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Overview

The Unified Platform allows Clubs to manage their Tee Times seamlessly across the Reservations System into the Office Point of Sale Retail System; ensuring Administration, Members, and the Golf Pros have the tools they need to reserve and manage the Club’s Tee Times.

 

Use Case(s)

A Club may wish to allow their Members to register for Golf Tee Times utilizing the on-line Reservations system.  Additionally, the Club may also utilize the Clubessential Office Product, and have the POS fully implemented in their Golf Pro Shop.  In addition to allowing the Members to make reservations online, the Club is also interested in assisting Members who call-in or walk-up with making a Tee Time.  Daily, the Club would like the Golf Shop to have integrated visibility and editing capabilities to the Tee Time Reservations, and easily convert the reservations into POS tickets they can then charge to their Members.  The Unified Suite provides the Club with the ability to meet their goals.  


Video

This video contains highlights from a training Webinar given on the Tee Times Unification process.

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Content

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excludeUnification - Tee Times

 

Reservations/Tee Times 

Once a Member makes a Reservation on-line using the Clubessential Tee Times Product, the Reservations fully integrate into the Retail Golf POS application. 

Make a Reservation (as a Member) 

Once a Member books a tee time on-line using the Clubessential Tee Times product, the tee time fully integrates into the Retail Golf POS application.  For example a member could book a tee time on the website as follows: 

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Once a Member makes a Tee Time online using the Clubessential Tee Times Product, the Reservation fully integrates into the Retail Golf POS application. 

Point of Sale 

To view the existing Tee Times Reservations, log in to the Retail POS Terminal associated with the Golf area. 

 

Tee Times Tab Overview 

Once logged in, navigate to the “Tee Times,” tab.  All Tee Times reservations will appear on this tab. 

 

Main Grid 

Tee Times will default to today’s date in the highlighted main grid. 

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For Club’s with multiple Courses, click on the Course Drop-Down option to view a specific course, or choose “All Courses” to view a consolidated view of the Club’s Tee Times. 

 

Display Colors 

Note: To learn more about the Color meanings, click on the “Colors” button in the bottom right hand side of the screen.  A Tee Time Color Picker window will launch. 

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Would change the Grid display to the below after hitting, “OK.”


Convert Tee Time Reservations to Member Charges 

To convert the Tee Times into Open Tickets, click on the desired Tee Time reservation, and ticket will be generated to reflect the associated charges. 

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The Create Ticket screen will open.  The left side of the screen is used to designate who will be paying for the charges.  The right side of the screen is used to designate whom the selected individual on the left side of the screen will be paying for.  In the example below, Member, Rusty Abbott, will be paying for himself, and his Guest. 


Partial Pay a Tee Time - One Member, One Guest 

The boxes may be selected to edit the payment arrangements.  For instance, if Rusty was only paying for himself, simply uncheck the “Guest TBA” box, and then click, “OK.” 

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After the payment is settled for Rusty, the Tee Time will now reflect this “Partially” Paid status, by highlighting the Tee Time in Yellow.  As Rusty only paid for himself, the Guest charge is still open. 


Complete Payment for a Partial Paid Tee Time - One Member, One Guest 

Click on Partial Paid Tee Time, to create additional ticket. 

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After ticket is closed, note that Tee Time turns Paid color (in this case, Dark Green), as all Golfers (2) on the Tee Time have Paid. 

 

Edit Paid Tee Time (Delete Ticket Option) 

If an edit needs to be made to a Paid Tee Time, or a ticket that has been closed, double click on the Paid Tee Time to launch the Closed Tickets screen. 

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To assist with viewing Tee Times according to their payment status, utilize the payment filter. 

 

Partial Pay a Tee Time - Multiple Members, Multiple Guests

Select Tee Time. (Reminder: Members have numbers before their names, and Guests do not.)

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Grid will reflect Partial payment status, as (3) of the (4) golfers have paid.  

 

Complete Payment for a Partial Paid Tee Time - Multiple Members, Multiple Guests 

Click on Partial Paid Tee Time, to create additional ticket. 

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Member charges will auto-populate based on system setup.  Close ticket based on Member payment preference as previously demonstrated.

Edit Paid Tee Time (Re-Open Ticket Option) 

As previously shown, if an edit needs to be made to a Paid Tee Time, or a ticket that has been closed, double click on the Paid Tee Time to launch the Closed Tickets screen. 

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Tee time will again show Paid status. 

 

Create Tee Times from POS 

When a Member walks up and requests a tee time, or calls in to make a tee time, click on “Show Admin Dashboard,” to create a tee time from the Point of Sale terminal. 

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To ensure all Tee Times have come in from the Website, click the “Refresh” button. 


Merge Multiple Tee Times into One Ticket 

When multiple Tee Times exist that one party will be paying for, it is possible to select them using the Multi-Select feature and create one ticket that can be charged to one Member. 

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When complete, both Tee Times will show as Paid.

 

Complete Prior Day Open Tee Times 

When reviewing prior day reservations, and Tee Times actually occurred, but were never charged to the Member accounts, it is important to address the open reservations, by creating tickets, and properly charging the Members. 

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Click “Exit” in the bottom right hand corner of the screen to return to the Tee Times grid.

 


Member Charge All

Also available for use is the “Member Charge All,” button.  This button will take the Tee Times that have not been paid, create a Ticket for them automatically, and close them to Member Charge without going through the payment screen. 

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If the Guests are not being paid for by the Member who made the Reservation (the default setting), then avoid using the Member Charge All function until all Tee Times with Guest have been closed out.


Other Features 

Full Screen Button 


When the “Full Screen” button is selected, the side and top menus are eliminated from the Viewing area.  Click, “Close Full Screen,” to reinstate top and side menu bars. 


Auto Refresh 

The Auto Refresh feature determines how often the POS will refresh with data from the Website.  Set to desired time frame, or disable auto refresh to allow only Manual Refreshes.

  


Grid Options

Use the Grid Options feature to design which columns appear in the grid, and how they appear. 

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Choose Columns to Show by checking the boxes in the “Visible” column, and change the order in which they display by using the Arrows in the position column.  Click, “OK,” when complete. 

 

Best Practices

Before utilizing the Member Charge All feature, ensure Guest charges are slated to go to the appropriate Members.

At the end of the shift or evening, go into System Tools, go to the Open Tickets tab, review open tickets and ensure all open tickets are closed appropriately.


FAQs

Q. What is the best way to charge multiple tee times to one party?

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A. Either option will support the ability to add a Guest’s name.  In the event the Reservation is still a couple of days away, it would be better to update in the Reservations system.  In the event, it is at the time of play, the POS would be a better choice.

Downloadable Guide

Unification - Tee Times - Guide

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