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A not so simple booking system for sports clubs (Version 1.0)

Date: 30.01.2021

Author: Patrick Rottländer

This is the documentation about a booking software for sports clubs based on Node-JS and Express-JS. MongoDB is used as the database. The front end design is developed with Materialize CSS Framework.

Some sport clubs offer trainings to their members and must ask for money to participate. At least that's how it is with my son's ice hockey club. This causes an administrative effort, since both the training on the one hand and the bookings and invoicing on the other hand have to be managed.

The ice hockey club where my son plays has so far administered this with high manual effort. The players can register themselves on a website and after the training has taken place the amounts are added together for each player and published in another list as a request for payment. In advance, of course, the lists for each training must be created, one list for each training that takes place at a certain point in time.

My goal was to write a software that regulates everything that is related to the administration of the training courses and the bookings automatically as far as possible.

Preliminary technical considerations

From my point of view, it makes sense to develop a web-application that can be accessed with a standard web-browser. I use the possibilities to optimize such a web-application for mobile devices. The application has been developed according to the mobile first principle. This means that in addition to standard use on a PC or laptop, it is technically possible to use the web application on smartphones and tablets with the standard browser installed there. As a technical platform, I use server-side JavaScript for the application backend. Specifically, I use Node-JS and Express-JS to program the application logic. MongoDB is used as the database. The front end design is developed with Materialize CSS Framework.

You are welcome to view and download my code on my GitHub repository. Of course, I am happy to receive your comments.

Authorization Concept

Of course, an application like this should also have a corresponding authorization or role concept. This means that the application is used by users with different roles. Depending on the respective role, the user is presented with a range of functions that is specialized for him. I implement 3 different roles.

  • There is an Administrator. The administrator takes care of the user and training management and the billing of trainings for the users.
  • There is a Player. The player can select trainings and book trainings accordingly. He sees his bills as well as outstanding payments and can use this information to instruct payments or transfers.
  • Then there is also a Coach. The coach operates on site at the time the training takes place. He confirms the participants in a training session using a list that is displayed to him. Alternatively, the participants can be recorded in the system at a later point in time. For example the coach write down a list of participants by hand and record the participants in the system based on that list at home.

The application can only be used if the user is authenticated and authorized. So a user has to register. Users who are already registered can log in to the application on the login site.

Login Site

Unregistered users go to the registration site and carry out a self-registration there. After registering, the user is not logged in immediately.

Registration Site

Any self-registration must first be approved by activating the new user account in the system. Only then the user can log in to the system. This is an administrator's job and will be described below.

Limitations in this version

This version has the following limitations. I will use this list of limitations as a store of ideas for the further development of the system. Maybe there are more limitations and the list gets longer. Any comment is welcome. Just send me an email.

Multi-Role Concept

In this version of the system, only one role per user is possible. This means that i.e. an administrator cannot be a player or a coach at the same time. This multi-role concept is an extension that I will implement in a later release.

Confirm participants without booking

As described below, the coach can confirm the participation of players in a training session. Here the coach can select from a list of players who have booked the training. Because it is possible for the player to book a training first, then cancel this booking but still appear for the training, canceled bookings are also displayed to the coach here. In this version, the coach cannot confirm the participation of players who have no booking at all. He would not find them on the list. Such a recording of participants without booking is a process that will be taken into account in a later version of the system.

General function of the application

In general, with the application, data is recorded by the actors and once recorded data can be changed again by the actors. For example, an administrator can create users in the system. The user data recorded in this way receive various attributes like name and address or birthdate. These data can be changed later by the administrator or by the user itself, for example when the address changed because the user has moved to another city.

The first entry of data is always done by the administrator. An exception is the self registration process as described briefly above using the registration form. The administrator initially records data using a form. This form is directly displayed in a modal after the function has been activated in the top navigation. A modal is an overlay pop up which is presented to the user after a click and is used for the interaction between the user and the application.

Create modals

Create modals are activated via the top navigation without having previously marked a data record with the checkbox. Create modals are used to capture new data and store them into the database. They contain a form for entering data and a close, reset and submit button at the bottom right. The modal can be closed with the close button and all data entered so far remain available until the browser is refreshed. The reset button deletes all data entered in the form. If the Submit button is clicked, the data entered will be saved.

