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Accessing the Tool
To get started, access the Tee Times Admin Dashboard. Hover over Administration and click on Special Events.
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To select an event you will need to click on its name in the listing, this will darken the line of the event
Configuring our Special Event
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Start out by creating a new Special Event. Click the Add Event button.
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If you would like to, enter the Event Title. Keep in mind this the title will display in each time so typically it is left blank. Select the proper day in the Event Date field. You will need to choose a Course (if applicable).
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You will need to set the Booking Privileges for your this event. Select Member Booking if you would like for members to create their own reservations. If you would like to only permit your staff to create reservations, select ProShop Only.
Next, enter the Max People for the event by typing in the total individuals until the event is at capacity. Feel free to set this as high or low as necessary. After the Max People has been reached we can enable Allow Members to join the wait list? to allow further requests but on the Wait List.
Feel free to enter an Admin Email for the event. This email will receive notifications for when members register, edit, or cancel their event. You may enter multiple emails using a semicolon to separate them with no spaces.
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 can define the Play Type of the event. Using the dropdown, choose if your event is a Single tee, Double tee, or Shotgun. The event window will refresh and update various options for the type of play you choose.
The Starts/Hole field will allow you to define how many reservations are permitted on each tee.
Feel free to use the Max Number of Guests, Minimum Number of Guests and Max Number of TBDs fields to restrict or require guests.
You can define the party sizes that are available using the checkboxes to the right. Unchecked party sizes will not be available when booking. Five is the largest possible party size for a single reservation in the Tee Time system.
You can now move to more event settings located beneath the type of event box.
Event Settings
You will determine more event settings for the event by using the following tabs:
- Time
- Availability
- Time
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The two tabs will allow you to determine the time of your even and when reservations open up and close for members.
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or whatever your standard Booking Privileges may be.
Unchecking specific settings
Here is where our event will really deviate from the standard setup of an event. You will be unchecking a few settings in the bottom right area of our event. Below is a screenshot of that settings area before anything has been unchecked...
So you will be unchecking:
- Override play setup from booking privileges?: This will remove the Play tab. You are unchecking it to ensure you aren't overriding the Guest/TBD limitations set up on the back end.
- Proshop will assign starting times for participants?: This will ensure members can book directly onto times, like any normal day of booking. If you have a Lottery template selected in Booking Privileges please ensure this is still unchecked.
- Allow members to view event registrant list?: This will automatically be unchecked after unchecking Proshop will assign starting times.
The settings should look like this afterwards:
The only thing you need are these two settings:
- Remove all default starting times during this event?: This will ensure times aren't duplicated.
- Choose when reservations open/close?: This will give us the Availability tab where you can customize the Opening Time and the Closing Time.
You should already have the Time tab selected. You can typically set the First Start to the first time of the day and the Last Start to the last bookable time.
You can click on the clock icons to choose a time. Only 30 minute intervals will display there but you are also free to type out a more specific time in the First and Last Start fields. If you type out a time please note that it will read it as military time if no AM or PM is listed.
The Pre & Post Event Blocks setting allows you to block off times surrounding the event. This allows for a buffer to allow for ample time before and after the event. This setting can adversely affect registration for nearby events, always ensure that the times listed here do not overlap a nearby event. Also note that the Pre-Block must be at the first event time or earlier and the Post-Block must be at the last event time or later.
Moving onto the You can now move to the Availability tab. Here you can define the time frame for when the event will begin accepting reservations and when reservations will close down.
Here you You will use the calendar icon to determine the day that the reservations will begin and using the clock icon to choose the exact time the event will open on the day selected.
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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.
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