Tee Times Special Events allows you to create events within the Tee Times Calendar and on any regular Club Calendar. This tool should be used to schedule upcoming events like tournaments that require registration and that’s open to all members. You can then use the regular club calendars to help promote the event outside of the Tee Times Calendar.
This video contains highlights from a training Webinar given on Creating Special Events.
Accessing the Tool
To get started, access the Tee Times Admin Dashboard. Hover over Administration and click on Special Events.
The Special Events tool will list all special events for the next 6 months.
You can change the date range by using the datepicker.
You may filter by courses by using the Select Course dropdown.
The toolbar above the listed events will allow you to:
- Add an event
- Edit an event
- Add registrations to the event
- View registrants of events
- Import start assignments
- Assign starts for the event
Adding a Special Event
To add a new Special Event, click the Add Event button.
Next, add the Event Title, Event Date, and Course.
Determine Booking Privileges for the event. If this is an event that members will register for, set to Member Booking. If this is an event whereby your staff will be registering members on their behalf, leave this set as ProShop Only.
Next, add the Max People for the event by typing in the max number of participants that may join the event.
Add an Admin Email for the event. This email will receive notifications for when members register, edit, or cancel their event.
Beneath the Admin email, you may designate a Registration Form for the event. This dropdown will list any forms created by the Support Team for Events. If you should need a new form created, please contact Support.
Move to the right side of the screen to begin setting up the type of event.
Type of Event
On the right side of the screen, you will determine the Play Type, or the type of event. Using the dropdown, choose if this is a single tee, double tee, or shotgun event. The booking window will refresh and update various options for the type of play you choose.
Next, determine the amount of holes for the event depending on your courses (typically 18 or 9).
Next, choose what types of groups may play for the event. Checkmark all that apply for: Singles, Twosomes, Threesomes, Foursomes, and/or Fivesomes.
If the event starts on another hole besides the first tee, update the Starts/Hole box.
Add in the Max Number of Guests, Minimum Number of Guests (typically not designated), and Max Number of TBDs. In most cases, the Max number of Guests and TBDs should match.
You can now move to more event settings located beneath the type of event box.
You will determine more event settings for the event by using the following tabs:
- Booking Rules
These settings will allow you to determine when the event takes place, when reservations will open for the event, and even set an event color to display on the Tee Times Calendar.
Beneath the Play tab you can set up various settings for booking privileges, starting times, assignments, waitlist. This is the master list for the rest of the tabs that will follow.
Checkmark to apply the rule.
To learn more about each setting, hover over the setting for detailed information.
Next, click on the Time tab to set up when the first start will begin and when the last start will begin.
Using the time pickers, you can choose a time.
Under Pre & Post Event Blocks, you may block off the Tee Times Calendar so individual reservations cannot be made before or after the event. This allows for a buffer for set-up and clean-up for the event.
Determine when you will begin accepting reservations for the events and when reservations will end via the Availability tab.
Here you will use the datepicker to determine the day that the reservations will begin and using the time picker choose what time they will start on the day selected.
Follow the same for when reservations will end, or click Rolling End to set the reservations to end at a determined number of hours prior to the event.
Lastly, click on the color tab to choose a color for the event that will display on the Tee Times Calendar.
Using the background and text dropdowns, choose a color to display.
Click Save to save and post the event to the Tee Times Calendar.
Creating a Calendar Event
To add the event to a regular Club Calendar, click on Create Calendar Event from the Add Special Event window.
Click OK on the warning pop-up that is verifying you wish to create a calendar event.
All event settings will transfer to the Calendar Event, so you will not need to set up registration criteria again. For the calendar event, you will be setting a design and adding extra information on the event if needed.
Choose an Event Color to display on the Calendar Event. This may be a different color than what was chosen for the Tee Times Event display.
Under Event Summary, add a short summary if desired. This will show on the event details.
Event Status should be set to published which will allow members to see the event.
Clickable Event should be checked as this will allow members to open event details and access the Registration button which will open the Tee Times registration window.
Under categories, checkmark calendars you wish the event to publish on like the Golf Calendar, and/or the Member Home Page Calendar.
Next, click Edit Event Flyer to launch the website Editor.
Within the Editor, you may add text, imagery, and hyperlinks. This is a great place to add a lengthy description on the event or to cross market other upcoming events. For full Editor training, please review our Editor Article.
Once you have finished adding text within the Editor, click Save.
Click Save and Close to save the event to the designated calendars.
Editing & Deleting Special Events/Calendar Events
Once you have added your Special Event to the Tee Times Calendar, and Club Calendars, you can easily edit and delete these events directly from the Special Events manager.
Click the event within the Special Events manager so it is highlighted in gray.
Click Edit Event to make edits to the event.
Editing Tee Times Calendar Event
Make edits within the Special Event tool as needed.
Once edits are made, click Save or Save and Close.
Editing Calendar Events
To edit the calendar event, click Edit Calendar Event.
Make edits as necessary.
Deleting Tee Times Calendar Events/Club Calendars
To delete the event, click Remove. This will also delete the event from any Club Calendars that this event was assigned to.