EasySerb Platform Documentation

How EasySerb Works

EasySerb connects the entire sports and games community. Whether you want to jump into a game, run tournaments with reusable teams, or manage dedicated court facilities, choose your role below to explore how the platform works for you.

Quick Platform Overview

Single account access with seamless role switching for Players and Organizers, plus dedicated management tools for Court Owners.

Player Role

For Players

Discover open courts, join skill-matched events, manage passes, and earn sportsmanship commendations.

View Player Guide

Organizer Role

For Organizers

Host open plays, leagues, and tournaments with reusable team rosters, waitlists, and QR attendance.

View Organizer Guide

Court Owner Role

For Court Owners

List venues, configure hourly timetables, peak pricing rules, staff accounts, and monitor live bookings.

View Court Owner Guide

Role Guide Standard Account Capability

Player Account & Experience

Find Courts Find Events

What is the Player Role?

Your universal sports passport for courts, open plays, and community games.

Every registered user on EasySerb is a Player by default. As a player, you have dedicated tools to find nearby venues, reserve hourly court slots, RSVP to skill-matched events, carry digital QR passes, and exchange peer sportsmanship commendations.

Account Structure

Single Account, Dual Modes

Switch between Player and Organizer modes instantly with 1 click in the top menu. No second login needed.

Player Passport

Profile & Attributes

Set your skill rating (Beginner to DUPR), play style, dominant hand, paddle model, and location.

Pass Wallet

Digital QR Passes

Access verifiable digital passes for every court reservation and event entry with instant QR lookup.

Reputation

Commendations

Receive and award verified sportsmanship endorsements after matches to build community trust.

Privacy & Visibility Controls: You have full control over your public presence. In your profile settings, you can customize which profile cards (About Me, Performance History, Social Links) are visible publicly and choose whether your name appears in event participant lists.

Goal 1: Finding & Reserving Courts

How to discover venues, pick available hours, and secure court slots.

Search & Filter Venues

Explore the venue directory. Filter by city, court surface (Cushioned Acrylic, Polyurethane, Taraflex, Hardcourt), indoor AC vs covered, lighting, and amenities on the interactive map.

Interactive Timetable

Select your date to open the live timetable grid. Pick your court and hourly slots. The system instantly calculates the total amount based on venue standard and peak pricing rules.

Submit & Lock Slot

Confirm your reservation. The system applies concurrency protection to prevent double bookings and generates your booking reference (BKG-XXXXXX).

Understanding Booking Statuses

Pending

Request sent to Court Owner for confirmation.

Confirmed

Owner approved! Slot locked & Ticket Pass issued.

Rejected

Owner declined with an explanatory note.

Cancelled

Cancelled by player within cancellation policy.

Payment Proofs: If a venue requests advance payment, upload your payment receipt (GCash or bank transfer screenshot) directly inside your booking pass.

View My Bookings

Goal 2: Joining Events, Mixers & Tournaments

How to RSVP to community games, join waitlists, and play with partners.

Discover Open Events

Browse upcoming open play mixers, shootouts, coaching clinics, and tournament divisions. Filter by skill levels (Beginner, Intermediate, Advanced, Open, DUPR rated) and dates.

Register Solo or Partner

Select your division or entry category. Provide your partner's name or register solo. Enter emergency contact details and any event notes requested by the organizer.

Receive Event Registration

Your registration is assigned a unique reference code (REG-XXXXXX) and stored under My Registrations with real-time status updates.

Understanding Event Registration Statuses

Pending

Organizer is reviewing your registration or fee payment.

Confirmed

Spot locked in! Official Ticket Pass is ready.

Waitlisted

Event was full. Promoted automatically if a spot opens.

Declined

Organizer declined with reason provided.

Cancellation Policy: You can cancel your registration before the event cancellation deadline directly from your registration page.

View My Registrations

Goal 3: Digital Passes & Game-Day Check-In

How QR tickets work, where to find them, and what happens at the court.

Finding & Viewing Your Pass

Go to My Registrations (/player/registrations) or My Bookings (/bookings).
Click View Ticket Pass to view your high-contrast digital card with full-screen QR code and reference number.
Click Download PDF to save an offline copy to your phone in case court Wi-Fi or cellular signal is weak.

Game-Day Check-In Flow

Arrive at the court and present your digital QR pass to the organizer or front-desk staff.
The staff member scans your QR code or types your reference code into the unified verifier.
Your entry is confirmed instantly and your attendance is permanently recorded in your game record.

