Under Settings → Guides and Documents, clubs can manage a set of documents that serve two purposes: giving players clear information about how the club operates, and giving PadelGPT the specific knowledge it needs to answer player questions accurately on your behalf.
There are four documents you can configure.
1. Terms and Conditions
This is a legal document that players are required to acknowledge before completing a booking. When a player is about to pay for a court, event, or other activity, a link to your Terms and Conditions appears above the payment confirmation — by completing the booking, the player confirms they have read and agreed to your terms.
Clubs can write, edit, and update their Terms and Conditions directly from this section. It is important to keep this document accurate and up to date, as it forms the legal basis of your club's agreement with players.
2. Open Matches (How It Works)
This document is shown to players as a single page explaining how open matches work at your club. It is the club's opportunity to set expectations — how matches are created, how payments work, what the cancellation rules are, and any club-specific guidelines around open match behaviour.
If your club has specific rules or a particular way open matches are run, this is where you explain that to players in plain language. The content is fully editable so each club can tailor it to their own operations.
3. FAQs
The FAQ section allows clubs to publish a set of commonly asked questions and answers that players can browse at any time from the player app. This is useful for anything players frequently ask about — parking, court rules, booking procedures, locker room access, coaching availability, and so on.
Each question and answer is added and managed by the club. A well-maintained FAQ reduces the volume of routine questions reaching your team and gives players a reliable self-service resource.
4. AI Guidelines
AI Guidelines is a special document that is read by PadelGPT — the AI assistant available to players in the messaging section. Unlike the other documents which are shown directly to players, this one is used as a knowledge source for the AI, so it can give more specific and accurate answers about your club.
This is the place to add any information that is specific to your club and that the AI might not otherwise know. For example:
If a player asks "How do I improve my rating?" — you can add a guideline that says players should contact the club or book coaching sessions, and include a specific email address or contact name for this.
If your club has a guest policy, specific court rules, or particular procedures for events, adding them here means PadelGPT can reference them when answering player questions.
Think of AI Guidelines as a briefing document for your AI — the more relevant detail you add, the more accurate and helpful PadelGPT will be for your players.
Summary
Document | Who sees it | Purpose |
Terms and Conditions | Players (at booking) | Legal agreement between the club and players |
Open Matches (How It Works) | Players (in app) | Explains open match rules and operations at your club |
FAQs | Players (in app) | Self-service answers to common club questions |
AI Guidelines | PadelGPT (AI only) | Club-specific knowledge to improve AI answer accuracy |