PRD Community Pass Online Tennis Reservations Instructions

ONLINE TENNIS RESERVATIONS ​GO

LIVE​ MONDAY, OCTOBER 19TH AT 7:30 AM

Welcome to our new online tennis reservation system! Please read these instructions carefully before getting started.

Before it is possible to to make an online tennis reservation: ● You must set up a family account in Community Pass and add each family member who has purchased a decal. ● You must have a current tennis decal(s) linked to your Community Pass account by PRD Staff. ​(We need time and/or a heads up to know you have created your account so that we can attach your decal. We are doing our best to add them as quickly as possible, but if you created your account after Thursday (10/15) at 5:00pm, and your decal has not yet been added, please call us to let us know (510) 420-3070)! ● You must have a credit card stored in your Community Pass account for payment.

Reservation​ rules are as follows: ● Tennis Courts are reservable in 60-minute increments and are reservable at the top (:00) or bottom (:30) of the hour only. ● Players with a current decal may make a reservation for one court, for up to two hours per day, up to 4 weeks in advance. ● All reservations must be paid in full at the time of the reservation.

Changes to Reservations: ● ●

It is not possible to make a change to an existing reservation in the system.

You must first cancel your reservation and then create a new one.

Reservation Cancellations Process: ● To cancel a reservation, send an email to: ​tenniscancellations@piedmont.ca.gov​ ​and include your name and permit reservation number.

Piedmont ​cancellation​ rules are as follows: ● Cancellation requests must be received at least 24 hours in advance of the reservation time to be approved. For cancellation of weekends and reservations for the following Monday, the deadline is Friday 2:30 pm. Cancellations for the weekend or Monday will not be processed after this deadline. ● It is possible to make other reservations while you wait for your cancellation to be approved, however, you cannot make another reservation for the same day until the first reservation is cancelled by PRD ​(only one reservation per decal per day is allowed in the system).

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Once the cancellation has been approved, you will receive an email confirmation. You will then be able to make a new reservation, including the date of your original reservation.

Refunds will NOT be issued for unused reservations.

Reservations that are cancelled for weather or poor air quality will qualify for a credit to your Community Pass account. To receive your credit please email: tenniscancellations@piedmont.ca.gov​ and include your name, permit number and “weather cancellation” in the subject line.

ONLINE RESERVATIONS Step One: Log into your account and click on the “Click Here to Register” orange button.

Step Two: Click the ​Continue​ button for ​Piedmont Recreation Rental Facilities.

Step Three: Verify your email address and click ​Continue​.

Step Four: Select the type decal (youth or adult) and the day of the week (weekday or weekend) and click Continue​.

Step Five: ● First select the court. ○ If you would like to check court availability, click on the ​Availability​ link and follow the instructions outlined below in ​COURT AVAILABILITY, Option 1. ● Select the date. ● Select the time. ○ Courts are reservable only ​at the top (:00) or bottom (:30) of the hour only (please disregard the quarter hour (:15 and :45) options). ● Disregard the “Comments” box.

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Add the “estimated number of attendees” (i.e., players) ​As per COVID requirements, max is 2.

Click ​Continue​.

Step Six: Click ​Complete Transaction.

Step Seven: Click ​Finish​.

Step Eight: You will receive an email confirmation with your reservation details.

ADDITIONAL INFORMATION COURT AVAILABILITY There are several ways to check court availability before making a reservation: OPTION 1: After you have logged into your account and have arrived at ​Step Five ​in the process above, click on the ​Availability​ link next to the court that you are checking.

The calendar for that court will appear ​in a separate browser tab.

If there is nothing noted on the day, all times are available. If “RESERVED” appears on a given day, click on that date in the calendar if you would like to see those specific reservations. A notice of the reserved times will appear.

To make a reservation, ​click back to the original tab in the browser​ (where you are already logged in) and proceed with the process outlined above.

OPTION 2: After you have logged into your account, go to the Facilities tab (near the top of the screen).

Hover your mouse over Facilities and then hover your mouse again over Tennis Courts.

Next, click on your desired courts and you will see the individual courts at that location.

Next, click on the Availability link for a specific court and a calendar will appear ​in a separate browser tab.

To make a reservation, ​click back to the original tab in the browser​ (where you are already logged in) and click on ​Click Here To Register. ​You can then complete the process outlined above.

RESERVATION (PERMIT) NUMBER If you wish to check your existing reservations, receipts or permits for any reason, follow these steps: Click on ​View Registrations.

Click on ​View Permit

To open a PDF of your reservation, including the permit number. As per the cancellation policy outlined above, the permit number must be included in any cancellation requests.

FREQUENTLY ASKED QUESTIONS:

Q1. My family has multiple tennis decals. Why do all of our reservations (permits) show up under only one of our names?

A1. Reservations (permits) are not linked to specific family members. The system knows how many, and which types of permits (Youth or Adult), your family has and daily reservations will not be allowed to exceed that limit.

Permits (regardless of Youth or Adult) will be issued under the name of the person in your family who set up your account.

Q2. During the reservation process, I can select the quarter hour (:15, :45), but I can’t proceed with the reservation. Why not?

A2. As noted in the reservation rules above, ​tennis Courts are reservable in 60-minute increments and are reservable at the top (:00) or bottom (:30) of the hour only.

Q3. Why is the Piedmont Recreation Department switching to a new registration system?

A3. In a nutshell, we want to provide an: ● Updated and more user-friendly system ● A more cost effective system ● More online functionality for community members reserving facilities - including tennis courts!

Q4. Why are we being charged a credit card (convenience) fee for tennis reservations?

A4. Our new system offers additional functionality and is more cost effective than our former system. We have added a convenience fee of 3% for all transactions to help offset the credit card fees we are charged (and that PRD has absorbed in the past).

Q5. Which credit cards can I use in the new system? Can I use my Amex card?

A5. ​Our new system accepts Visa, MasterCard and Discover only. Since we are working to keep the costs down for our community, and the credit card processing fees charged for Amex are substantially higher than those charged for Visa, MasterCard and Discover, we can no longer accept Amex.

Q6. What will happen to any credits I have in our current system?

A6. All credits that remain on your account ​as of October 30th ​will be transferred to your new Community Pass account and will be available for you to apply to new classes and reservations.

Q7. When will we start using the new system to register for activities other than tennis reservations?

A7. Registration for classes, etc. will take place after November 10th. ​Stay tuned for future announcements!

Q8. I need help making a reservation in the system. Who do I call?

A8. You can reach us ​Monday - Friday, from 8:30 am - 5:00 pm ​at (510) 420-3070. We are here to help!