Create Modal

Confirm modals

Confirm modals are activated via the top navigation after having previously marked a data record with the checkbox. Confirm modals are used to change existing data and store these changes into the database. They contain data in a from from the data record that was previously marked with the checkbox and a close and a submit button at the bottom right. The modal can be closed with the close button and all data entered so far remain available until the browser is refreshed. If the Submit button is clicked, the data of the marked dataset is loaded from the database and displayed on a call site.

Confirm Modal

Call Sites

Call sites contain a form with unchangeable and changeable data fields from the data record which was previously marked with the checkbox. In the top navigation there is a single link that leads the user back to the dashboard. Changes are not saved.

Call Site - 1

At the bottom right of the call site, the user can click the Back Button to return to the dashboard without saving any changes. With Confirm, the changes entered by the user are saved in the database. The data fields that cannot be changed are only displayed to the user for information purposes, the data fields that can be changed can be overwritten. After the changes have been recorded, the user clicks Confirm to confirm his changes and to save the changes in the database.

Call Site - 2

Bad Request Sites

The application checks all user data entries and monitors its functionality itself. Whenever the user has entered incorrect data or the application produces an error for some other reason (e.g. a data record is not found), the user is informed of this with a Bad Request Site. The Bad Request Site only contains the error message and a Back Button with which the user comes directly back to the dashboard.

Bad Request Site

Success Sites

Each successful operation is confirmed with a success site. The Success Site also contains the success message and a Back Button with which the user comes directly back to the dashboard.

Success Site

Administrator

The administrator is the user with the greatest range of functions. If an administrator has logged in to the application with his user ID (email) and password, he is given access to the admin dashboard.

The admin-dashboard shows 5 tables:

  • Users
  • Bookings
  • Trainings
  • Locations
  • Invoices

Each table can be viewed by clicking on the tabs in the admin dashboard. You can see which table is currently selected by the fact that the corresponding tab has a light gray background and a blue line is displayed at the bottom of the tab. In this example, the Locations table has been clicked.

Admin Dashboard

Each line of the tables show a data record. A data record can be selected if there is a checkbox on the left.

The user table shows all users in the system with their most important attributes. The booking table shows the administrator all training bookings in the system and their status. The bookings cannot be edited by the administrator. The trainings, locations and the invoices tables show all trainings, locations and all invoices that the administrator has entered in the system so far.

At the top there is a navigation bar with links and dropdown menus with all the important functions for the administrator.

User Management

User Management is a dropdown menu in the top navigation bar. Here the administrator has the possibility to use the following user management functions.

Admin Usermanagement Fuctionalities

Create User

To create a new user, the administrator clicks on the create user function via the dropdown menu. A modal opens that shows the administrator a form to capture all relevant user data. The administrator records all relevant data and assigns a role (admin, player or coach) and an initial password, which can later be changed by the user himself. The email address of the user serves as the UserID and may only appear once in the system. By clicking on Submit on the lower right edge of the modal, the data are written to the database. The new user is created and the user status is awaitapproval (user must be activated by the administrator).

Update User

To update a user, the administrator clicks on the checkbox of a user in the user table and then activates the update user function via the dropdown menu. A modal opens that shows the administrator the email address of the selected user. By clicking on Submit on the lower right edge of the modal, the user's data is loaded from the database and displayed on a Confirm Update User call site. The administrator can edit some fields such as name, street or date of birth. By clicking on Confirm at the bottom right of the Confirm Update User call site, the changes are written to the database.

Update Email

To update a users email, the administrator clicks on the checkbox of a user in the user table and then activates the update email function via the dropdown menu. A modal opens that shows the administrator the current email address of the selected user. The administrator can enter the user's new email address in another field. By clicking on Submit on the lower right edge of the modal, the user's new email address is written to the database. Changing the email address means that the user can only log into the system with the new email address. If the user has already booked a training, the email address stored on the booking is updated with the new email address.