Every ticket pass features a cryptographic token to prevent unauthorized tampering or duplicate admissions.

Public Pass Verifier

Goal 4: Community, Commendations & Notifications

Building your sportsmanship reputation and staying updated.

Peer Sportsmanship Commendations

Great games thrive on respect and community. After completing an event, you can award peer commendations to opponents and partners:

🤝 Good Sportsmanship ✨ Respectful Player ⏱️ Reliable & Punctual 🛡️ Fair Play 🙌 Great Teamwork 💬 Good Communication ⭐ Outstanding Performance

Real-Time Notifications & Groups

In-App Notifications: Click the bell icon to receive immediate alerts for booking approvals, waitlist promotions, host announcements, and received commendations.
Community Groups: Join local sports clubs in the Community Groups section to chat in forum threads and coordinate games.

Frequently Asked Questions for Players

No. EasySerb uses a single account architecture. You can switch into Organizer Mode at any time using the mode dropdown in the top navigation bar or by clicking "Host an Event". Your player profile, passes, and bookings remain intact under the same account.

Court owners and event organizers configure their specific payment instructions (e.g. GCash or Bank QR). When advance payment is required, you will see their payment QR and details directly on your booking or registration page. Simply upload your transaction screenshot to submit payment proof for instant review.

If an event is at maximum capacity, your registration is placed on the Automated Waitlist in the order it was received. If an existing participant cancels, the system automatically promotes the next waitlisted player and sends you an in-app notification.

Billing and balance dashboards are exclusively for Court Owners (to manage facility revenues) and Organizers (to track collected event registration totals). As a Player, you pay directly per booking or event without dealing with account ledger management.

Role Guide Single-Click Mode Switch

Organizer Account & Experience

Host an Event Reusable Teams

What is the Organizer Role?

Complete host toolkit for open plays, tournaments, leagues, and reusable team lineups.

Any registered user on EasySerb can activate Organizer Mode instantly. Organizers have dedicated tools to publish community events, build reusable team lineups with shareable invite links, review player signups & payment proofs, conduct rapid court-side QR check-ins, record podium results, and export official post-event audit reports.

Single Login

Instant Mode Switch

Switch between Player and Organizer modes in the top navigation bar with 1 click. No second account needed.

Flexible Venues

2 Venue Setup Models

Link events directly to booked EasySerb partner courts or create an Organizer-Added Venue at any community court.

Team Assembly

Reusable Teams & Snapshots

Build club squads or doubles rosters once with shareable invite links. Event rosters are safely snapshotted.

Audit & Operations

QR Check-in & Reports

Perform 1-second court-side QR check-ins, award podium finishes, and download official PDF/CSV audit reports.

Organizer Hub Access: When in Organizer Mode, your main navigation displays My Events (/organizer/events) and your user account menu unlocks Reusable Teams (/organizer/teams), Booking Transfers (/organizer/transfers), and Billing & Balance (/organizer/billing).

Goal 1: Creating & Configuring Events

How to set up games, choose venue models, and open registrations.

Option A

EasySerb Court Booking

Attach your event directly to a confirmed court reservation you previously made at a partner venue. Date, time, court numbers, and venue specifications are automatically linked.

Ideal for partner venues & indoor facilities

Option B

Organizer-Added Venue

Host an event at any community court, village clubhouse, or private facility. Simply enter the venue name, address, coordinates, and court count without requiring an existing court owner account.

Ideal for public parks, barangay courts & open clinics

Key Event Configuration Settings

Event Type & Division

Choose Open Play Mixer, Tournament, Clinic, League, or Friendly Match, with skill divisions from Beginner to DUPR rated.

Capacity & Reminders

Set max player capacity, registration deadlines, and toggle automated 24-hour player reminder emails.

Fee & Payment Instructions

Set free entry or registration fee. Provide GCash/Bank QR and payment instructions for registrant review.

Draft Save privately • Published Preview on calendar • Registration Open Accept player signups

Create Event

Goal 2: Building Reusable Teams & Lineups

How to create teams once, share invite links, and preserve event rosters.

Create Reusable Team

Go to Reusable Teams (/organizer/teams) and set your team name and description (e.g. "Metro Dinkers" or "Tournament Roster A").

Invite Players or Share Link

Invite registered players directly (triggers in-app and email notices) or copy your unique team invite link (/teams/invite/{token}) to share in group chats.

Attach to Future Events

Select your saved team when creating any event. EasySerb displays the team name, description, and member roster avatars on the public event page.

