if the booking was rescheduled. The budget was tight, and a shared key or padlock could easily go missing.
WHAT WE DID
How We Approached It
We used the group’s own website and a few Zoho apps, keeping running costs low.
Bookings on the website
Zoho Bookings embedded on WordPress, with a members-only page for free bookings.
Payments for visitors
Non-members pay online through Zoho Bookings’ Stripe integration.
Automatic gate codes
Zoho Flow gets a code from the smart lock for each booking and emails it.
New codes on rescheduling
A second flow replaces the code and sends an updated confirmation.
A log for admins
Every code is recorded in Zoho Sheet for quick look-ups.
BEFORE AND AFTER
What’s Different Now
Getting in
BeforeA shared key or padlock that could go missing.
AfterA unique code for each booking, sent automatically.
Rescheduling
BeforeA new arrangement for every change.
AfterA new code and confirmation, sent automatically.
Payments
BeforeHandled separately from bookings.
AfterVisitors pay as they book; members book free.
“My code didn’t arrive”
BeforeNo record to check.
AfterEvery code is logged in Zoho Sheet.
THE DETAIL
How We Built It
Bookings on the website
We started with the group’s WordPress website, adding a members-only page with a free membership plugin. The Zoho Bookings pages were embedded on the site: members book for free on the members’ page, and visitors pay through Zoho Bookings’ Stripe integration.
Gate codes from Zoho Flow
Every time the court is booked, a flow in Zoho Flow asks the smart lock maker’s API (Codelocks) for a gate code that works only for that date and time.
The person who booked then gets a confirmation email with their code and a link to their booking.
Zoho Bookings lets people reschedule, so a second flow requests a new code whenever a booking moves, and sends an updated confirmation.
A log of every code in Zoho Sheet
To keep things simple for the volunteers, every gate code request is recorded in a Zoho Sheet spreadsheet. If someone says their code didn’t arrive, an admin can look it up in seconds.
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