Update Status

To update a users status, the administrator clicks on the checkbox of a user in the user table and then activates the update users status function via the dropdown menu. A modal opens that shows the administrator the current email address of the selected user. On the lower right edge of the modal, the Administrator can click on the Activate, Terminate or on the Remove Button. By clicking on Activate the user can be activated. When the administrator click on the Terminate button users can be terminated where the user balance is not greater 0. By clicking on Remove only terminated users can be completely removed from the database.

Update Password

To set a new user password, the administrator clicks on the checkbox of a user in the user table and then activates the update password function via the dropdown menu. A modal opens that shows the administrator the current email address of the selected user. The administrator must enter the new user password in one field and then repeat this new password in a further field. The new user password must be at least 7 characters long. There are no further requirements for the complexity of the password. If both entered passwords are identical, the new user password is written to the database. The user must log in to the system with the new user password.

Update Trainings

To update the data for an existing training, the administrator clicks on the Training tab to display the table with all the available trainings in the admin dashboard. Then the administrator selects the checkbox of the training that is to be updated and clicks the update training button in the navigation bar above. A modal opens that shows the selected training ID, the location and the date of the selected training. At the lower right edge of the modal, the administrator clicks on the Submit button to call the Create Training call site.

Update Training Modal

This Create Training call site opens and show the data of the selected training course. If the administrator clicks on Dashboard in the top navigation, the administrator go directly back to the dashboard and no changes are saved to the database.

Create Training Call Site - No Changes possible

The call site shows a form with data that cannot be changed but are displayed to the administrator for information. The call site shows also data that can be changed by the administrator. These data can be overwritten with the respective change.

Create Training Call Site - Changes possible

At the bottom of the Create Training call site there is a Back and a Confirm button. If the administrator clicks on Back, he goes back to the admin dashboard without saving any changes. If the administrator clicks on Confirm, the changes are saved in the database.

Location Management

Location Management is again a dropdown menu in the top navigation of the admin dashboard. The create and update locations functions are available here and the create training functionality.

Location Management and Location Table in the Admin Dashboard

A location is a place where different trainings can take place at different times. In addition to the location name and the address, the price that has to be paid for a training session in this location is also linked to the location. The prices differ in adult and youth prices.

Create Location

To create a new Location, the administrator clicks on the create Location function via the dropdown menu. A modal opens that shows the administrator a form to capture all relevant Location data. The administrator records all relevant data. By clicking on Submit on the lower right edge of the modal, the data are written to the database. The new Location is created.

Update Location

To update a Location, the administrator clicks on the checkbox of a Location in the Location table and then activates the update Location function via the dropdown menu. A modal opens that shows the administrator the Location ID, Location Name and the City of the selected Location. At the lower right edge of the modal, the administrator clicks on the Submit button to call the Update Location call site. The call site shows data fields that can be changed by the administrator. The currently saved data is displayed and can be overwritten with the respective change. The Location ID is also displayed but cannot be overwritten. At the bottom of the call site there is a Back and a Confirm button. If the administrator clicks on Back, he goes back to the admin dashboard without saving any changes. If the administrator clicks on Confirm, the changes are saved in the database.

Create Training

To crate a Training, the administrator clicks on the checkbox of a Location in the Location table and then activates the create Training function via the dropdown menu. A modal opens that shows the administrator the Location ID, Location Name and the City of the selected Location. At the lower right edge of the modal, the administrator clicks on the Submit button to call the create Trainings call site. The Location data of the selected Location is displayed on the call Site but can not be overwritten. The call site also contains fields that can be written with training data i.e time start, time end and the date of the training session. At the bottom of the call site form there is a Back and a Confirm button. If the administrator clicks on Back, he goes back to the admin dashboard without saving any changes. If the administrator clicks on Confirm, the Training data are saved in the database. The Training is then created for the selected Location and the status is in-active. The administrator must then activate the training via the update trainings function.

Invoice Management

Invoice Management is a dropdown menu in the top navigation of the admin dashboard. The create and cancel Invoice are available here, but also the function to create a payment for an Invoice and the creation of a Re- Payment in the event that a user has paid too much and thus his balance becomes negative.