Historical Snapshot Preservation: When an event is published with a team attached, EasySerb automatically captures an immutable historical snapshot of the team roster for that specific event. If you add, remove, or substitute members in your general team later for other tournaments, all past event records and participant rosters remain untouched and completely accurate.

Account Requirement: Players accepting an invitation must be logged into or register an EasySerb account to join the roster.

Manage My Teams

Goal 3: Managing Participants, Waitlists & Approvals

How to review player registrations, check payment proofs, and handle waitlists.

Roster Approvals & Payments

Review Incoming Signups: View player profiles, skill levels, partner pairings, emergency contacts, and custom notes inside the event hub.
Inspect Payment Proofs: If you charge an entry fee, inspect uploaded transaction screenshots (GCash/bank receipts) directly before confirming.
Manual Walk-In Registrations: Add on-the-spot walk-in players or offline registrations directly from the event management dashboard.

Automated Waitlist Engine

Never worry about empty spots or message chaos when an event reaches capacity:

Automatic Queue Promotion

When max capacity is reached, additional registrants enter the automated FIFO waitlist queue. If a confirmed participant cancels their registration, the next waitlisted player is automatically promoted into the active roster with an instant notification.

Registration Statuses: Pending Registered / Confirmed Waitlisted Declined Cancelled

Goal 4: Game-Day QR Attendance & Check-In

3 rapid check-in methods to verify admissions court-side in seconds.

1. Mobile QR Scanner

Use your mobile camera directly in the browser to scan player QR ticket passes. Verifies cryptographic tokens and logs entry in under 1 second.

2. 5-Char Code Lookup

If a player's phone screen is dim, type their 5-character attendance code or registration reference (REG-XXXXXX) into the quick verifier.

3. 1-Click Roster Check

Check in players directly from the interactive participant roster table with live attended count and progress percentage tracking.

Attendance Window: The attendance check-in portal unlocks on the day of the event and stays active through the scheduled session duration to ensure security and prevent premature admissions.

Goal 5: Event Finalization, Results & Official Audit Reports

Concluded event handling, podium placements, commendations, and audit exports.

Finalization & Podium Placements

When matches finish, you can mark the event Completed manually, or allow the system to automatically transition status after the event end time.

Podium Placements: Record tournament winners (Champion / 1st, 2nd, and 3rd place) directly into the post-event records.
Player Commendations: Award verified sportsmanship badges to standout participants to recognize positive community spirit.

Official PDF & CSV Audit Reports

Once an event concludes, EasySerb automatically generates official downloadable audit files:

Event Summary & Financial Report

Download full PDF or CSV reports containing complete participant lists, check-in timestamps, payment receipts, total fee revenue breakdown, and attendance rates.

Goal 6: Platform Statements, Transfers & Host Alerts

Transparent service fee ledgers, booking transfers, and actionable event notifications.

Platform Billing & Balance

Organizers hosting paid events have access to a transparent Billing & Balance ledger (/organizer/billing):

Transparent Ledger: Platform service credit fees apply only to confirmed, paid player registrations.
Billing Statements: Review monthly statement cycles, outstanding balances, and settlement receipts.

Booking Transfers & Alerts

Organizer Booking Transfers: If you can no longer host an event, safely transfer your confirmed court reservation (and its linked event) to another organizer under Transfers (/organizer/transfers).
Actionable Alert Center: Receive timely notifications for incoming registrations, unverified payment proofs, 24-hour match day reminders, and post-event finalization reminders.

Frequently Asked Questions for Organizers

Yes. When creating an event, choose the Organizer-Added Venue option. You can input any local community court, village clubhouse, or private facility address, specify the number of courts, and publish your event without requiring an existing court owner account.

When you link a reusable team to an event, EasySerb generates an immutable historical snapshot of the team name and member list specifically for that event. If you update or replace members in your general team for future tournaments, all past events retain their exact historical lineup.

Yes. When a player opens your team invite link (/teams/invite/{token}), they will be prompted to log in or register a free EasySerb account. This ensures all team rosters are populated by verified player profiles with accurate skill ratings and match histories.

Open your event on your smartphone, navigate to Attendance & Check-In, and tap Open QR Scanner. Point your camera at the player's digital ticket pass. The system will verify the ticket token and log attendance instantly. You can also type their 5-character attendance code or check them off directly on the roster list.

You can mark an event as Completed from the event management dashboard once matches conclude, or the platform will automatically transition it after the scheduled end time. Official PDF and CSV audit reports become immediately available. If you charge an entry fee, platform service credit fees are applied to your monthly billing statement only for confirmed paid participants.

