Managing permits, contracts, pricing, and schedules is time‑consuming, and one mistake can derail a whole week. In OpenSports, Availability Configurations is where you upload permits and leases and record costs. AI turns your permits into time slots on your courts, fields, and rinks (availability blocks), each linked to the permit, so overlaps and open time stand out in a single calendar.
Note: Contact support@opensports.net to enable this feature for your group!
How this feature helps:
Everything on one calendar: see permits, resources, and scheduled activities in a single view, so conflicts and unused time are easy to spot.
Save admin time: Let AI import your permits; you just review and confirm.
Plan with better insights: Accurate cost and availability data helps you make informed decisions about pricing and programming.
Track changes: Revision history shows who changed what and when, with every version saved.
In this guide, you’ll learn how to:
Create facilities and resources.
Upload and manage your permits.
Use AI to automatically generate availabilities.
See permits and activities on the same calendar.
Step 1 - Create facilities and resources
Before setting up your permits, you must first add the facilities and resources (courts, fields, and rinks) where your events will take place.
Go to Group Profile > Dashboard > Settings
Click Facilities and then Add Facility
A pop-up window will appear:
Search for the facility address in the search bar.
Enter the Name, Description, Website, and Phone Number for the facility.
- To add resources within the facility (e.g., specific fields or courts):
- Next to Bookable Resource, click Add Resource.
- Enter a Resource Name (e.g., “Field A” or “Court 1”) and a Description.
- Click Add Resource to add more.
Step 2 - Upload and manage your permits
Availability Configurations is where you manage permits and set facility availability. If you operate your own facility, you can also define general operating hours.
Go to Group Profile > Dashboard > Settings.
Click Availability Configurations.
Click Create Availability Configuration
Enter a title that reflects the permit and/or facility that is being used.
Cost Specification
- Choose from three options:
Specify Total Cost: Specify the cost of all your availabilities, and the platform will calculate the cost per available resource-hour automatically.
Specify Cost per Resource-Hour: Specify the cost of each of your available resource-hours, and the platform will calculate the total cost for all availabilities.
None: Do not specify the cost. The platform will not perform any total cost or cost-per-resource calculations.
Enter Currency, Total Cost, and Description for the cost breakdown.
If details need to be updated, a Reason for Update field will appear so admins can note why the change was made.
Step 3 - Use AI to automatically generate availabilities
Save hours of manual setup by letting AI generate availabilities directly from your uploaded permits.
Select Availability Configuration Status using the dropdown menu, or create your own custom status that represents the current state of the permit (e.g., Confirmed, Deposit made, Paid, Cancelled).
Drag and drop your contract or permit into the attachment box.
Check the Status column to confirm a successful upload. Use the eye icon to view a permit or the trash icon to delete it.
Once all documents are uploaded, click Generate Availabilities.
A new window will appear with a Prompt field where you can describe the availabilities you want to generate. Add any extra context to help generate availabilities from the selected documents.
- Uncheck any attachments you don’t want included in availability generation (e.g., invoices). Only the selected documents, like permits, will be used.
Example Prompts
Generate availabilities for Court A and Court B every weekday from 6:00 PM to 10:00 PM between the permit dates. Exclude American public holidays.
Generate availabilities for Gymnasium 1 as per the permit, but override September 10 for maintenance and extend hours on September 15 until 11:00 PM for a special event.
Court 4, 5, and 6 map to Tennis Courts A, B, C.
- Click Generate once your prompt and selections are ready. The system generates availabilities from your attachments and clearly shows which attachment each availability came from, even when multiple are uploaded.
The summary shows the total resource hours available across your facilities. It breaks down availability by each field as well as the combined total.
Use the icons on the right to edit, copy, or delete.
If needed, adjust your files or add more context into the Prompt field, then click Regenerate to update your availabilities.
- Once you’ve reviewed the information, click Use Availabilities. To finalize, type Confirm Availabilities. Review carefully, as AI does make mistakes.
Use the calendar to preview resource availabilities for all uploaded permits.
Availability Configurations automatically saves all revisions. Check Revision History to see who made changes and when, and open any version to view its attachments.
The dropdown menu includes Edit, Repeat, and Delete. Select Repeat to create a new availability configuration based on the original one. You’ll be able to adjust it using Repeat Options at the bottom of the page:
Shift Available Dates: Ability to shift available dates to earlier or later.
Shift Available Times: Ability to shift available times to earlier or later.
Clear Overrides: Clear overrides in the repeated availability.
After selecting your Repeat Options, click Next to create a new availability configuration.
Step 4 - See permits and activities on the same calendar
Easily compare your uploaded permits with all scheduled activities directly from Group Profile > Dashboard > Calendar. This side-by-side view helps you confirm that bookings align with permitted dates and times, spot gaps or conflicts, and ensure your resources are being used efficiently.
Frequently Asked Questions
1. Does the system store my uploaded permits/contracts after I upload them?
Yes! Once uploaded, your permit attachments remain linked to your availabilities, making it easy to access or share them when needed.
2. Can I upload multiple permits at once?
Yes, the AI can process multiple complex contracts at once.
3. Can I give AI instructions when generating availabilities?
After uploading your documents, click Generate Availabilities and use the Prompt field to describe your schedule needs. You can create different prompts for different documents.
4. How can I see if my bookings align with my permits?
Use the Calendar tab to get a side-by-side view of both uploaded permits and scheduled activities, making it easy to spot gaps, overlaps, or conflicts.
5. What file types are supported for uploading permits/contracts?
Supported file types: .pdf, .jpg, .jpeg, .png, .webp.
6. Can I preview or delete an uploaded contract?
Once an attachment is uploaded, you’ll see an eye icon on the right to preview it, or a trash icon to delete it.
7. Do I need to specify costs?
No, you don’t need to specify the cost of a permit.
8. Can I update costs later?
Yes, if your costs change, you can update them. When making updates, you’ll see a Reason for Update field where you can add context.
9. Can I add availabilities without using the AI?
You can manually create availabilities and link them to a permit or contract. To do this, select Add Manual Availability or Add Recurring Availability, choose a resource, set the availability blocks, and optionally include the attachment.
10. When should I repeat an availability configuration?
Use the repeat feature when you need the same setup for a new season. With Shift Available Dates and Times, you can quickly move all dates earlier or later, so you don’t have to rebuild the configuration from scratch.
Questions? Send them our way: support@opensports.net