Invoice Management

Create Invoice for User

To create a new invoice for a user, the administrator clicks on the checkbox of a user in the user table and then activates the create invoice for user function via the dropdown menu. A modal opens and shows the administrator the email address of the user who was selected and who will be the invoice recipient. At the lower right edge of the modal, the administrator clicks on the Submit button to create the new invoice for that user. All training sessions (bookings) in the past that have not yet been billed will be billed in this newly created invoice. The invoice status is open, the invoice date is the current date. Every booking that is billed in an invoice receives the status invoice. The administrator can view the newly created invoice in the invoice table in the admin dashboard.

Invoice Table in the Admin Dasboard

Cancel Invoice

To cancel an invoice, the administrator clicks on the checkbox of the invoice in the invoice table and then activates the cancel invoice function via the dropdown menu. A modal opens that shows the administrator the invoice ID, invoice Date and the user email address. The invoice status must be open and no payment may have been recorded so far (amount paid must be 0). At the lower right edge of the modal, the administrator clicks on the Submit button to call the cancel invoice call site. The invoice data of the selected invoice is displayed on the call site but these data can not be overwritten. At the bottom of the call site there is a Back and a Confirm button. If the administrator clicks on Back, he goes back to the admin dashboard without canceling the invoice. If the administrator clicks on Confirm, the invoice will be canceled. This also means that every booking that has been billed in the canceled invoice receives the status booked again.

Create Payment

To create a payment, the administrator clicks on the checkbox of the invoice in the invoice table and then activates the create payment, function via the dropdown menu. If the invoice status is open a modal opens that shows the administrator the invoice ID, invoice Date and the user email address. At the lower right edge of the modal, the administrator clicks on the Submit button to call the pay invoice call site. The invoice data of the selected invoice is displayed on the call site but these data can not be overwritten. There is also a field in which the administrator can enter the amount paid. At the bottom of the call site there is a Back and a Confirm button. If the administrator clicks on Back, he goes back to the admin dashboard without creating the payment. If the administrator clicks on Confirm, the payment will be created. The amount paid for the invoice is a value that is written on every invoice. When the invoice has been created, the amount paid is equal to 0. After a payment has been recorded, the amount paid is added. The invoice balance is also a value that is on every invoice. If the invoice has been created, the invoice balance is equal to the invoice amount. After a payment has been recorded, the amount paid is subtracted from the invoice balance. When the invoice balance is less than or equal to 0 the amount for the invoice has been paid in full and the invoice status changes from open to paid. In case the invoice balance is greater 0 the invoice has been paid partly and the status remains open.

Create Re- Payment To create a re-payment, the administrator clicks on the checkbox of the invoice in the invoice table and then activates the create re-payment, function via the dropdown menu. A modal opens that shows the administrator the invoice ID, invoice Date and the user email address. The invoice status must be paid and the invoice balance must be less than 0 because only then there is an overpayment and a re-payment can be initiated. At the lower right edge of the modal, the administrator clicks on the Submit button to call the re-pay invoice call site. The invoice data of the selected invoice is displayed on the call site but these data can not be overwritten. There is also a field in which the administrator can enter the amount re-paid. At the bottom of the call site there is a Back and a Confirm button. If the administrator clicks on Back, he goes back to the admin dashboard without creating the re-payment. If the administrator clicks on Confirm, the re-payment will be created. After the re-payment has been created, the amount paid on the invoice is reduced by the re-payment amount and the re-payment amount is added to the invoice balance which is less than 0 before the re-payment. When the invoice balance after the re-payment is still less than or equal to 0 the invoice status remains paid. In case the invoice balance become greater 0 the invoice status changes from paid to open (very unrealistic use case).

Player

If a player has logged in to the application with his user ID (email) and password, he is given access to the player dashboard.

The player-dashboard shows 4 tables:

  • Available Trainings
  • My Bookings
  • My Invoices
  • My Data

Each table can be viewed by clicking on the tabs in the player dashboard. You can see which table is currently selected by the fact that the corresponding tab has a light gray background and a blue line is displayed at the bottom of the tab.

Player Dashboard

Each line of the tables show a data record. A data record can be selected if there is a checkbox on the left. The Available Trainings table shows all bookable trainings with their most important attributes. The My Bookings and My Invoices tables shows the user all the current training bookings and invoices including their status. The My Data table show all personal data of the user stored in the system.

