User Manual - GolfBooking

4. While creating an account, register for a completely new account with your email address, and finish the setup process by adding essential business, bank, and financial information that Stripe requires.

5. Once Complete, your Payment Settings will reflect that your account has either been enabled or that required details are still missing. Your Stripe Account ID will also be visible.

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Create A Tee-Sheet

1. Open the GolfBooking Management Portal

2. From the Navigation Menu, select Schedule Templates

3. From this page, you can view your active and disabled templates (tee-sheets), edit your booking rules for each individual template, and create an entirely new template

4. Tap on the blue Create New Template prompt

5. Fill out the fields:

a. Template Name (Members, Leagues, Lessons, etc…)

b. Start Date – End Date

c. Minimum + Maximum Booking Time

d. Booking Start Increments

e. Booking Duration Increments

f. Booking Days In Advance

6. After the details are filled out, click the blue Create Template to save and confirm

Edit A Tee-Sheet

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Schedule Templates

3. From this page, you can view your active and disabled templates (tee-sheets), edit your booking rules for each individual template, and create an entirely new template.

4. To edit your tee-sheet, click the orange Edit Booking Sheet button on the template you would like to edit

5. Once you're on the tee-sheet editor, you can view the current pricing and hours of operation strategy your facility is running for each day of week

6. To edit your tee-sheets pricing, click the orange Update button on one of your booking slots or tap one of the blue vacant slots

7. Fill out the fields:

a. Template name

b. Days of the Week

c. Affected Bays

d. Start Time/End Time

e. Status

f. Price

8. Click the green Update Schedule Template Detail button in the bottom right of the prompt

Create And Change Pricing

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Prices

3. Click the blue Create New Price button

4. Fill out the fields:

a. Price Name

b. Description

c. Price

d. Currency Code

e. Interval

f. Additional Cost per Attendee (optional)

g. Capture Method

h. Charge Percentage/Amount

i. Charge-Back Transaction Fee

5. Click the blue Create Price button in the bottom right corner

6. Once the price is created, click Schedule Templates

7. Find the desired booking sheet you would like to change pricing on

8. Click the orange Edit Booking Sheet button in the Actions column on the far right of the page

9. Click the orange Update button on one of the active time slots

10. There will be a Price field where you can click the drop down, and select the new price you created

11. Click the green Update Schedule Template Detail button in the bottom right

Create Schedule Overrides

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Schedule Overrides

3. Click the blue Create New Override button

4. Fill out the fields:

a. Override Name

b. Affected Bays

c. Affected Templates

d. Start/End Date

e. Daily Start/End Time

f. Status

g. Price (If status is set to open)

5. Once all information fields are filled out, click the blue Create Schedule Override button at the bottom of the box

6. The override should be active based on the inputs you filled in step 4.

Create Different Admin/User Accounts

In the GolfBooking system you can create multiple different admin or employee logins to access your facilities management portal.

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Users

3. On the Users page, you can view your list of admin/user accounts tied to your management portal and you can create an entirely new user by clicking the blue Create New User button

4. Fill out the fields for the desired user type:

a. Full Name

b. Email Address

c. Username

d. Password

e. Admin (Full Management Experience) vs User Account (Limited Staff Experience)

5. Once these fields are filled in, click the blue Create User button at the bottom of the page

6. Now when logging into the GolfBooking backend management portal, you may login with the new account you created and your experience/capabilities will be determined by your account being an Admin or User account.

Create A Member

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Members

3. On the Members page, click the blue Create New Member button

4. Fill out the fields:

a. Username

b. Full Name

c. Email Address

d. Phone Number

e. Confirm by clicking Create Member

5. The Registered Email Address with the Account will receive an email with a link to create their own password (This link will expire after 24 Hours).

6. Once the password is created, your customer can now sign into their account from your customer interface reservation calendar by clicking on the green Sign In option

Add Notes To Customers

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Members

3. In the search bar on the far right of the page, search the desired customer (name, email, phone number) you would like to add a note to

4. In the actions column of that member, click the gray Manage Member button

5. You will see a notes box in the member management, click the blue Add Note button in that box

6. You can then add a note, click the green Add Note button in the pop-up

7. The note will then be on the customers file for future reference.

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Create Customer/Member Booking On Behalf Of Customers (Admin)

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Reservations

a. After clicking Reservations, from the dropdown menu click Today insert picture

b. If you are creating a reservation that will take place on a later date, click This Month

3. On your reservation calendar, select your customers' interested start time from an available booking slot.

a. Select from either a Customer Booking or Member Booking

b. A member booking will show a list of all your customers with a registered account with your facility.

i. You can then reserve a time on their behalf. The system will pre-fill their information for you during the checkout process and you can charge the debit/credit card a member may have attached to their account

4. For a Customer booking, fill out the fields:

a. End-Time

b. Full Name

c. Email Address

d. Phone Number

e. Number of Guests

f. Payment Capture Method (Prepayment, Credit Card Holds, On-Site Charge)

5. After completing the required fields, you may reserve time for “no payment” and charge the customer on-site with your own POS system or you can manually enter your customers payment details into the system

6. Upon Completion, the booking will now be visible on your reservation calendar

Edit, Cancel, And Move Reservations

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Reservations

a. From the dropdown menu on the navigation menu, click Today

3. Once you're on the reservation calendar, you can view your booked reservations for the day, or toggle to the date of the reservation that needs to be edited

4. When you find the reservation you would like to edit, click on it to open up the Reservation Details pop-up and scroll all the way down to the bottom.