Role Guide Dedicated Facility Management

Court Owner Account & Experience

List Your Venue My Venues

What is the Court Owner Role?

Complete digital venue operations, multi-court timetables, staff delegation, and revenue reporting.

Court Owners operate dedicated sports complexes, recreation facilities, and commercial courts. EasySerb provides complete operational digital tooling: customizable hourly timetable grids, peak / off-peak pricing rules, maintenance blackout windows, staff portal delegation with venue-specific isolation, real-time Live Viewing, and automated audit reports.

Multi-Venue

Independent Venues

Manage multiple sports complexes under one account. Courts, schedules, staff, and pricing are kept strictly separate.

Revenue Control

Timetables & Dynamic Rates

Configure standard hourly rates, weekend peak pricing rules, and schedule temporary maintenance blackouts.

Team Operations

Venue-Specific Staff

Assign front-desk staff credentials strictly scoped to specific venues for check-ins and walk-in bookings.

Live Operations

Live Monitor & Reports

Track real-time court occupancy via Live Viewing and export official PDF/CSV facility operations reports.

Facility Verification Badge: Court owners can submit business permits, barangay certifications, or ownership documents under Verification (/owner/verification) to earn the official Verified Court Owner trust badge on all public listings.

Goal 1: Setting Up & Publishing Your Venues

How to onboard facilities, configure court specs, and showcase amenities.

Venue Details & Map Pin

Provide facility name, full street address, city, municipality, province, and interactive GPS map coordinates for player discovery. Set your front-desk contact phone.

Courts & Surface Specs

Configure court count and surface materials (Cushioned Acrylic, Polyurethane, Taraflex, Hard Court, Concrete), indoor air conditioning, covered roofing, and lighting.

Photos, Amenities & Policy

Upload high-res photos, venue logo, and tag available amenities (Parking, Air Conditioning, Lockers, Showers, Pro Shop, Wi-Fi). Set cancellation notice days and policy notes.

Public Venue Page & Instant Booking

Public Listing (/venues/{slug})

Showcase your facility with an interactive photo carousel, court specs breakdown, amenities badge list, and Google Map location pin.

Live Timetable Picker

Players and event organizers select dates on your live booking timetable, pick available hourly slots, and submit reservations directly.

Create New Venue

Goal 2: Managing Schedules, Blackouts & Dynamic Pricing

How to configure operating hours, block maintenance dates, and set peak rates.

Schedule

Weekly Operating Hours

Choose active operating days (e.g. Monday–Sunday) and define exact opening and closing hours (e.g. 6:00 AM – 11:00 PM). Closed days are automatically hidden from player booking grids.

Blackouts

Temporary Unavailabilities

Block specific dates or hourly windows for facility maintenance, private tournaments, surface recoating, or holidays. Apply to the entire venue or isolate to specific individual courts.

Pricing

Peak & Special Rates

Create custom rate rules: Day of Week (Weekend Prime Time), Specific Date (Holiday Rate), or Date Range (Summer Seasonal Rate) with automated priority resolution.

Automated Conflict Detection: When creating pricing rules, EasySerb's pricing engine checks for overlapping rate ambiguities and alerts you immediately if a rule conflicts with an existing schedule.

Goal 3: Managing Booking Requests, Manual Walk-Ins & Conflict Safety

How to review requests, verify payment proofs, approve slots, and record walk-in play.

Incoming Booking Requests

Review Request Details: Inspect requested date, hourly time slots, selected courts, total amount, organizer profile, and notes.
Inspect Payment Proofs: View uploaded GCash or bank transfer payment receipts submitted by the organizer directly before confirming.
1-Click Approval & Rejection: Confirm the booking to lock the slot and issue the player's official Ticket Pass, or reject with an explanatory note.

Manual Walk-Ins & Safety Rules

Manual Walk-In Reservations

Record on-the-spot walk-in players, phone reservations, or cash bookings directly from your schedule timetable grid with instant slot conflict validation.

Past Booking Protection

EasySerb strictly prevents approving or rejecting requests once their scheduled time has passed, safeguarding historical records.

Booking Statuses: Pending Confirmed Rejected Cancelled Completed

Goal 4: Real-Time Live Viewing Monitor & Game-Day Operations

How Live Viewing tracks court occupancy, incoming requests, and pass verifications.

