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.
Once a Member makes a Reservation on-line using the Clubessential Tee Times Product, the Reservations fully integrate into the Retail Golf POS application.
Once logged in, navigate to the Tee Times tab. All Tee Times reservations will appear on this tab
Tee Times will default to today’s datein the highlighted main grid
Other Tee Time dates; however, may be viewed by clicking on Today to launch the Select a Date window, or utilizing the arrows to the right and to the left of Today to move forward or backward one day at a time
Members are easily identified because their Member Number precedes their names
When a Member walks up and requests a tee time, or calls in to make a tee time, click Show Admin Dashboard, to create a tee time from the Point of Sale terminal
The Tee Sheet will open, and will function similarly to the web based version
Scroll to find desired tee time, and click on the time to launch the Book Tee Time form. For this example, Member walked up and wanted to play at 2:30pm. Click, 2:30pm to book respective tee time
The form contains similar functionality to the form on the website. Complete form, indicating party size, players, and whether player will be riding, walking or will have a pull cart. For walk-ups, it is common to uncheck the Send Confirmations option.
To make additional edits to an existing tee time, click the edit button to re-open the Tee Time
Make changes as necessary and choose the Update Tee Time, option. For example, perhaps the Member decided to ride at the last minute instead of using a pull cart. Note that once updated, the Admin Dashboard reflects the change
In addition to updating the tee time for changes, it is also possible to cancelthe tee time by clicking on the Cancel Tee Time, button once in the Tee Time form
Another option for deleting the tee time exists within the Admin Dashboard. Click the white space next to the tee time, and then, click on the Trashcan icon
To return to the main Tee Times view, click the Hide Admin Dashboard option in the upper-right corner of the screen
The Tee Time will then appear in the Main Grid. Select to create ticket and charge to Member
To ensure all Tee Times have come in from the Website, click the Refresh button
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, Member, Rusty Abbott, will be paying for himself, and his Guest.
Merge Tee Times
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.
Click Multi-Select, then select the tickets to be consolidated
Click, Open Selected, in the bottom left-hand corner of the screen. When ticket opens, it will default to having selected the first Ticket Member, and will show who they were paying for from their original ticket.
Ensure payment arrangement is proper, and click, OK
After selecting the guest, ticket created will reflect the combined charges and can be closed out according to Member’s payment preference
After closing the ticket, Tee Time again will show status as paid
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)
When creating a ticket with Multiple Members, the system will default Guest Charges to the Primary Member making the Tee Time Reservation. In the example, Member Jessica will be paying for both guests, Tanner and Erik.
Click, OK to continue -Note: In the event the Member making the reservation was NOT paying for the guests, uncheck the guests from the Member, and re-assign payment appropriately.
When more than one Guest exists, both guests will need to be confirmed using the Guest lookup feature previously shown. Select Guest 1, and click, OK
Next, select Guest 2, and click, OK
System will then generate Ticket with appropriate charges for the (3) individuals. Close ticket based on Member payment preference
System will automatically show only the unpaid portion of the Tee Time. In this example, only Member, Duane Aaron is currently unpaid (as shown on the right side of the screen.) Click, OK to close
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 the Paid Tee Time to launch the Closed Tickets screen. For this example, the Retail shop forgot to add a putter to Duane Aaron’s ticket.
Confirm Re-Open, by clicking, Yes.Note, only if the Ticket resides in an unposted batch, will the system allow re-opening. If Ticket is in batch that was already posted, go into back Office, un-post batch, and then re-open ticket. Post batch again after editing is complete.
When additional item(s) have been added, close ticket according to Member payment preference
Tee time will again show Paid status
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. In this example, the only Tee Time still open, has two Members on it.
Upon clicking the button, a ticket will be created for Duane, and will be charged to his Member Account. Additionally, a second ticket will be created for Jessica, and will be charged to her Member Account.
Note of Caution: When utilizing the Member Charge All function, when Guests are involved in a Tee Time, ensure the proper person is paying for the Guests. 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.
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
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
Use the Grid Options feature to design which columns appear in the grid, and how they appear.
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
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.
What is the best way to charge multiple tee times to one party?
Use the Multi-Select feature to select more than one ticket to combine for payment by a single party, or to allow parties from one tee time to pay for Members/Guests of another tee time.
Where is the best place to add the name in the system for a TBA Guest; the Reservation Tee Sheet, or the POS?
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.