For Members

You will be able to register for a VTA Social Doubles Play Session up to a week in advance (see signup emails for details of when registration opens).

There are a few methods to register – we recommend using the Mindbody App.

Though the Mindbody App

If you do not see Book (or Waitlist) button next to the class, there are a few possible reasons:

• You are not logged in (or not logged in to the right account)
• The session is not open for registration yet (registration opens 1 week before at 8pm)
• Your membership has expired (see above about how to check when your membership expires)
• There is another issue and you should email communications@vtatennis.ca with details to help troubleshoot

We highly recommend enabling text message alerts. These are transactional text messages (like class reminders, cancellation notifications etc.). To do so:

1. Open your profile on the VTA Mindbody portal
2. Go to Profile > Vancouver Tennis Association profile
3. Under “What do you want to hear about?” make sure all the boxes are ticked:

This will keep you updated with all our email and text updates – as well as text notifications when you are on the waitlist.

Yes! It is possible to purchase a session pass, but not be registered into the class. Ensure you are following sign up instructions.

There are a few ways to confirm you are in the session via Mindbody:

• Email confirmation: check for the subject “VTA Reservation for Social Doubles” that verifies you are registered into the class (this is different to the “Receipt for” email you will also receive).
• In the app:
  • Under Profile > Schedule, the class will appear in upcoming
  • You can also find the class in our schedule, if the button says “booked” you are in

Our volunteer Play Director will also post the list of players the day of the session to our WhatsApp Community the day of the session (links to join are in the session registration email).

Withdrawals should only happen for injury or illness that prevent you from playing – and should be done as soon as possible.

If you are not 100% sure that you can play; please do not register for the session. This takes away a spot from another member if you then withdraw later – and a lot of last minute organization from our volunteer Play Director.

If you withdraw without a valid reason (or within 48 hours of the session) you will be charged a $12 fee.

This $12 fee is in addition to the pre-pay for the session – so you may see two charges on your payment method. Those who no-show or withdraw late will also receive further warnings and suspensions.

We want this to be a fun, supportive and enjoyable environment for all – with fair access to Social Doubles and our limited court time. Withdrawing from sessions causes a lot of headaches and coordination from our volunteers – especially late cancels.

We kindly ask for your careful consideration when booking so that you do not have to withdraw.

One of the huge benefits of Mindbody is the (functioning) waitlist.

When a class is filled you can add yourself to the waitlist.

The process is very similar to booking a class:

There are a few notes for how the waitlist works:

• You will pre-pay for one session credit ($12) to join the waitlist
• If you do not get to play (or if you remove yourself from the waitlist); you will get a play session credit to use to book your next session

There are two ways you will make it off the waitlist when someone withdraws:

• 48+ hours before the session: Priority order.
  Members will be added in priority that they were on the waitlist – and receive an email notification (unless unsubscribed).
• Less than 48 hours before: First to Claim
  If someone cancels late (less than 48 hours before the session starts), Mindbody uses “first-to-claim” method, and will text all members on the waitlist. The first person to respond will get the spot.

We highly recommend you have text message alerts enabled when adding yourself to the waitlist – so when a spot opens up you don’t miss out.

How to verify your spot on the waitlist

Your membership will renew automatically (unless you have previously disabled that). You will receive an email notifying you of this one week before the renewal happens.

If you start a new membership or renew manually you may be charged twice (so please don’t do it). There are no refunds once the membership is renewed.

Auto-renewal for your membership is automatically turned on by Mindbody.

You can turn this off at anytime (this can only be done via the Mindbody web portal, and not the app).

1. Log into the Mindbody web portal (not the app)
2. Go to My Info > Account
3. Scroll down to Contracts and hit the Manage or cancel contracts button

4. Under Active Contracts, expand the active VTA membership you would like to turn off auto-renew
5. Hit Terminate on that contract

This will cancel the auto-renewal of your next membership payment.

Your membership will continue until the end of the end of the contract term. There are no refunds for portions of unused membership, and memberships cannot be paused.

You can check the expiry of your membership via the web portal:

1. Log into the Mindbody portal
2. In the top-right corner, if there is a green dot ? next to your name. Your membership is current.
3. You can check when your membership expires by hovering your curser over the dot and the dates your membership year started and expire will show.

You can also check/confirm by going to My Info > Account. You should see an entry for “VTA Membership” showing date activated and and expiration date.

Your membership will automatically renew (unless you have turned that off manually). You do not need to do anything, and you will receive an email notice before it renews. If you renew before that time, or create another membership/account you may be charged twice. So ensure to turn off auto-renewal if you do not want your membership to renew (see FAQ above).

Mindbody keeps a record of all transactions on your account. You can check these:

1. Log into the VTA Mindbody web portal (not the app)
2. Under the My Info tab go to Purchase History

This is a complete list of your Mindbody transactions and what each charge was for (excluding purchases from the website or otherwise).

Please note that because our sessions are pre-paid (including adding yourself to the waitlist) the transaction dates on your credit card will not align with when you played.

If you do not get off the waitlist, your account will hold a session token until you use it next time (this is another reason why transaction dates and when you paid will not align).