Real-Time Live Booking Monitor

The Live Booking Monitor (/owner/live-bookings) acts as your facility's central digital operations screen:

Live Occupancy Feed: Real-time auto-refreshing monitor showing today's ongoing games, countdown timers, and court allocations.
Multi-Venue Scope: Court owners can view all courts across all their venues simultaneously or filter down to an individual facility.

Court-Side Ticket Pass Verification

Verify arriving players and organizers quickly at the front desk:

Instant Pass Verifier

Scan the player's QR ticket pass or enter their reference code (BKG-XXXXXX) to confirm reservations, inspect booked court numbers, and prevent duplicate admissions.

Goal 5: Delegating Operations to Venue Staff

How staff access works, venue-specific isolation, and operational permissions.

Staff Setup

Create Staff Accounts

Create front-desk staff accounts under Staff Management (/owner/venues/{venue}/staff) with unique usernames and secure passcodes.

Strict Isolation

Venue-Specific Isolation

Staff accounts are strictly tied to a single assigned venue. Staff can only access their venue's live monitor, schedule, and bookings. Data across other venues remains completely private.

Security

Activity Audit Log

Every staff action (approvals, rejections, manual bookings, check-ins) is permanently logged with timestamps in the owner's staff activity audit trail.

Staff Permission Scopes & Guardrails

What Staff Can Manage:

• View assigned venue schedule and Live Viewing monitor
• Approve / reject incoming booking requests & verify payment proofs
• Record manual walk-in reservations on the timetable grid
• Check in players via QR ticket pass verification

Protected Owner Actions (Staff Cannot):

• Edit venue details, delete courts, or alter pricing rules
• View other venues owned by the Court Owner
• Access owner platform billing ledgers, statements, or settlement
• Delete staff accounts or modify venue operating hours

Goal 6: Revenue Analytics, Official Reports & Platform Billing

Facility analytics, downloadable PDF/CSV audit reports, and platform transaction billing.

History & Booking Value

Track facility earnings in the History & Value dashboard (/owner/history-and-value):

Financial Metrics: Real-time totals for Today's Booking Value, This Week, This Month, and All-Time booking revenue.
Utilization Stats: Total booked hours and confirmed reservation counts across your court inventory.
Official PDF/CSV Report: Download weekly or monthly facility operations reports detailing utilization rates and payment status breakdown.

Platform Statements & Billing

Court Owners have access to a dedicated Billing & Balance ledger (/owner/billing):

Transparent Ledger: Nominal platform service credit fees apply only to confirmed court reservations.
Billing Statements: Review monthly statement cycles, outstanding balances, and settlement receipts.

Frequently Asked Questions for Court Owners

Yes. EasySerb fully supports multi-venue management. You can add multiple venues from your account. Each venue maintains completely separate courts, operating hours, blackout dates, pricing rules, staff members, Live Viewing monitors, and performance reports.

Staff accounts are strictly tied to a single assigned venue. When a staff member logs in at /staff/login, they can only view and manage operations (approvals, walk-ins, QR check-ins, Live Viewing) for their assigned venue. Staff cannot see your other venues, alter pricing rules, or access your platform billing ledger and financial revenue reports.

When you or your staff record a walk-in reservation from the timetable grid, EasySerb performs atomic conflict checks across all existing reservations, unavailabilities, and blackout rules for those specific courts and hours. The slot is locked immediately to prevent online double bookings.

EasySerb enforces strict past-booking integrity. Once a requested time slot has passed, it can no longer be approved or rejected to maintain accurate audit logs, prevent retroactive timetable errors, and ensure financial ledger integrity.

Court Owners have a transparent Billing & Balance ledger (/owner/billing). Platform service credit fees are applied on monthly billing cycles only for confirmed court reservations. You can inspect line-item charges, download settlement receipts, and track payment confirmations.

Platform Foundations

Core Architecture & Common Concepts

Understanding how account roles, pass verification, and notifications interact seamlessly across EasySerb.

Multi-Role Switching

You do not need separate accounts to play and organize. Your EasySerb account allows instant switching between Player Mode and Organizer Mode with a single click in the navigation bar.

Unified Pass Verification

Every court reservation and event ticket carries a secure reference token and QR code. Venue staff and organizers scan the pass to instantly verify entry and prevent duplicate admissions.

Privacy & Verification

Personal contact details remain protected while sports profiles and event listings remain easily shareable. Court owners can request verification badges to establish community authenticity.

Have questions about how something works?

Our support team is here to assist players, organizers, and court owners with any questions or feedback.

Contact Support Feedback Center