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Overview
Schedules are the base layer of tee times that tell the tee sheet what booking rules to have in place and when. For example, from 8am until 6pm have tee times every 10 mins with the standard club member booking rules. There are 2 scheduling tools:
Use Cases:
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Custom Styling - is there a font or background color used to make the tee times stand out on the sheet such as for Women Only times?
Accessing the Tools
“Scheduling” tools are located under the Configuration section (top-left of the tee times dashboard). Please note, only experienced tee times admins should make changes in the Configuration area.
Hover over “Configuration”.
Hover over “Scheduling.
Click either “Create New Course Schedule” or “Edit Course Schedule”
Edit Course Schedule: Edit/Delete Current Schedules
Once a schedule is created, it will be available in the Edit Course Schedule tool.
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Once Course and Schedule have been selected, click, “Confirm.” Be wary of the delete button!
Course Schedule Editor
Once a schedule is selected the “Course Schedule Editor” page loads. There are 4 main sections to this tool.
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2. Schedule Calendar - shows at a glance all the schedules in place for a given month and is used to apply schedules to specific dates.
3. Available Templates - used when adding new start times to a schedule to select the template or rules to apply to the schedule.
4. Front Nine & Back Nine - shows the start times and templates used in the schedule.
Schedule Calendar - Viewing and Changing Applied Schedules
There are two actions when using the Schedule Calendar:
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Newly selected schedule is now active for editing.
Templates - The Booking Rules
Templates are a key component to schedule creation. Because a vast majority of clubs do not need to edit or manage the setting within templates, only the basics of templates will be covered in this guide.
Examples of Standard Templates
Templates tell the tee sheet what rules to use. The standard templates are as follows:
Admin Only or Pro Shop Only: Members are not allowed to book. Staff can book but must override the rule conflict message.
Admin Only (Hidden from Members): Members are not able to see these start times. The times only appear on the staff tee sheet. Staff can book but must override the rule conflict message.
Admin Only (Hidden from All): These times are removed from the tee sheet. This is not used for schedules, instead meant for blocks or events.
Member Booking: This is the most commonly used template for schedules. Members are allowed to book based on the rules established during the installation of the tee sheet.
Club-Specific or Custom Templates
The possibilities for templates are endless! With the Clubessential rules engine we can build just about any logical rule.
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Most common are rules based on the membership type but rules can also look at criteria such as gender, relationship (primary, spouse, child/dependent), day of week, month of year.
Front Nine & Back Nine
This section allows for editing the applied templates and start times for the Front and Back Nine.
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Once Edits are made, click, “Save Schedule,” to save changes, or click, “Cancel Changes,” to Abandon changes.
Delete Course Schedule
To delete a Course Schedule (created in error, or that is no longer relevant), click on the “Edit Course Schedule” option.
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Select Course, Schedule, and click, “Delete.”
Create New Course Schedule
If a course schedule is frequently used, it is more effective to create a new schedule than to use blocks, add starts, or events to adjust the tee times on a daily basis.
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- Click Create New Course Schedule to begin.
2. Enter the Schedule Name. This can be changed later.
3. If more than one course exists, select the appropriate course using the Course drop-down menu.
4. Click the blue “Save Schedule” button (bottom-right of the screen).
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5. Scroll down and select a template to apply to the schedule in the “Available Templates” area.
6. Click the “Add” button in the Front Nine & Back Nine section.
The “Add Time Range” window will load.
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Once additional settings are made in the “Add/Edit Time Range” windows, click Create Time Range, Confirm Effective Date, proceed to Calendar assignment, and save schedule as previously documented.
FAQs
Q. How often do I need to reapply schedules?
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We do plan to make the templates and rules more transparent and manageable on the club side but there has not been a large demand for this yet. Changes are simple to do with the unlimited support offered by the Reservations Support Team.
Best Practices
Plan to review and reapply schedules annually or before each season.
Schedules can only be changed for days without tee times. Blocks, Add Starts, or Special Events can be used to adjust days that already have tee times.
Impersonate User is the quickest way to check a specific membership type or rule such as when Non-resident members may book.
- Contact the Reservations Support Team at 512.609.7984 or res@clubessential.com for any questions or assistance with booking rules within the templates.
Downloadable Guide
Tee Times - Schedules - Booking Rules and Start Times
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