At the top there is a navigation bar with dropdown menus with all the important functions.

My Bookings Management

My Booking Management is a dropdown menu in the top navigation of the user dashboard. The create and cancel bookings functions are available here.

My Bookings Management

Book Training

To create a new booking in a certain training location a user the user clicks on the checkbox of a training in the available trainings table and then activates the book training function via the dropdown menu. A modal opens and shows the user the training ID, the location name and the training date of the training that was selected. At the lower right edge of the modal, the user clicks on the Submit button to call the book trainings call site. The booking data of the selected training is displayed on the call site but these data can not be overwritten. Depending on the category of the logged in user (adult or youth), the youth price or the adult price is displayed here on the call site. At the bottom of the call site there is a Back and a Confirm button. If the user clicks on Back, he goes back to the user dashboard without booking the training. If the user clicks on Confirm, the training will be booked and the data stored in the database. In addition, the user balance is increased by the price of the booked training.

Cancel Booking

To cancel an existing booking a user clicks on the checkbox of a booking in the my bookings table and then activates the cancel booking function via the dropdown menu. A modal opens and shows the user the training ID, the location name and the training date of the booking that was selected. At the lower right edge of the modal, the user clicks on the Submit button to call the cancel bookings call site. The booking data of the selected booking is displayed on the call site but these data can not be overwritten. At the bottom of the call site there is a Back and a Confirm button. If the user clicks on Back, he goes back to the user dashboard without canceling the booking. If the user clicks on Confirm, the booking will be canceled and the data are stored to the database. The status of the booking changes from booked to canceled and the user balance is reduced by the booking price.

My Data Management

My Data Management is a dropdown menu in the top navigation of the user dashboard. The update my data, change Email and change password functions are available here.

My Data Management

Update my Data

To update my Data, the user activates the update my data function via the dropdown menu. A modal opens that shows the users email address. At the lower right edge of the modal, the user clicks on the Submit button to call the Update My Data call site. The current user data of the user is displayed on the call site. Some data fields can be changed by the user. At the bottom of the call site there is a Back and a Confirm button. If the user clicks on Back, he goes back to the user dashboard without any changes. If the user clicks on Confirm, the data are stored to the database. In case the user did some changes the user data are updated.

Change Email

To change the email, the user activates the update change email function via the dropdown menu. A modal opens that shows the users current email address and a field to enter the new email address. By clicking on Submit on the lower right edge of the modal, the user's new email address is written to the database. The user will then be logged off automatically and must log in using the new email address. If the user has already booked trainings the email address stored on the bookings is updated with the new email address.

Change Password

To change the password, the user activates the change password function via the dropdown menu. A modal opens that shows the 3 fields: Current Password, New Password and Repeat New Password. The user must enter the current password in the current password field and then enter the new password twice. The new user password must be at least 7 characters long. There are no further requirements for the complexity of the password. If the current password is correct and the new password match the repeated password the new password is written to the database. The user remains logged in but has to log in with the new password the next time.

Coach

If a coach has logged in to the application with his user ID (email) and password, he is given access to the coach dashboard.

The coach-dashboard shows only one table with active trainings from today or in the future.

We are assuming that the coach will conduct a training session on January 30th and would like to confirm the presence of the players. The coach selects the today's training (30.01.2021) on his coach dashboard and clicks on select training in the top navigation. The modal select training opens and shows a few details on the selected training such as training ID, location name and the training date.

Select Training Modal

At the lower right edge of the modal, the coach can confirm with Submit that he will lead this training and now wants to confirm the participants of this training. After clicking on submit, the coach comes to the confirm participants call site and is shown all the players who have booked this training (here also player will be listed who have canceled their booking). This mean all bookings for this training session will be listed where the booking status is booked or canceled.

Confirm Participants

With the checkbox next to each player, the coach can now select the training participants. Here the coach can explicitly click on several (not just one). After all participants have been selected, the coach clicks on confirm participants in the top navigation and a modal opens that shows how many participants were selected by the coach for this training.

Confirm Participants

At the lower right edge of the modal, the coach can confirm with Submit that he now wants to confirm the participants of this training. After clicking on submit, the confirm participants process ends. The corresponding booking of the player receives the status participated.