API

Overview

The Club Schedule API allows external systems to manage club members programmatically. This is useful for integrating with membership management systems, payment processors, or other third-party applications that need to add, update, or deactivate members automatically.

Available Operations:

• Create member invitations
• Deactivate members
• Update membership expiration datesRequirements:
• Active SyncSchedule subscription
• Admin access to your club

Getting Started

Step 1: Generate Your API Key

1. Log in to SyncSchedule as a club admin
2. Navigate to Settings → API Settings
3. Click Generate API Key
4. Important: Copy your API key immediately — it will only be displayed once. Your API key will look like this: tcs_a1b2c3d4e5f6g7h8i9j0k1l2m3n4o5p6Step 2:
5. Store your API key in a secure location (environment variable, secrets manager)
6. Never commit API keys to version control
7. Never share your API key publicly

Step 2: Managing Your API Key

From the API Settings page, you can:

• Disable Key: Temporarily stop all API access without deleting the key
• Enable Key: Re-enable a disabled key
• Regenerate Key: Create a new key (invalidates the old key immediately)

Authentication

All API requests must include your API key in the Authorization header using Bearer token format:

Authorization: Bearer tcs_your_api_key_here

Example Request

curl -X POST https://app.theclubschedule.com/api/v1/members/add/ \ -H "Authorization: Bearer tcs_your_api_key_here" \ -H "Content-Type: application/json" \ -d '{"email": "john@example.com", "first_name": "John", "last_name": "Doe", "joined_date": "2024-01-15"}'

API Endpoints

Base URL

https://app.theclubschedule.com/api/v1

Create Member Invitation

Creates an invitation for a new member. The invited person will receive an email with a link to accept the invitation and set up their account.

Endpoint: POST /api/v1/members/add/

Request Body:

Field	Type	Required	Description
email	string	Yes	Email address of the person to invite
first_name	string	Yes	First name (max 100 characters)
last_name	string	Yes	Last name (max 100 characters)
joined_date	string	Yes	Date the member joined (format: YYYY-MM-DD)
member_through	string	No	Membership expiration date (format: YYYY-MM-DD). Use null for lifetime membership.

Example Request:

{ "email": "john@example.com", "first_name": "John", "last_name": "Doe", "joined_date": "2024-11-15", "member_through": "2025-03-31" }

Success Response (201 Created):

{ "id": 42, "email": "john@example.com", "first_name": "John", "last_name": "Doe", "joined_date": "2024-11-15", "member_through": "2025-03-31", "status": "pending", "invited_at": "2024-12-13T14:30:00Z", "expires_at": "2025-01-12T14:30:00Z", "email_sent": true }

Note: The response includes email_sent: true if the invitation email was sent successfully. If email sending fails, the invitation is still created and email_sent: false with email_error will be included.

Deactivate Member

Deactivates an existing member (soft delete). The member’s data is preserved but they will no longer have access to the club.

Endpoint: POST /api/v1/members/deactivate/

Request Body:

Field	Type	Required	Description
email	string	Yes	Email address of the member to deactivate

Example Request:

{ "email": "john@example.com" }

Success Response (200 OK):

{ "id": 15, "email": "john@example.com", "first_name": "John", "last_name": "Doe", "joined_date": "2024-01-15", "member_through": "2025-01-15", "is_active": false, "created_at": "2024-01-15T10:00:00Z", "updated_at": "2024-12-13T14:35:00Z" }

Update Membership Expiration

Updates the membership expiration date for an existing member.

Endpoint: POST /api/v1/members/update-through/

Request Body:

Field	Type	Required	Description
email	string	Yes	Email address of the member
member_through	string	Yes	New expiration date (format: YYYY-MM-DD) or null for lifetime membership

Example Request — Set Expiration:

{ "email": "john@example.com", "member_through": "2025-12-31" }

Example Request — Set Lifetime Membership:

{ "email": "john@example.com", "member_through": null }

Success Response (200 OK):

{ "id": 15, "email": "john@example.com", "first_name": "John", "last_name": "Doe", "joined_date": "2024-01-15", "member_through": "2025-12-31", "is_active": true, "created_at": "2024-01-15T10:00:00Z", "updated_at": "2024-12-13T14:40:00Z" }

Error Responses

All error responses follow this format:

{ "error": "Human-readable error message", "code": "machine_readable_code" }

For validation errors, additional details are provided:

{ "error": "Validation failed", "code": "validation_error", "details": { "email": ["Enter a valid email address."], "joined_date": ["Date has wrong format. Use YYYY-MM-DD."] } }

Error Codes Reference

HTTP Status	Code	Description
400	validation_error	Invalid request data. Check the details field for specific issues.
401	authentication_failed	Missing, invalid, or disabled API key.
403	permission_denied	API access not available (e.g., subscription inactive).
404	not_found	Member not found in your club.
409	member_exists	An active member with this email already exists.
409	inactive_member_exists	An inactive member exists. Use the web interface to resend their invitation.
409	invitation_pending	A pending invitation already exists for this email.
409	already_inactive	The member is already inactive.
429	throttled	Rate limit exceeded. Wait before retrying.
500	internal_error	Server error. Contact support if this persists.

Rate Limiting

API requests are limited to 100 requests per hour per API key.

When you exceed the rate limit, you’ll receive a 429 Too Many Requests response:

{ "detail": "Request was throttled. Expected available in 1800 seconds." }

Best Practices:

• Batch operations where possible
• Implement exponential backoff for retries
• Monitor the Retry-After header when rate limited

Security Best Practices

1. Keep your API key secret — Treat it like a password
2. Use environment variables — Never hardcode keys in your application
3. Rotate keys periodically — Regenerate your key if you suspect compromise
4. Monitor API activity — Check the Recent API Activity section in your API Settings
5. Use HTTPS only — All API requests must use HTTPS

Common Integration Scenarios

Syncing with a Payment Processor

When a new member pays through your payment system:

1. Call POST /api/v1/members/add/ with member details
2. Set member_through to match their subscription end date
3. The member receives an invitation email to join SyncScheduleWhen membership is renewed:
4. Call POST /api/v1/members/update-through/ with the new expiration dateWhen membership is cancelled:
5. Call POST /api/v1/members/deactivate/ to remove their access

Example: Python Integration

import requests

API_KEY = "tcs_your_api_key_here"
BASE_URL = "https://app.theclubschedule.com/api/v1"

headers = {
    "Authorization": f"Bearer {API_KEY}",
    "Content-Type": "application/json"
}

# Add a new member
response = requests.post(
    f"{BASE_URL}/members/add/",
    headers=headers,
    json={
        "email": "newmember@example.com",
        "first_name": "Jane",
        "last_name": "Smith",
        "joined_date": "2024-12-13",
        "member_through": "2025-12-13"
    }
)

if response.status_code == 201:
    print("Invitation sent!")
    print(response.json())
elif response.status_code == 409:
    print("Member or invitation already exists")
else:
    print(f"Error: {response.json()}")

Need Help?

If you encounter issues with the API:

1. Check the Recent API Activity in your API Settings for error details
2. Verify your API key is active and not disabled
3. Ensure your subscription is active
4. Contact support at support@theclubschedule.com