5. You can then select one of the following options:

a. Cancel This Reservation

b. Move This Reservation

c. Edit This Reservation (End-Time, Address, Phone Number, # of Guests)

Create Statuses

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Statuses

3. Click the blue Create New Status button at the top left of the page

4. Input a name for the status

a. Select the color you would like displayed on the reservation calendar when the status is active

5. Check/uncheck whether the status will be used for a closure (when checked, tee times will still be bookable, the status/color of the tee sheet will just differ)

6. Click the blue Create Availability Status button.

Change Booking Status On The Calendar

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Statuses

3. Click the blue Create New Status button

4. Fill in the fields:

a. Status name

b. Color

c. If the status be for openings or closures

5. On the side navigation bar, click Schedule Templates

6. Find the desired schedule template you would like to change the booking status of

7. Under the Actions column, click Edit Booking Sheet

8. Click the orange Update button on one of the active time slots

9. Find the Status field

10. Click the drop down, and select the desired status

11. Click the Update Schedule Template Detail button

Capture Or Cancel Credit Card Holds

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Booking Logs

3. From this page, you can set and search the data range to display all of the bookings made between that duration

4. Once a duration is determined and you click the blue search booking logs prompt, you can view all of the reservations made between those days

5. You can view a detailed reservation pop-up with essential booking information by clicking on the orange View button seen on the far right side on the image above

6. From the reservation details pop-up, you can capture the held balance by clicking the green Capture Held Funds button, or cancel the balance by clicking the red Cancel Hold prompt. You can also let the hold automatically expire after 7 days (Bank Standard)

7. You can also capture/cancel the hold from your admin reservation calendar by pressing on the reserved booking slot which opens up this exact same reservation detail pop-up.

Create Tags And Add To A Customer

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Tags

3. Click the blue Create New Tag button

4. Insert a tag name

a. Click Create Tag

5. After creating the tag, you will be redirected where you can then assign members to the tag.

6. In the bottom right box labeled Unassigned Members

a. Check off any members you would like to assign the tag under the Select column

7. Once all desired members are selected, click the green Add Members button at the bottom of the Unassigned Members box.

Create Custom Coupons And Payment Links

Coupons

1. Open The GolfBooking Management Portal

2. On the side Navigation Menu, click Payments

a. There will be a drop down menu under payments, click Coupons

3. Click the blue Create Coupon button

4. Fill out the fields:

a. Coupon Name

b. Code

c. Start/End Date

d. Amount off ($ or %)

e. Maximum Redemptions

5. Once created, you will be able to see how many times the code has been redeemed

Payment Links

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Payments

a. There will be a drop down menu under payments, click Payment Links

3. Click the blue Create Payment Link button

4. Fill out the fields:

a. Link Name

b. Amount

b2. Enable/Disable Taxes + Transaction Fees

c. Extra Question

d. Custom Text

5. Click the green Create Payment Link button

6. You will be redirected to the home page for Payment Links where you can copy the link and send it to customers

Create Subscriptions (Monthly Recurring)

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Payments

a. From the dropdown menu under Payments, click Subscriptions

3. From the Subscriptions page you can view your past and present subscriptions and can create a new one by clicking the blue Create Subscription button.

4. Fill in the fields:

a. Full Name

b. Email Address

c. Phone Number

d. Credit Card Information (Number, CVC, $ Amount)

e. Subscription Information (Name, Duration, Billing Periods)

5. Once filled in, click the green Create Subscription button to confirm.

ALTERNATIVELY

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Members

3. From the list of your facility members who have registered for an account with your facility, you can create a subscription tied to a members account by clicking the gray Manage Member prompt under title Actions

4. Scroll down to “Subscriptions”, and select the green “Create Subscription” prompt

5. Fill in essential customer details

a. Subscription Information (Name, Duration, Billing Periods

b. If your member does not have a saved credit/debit card on their member profile, please use the steps above

6. Once filled in, select the green “Create Subscription” prompt to confirm.

Create A Transaction On Behalf Of A Customer

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Members

3. In the top right search bar, search for the desired member (name, email, or phone number)

4. Click on the gray Manage Member button in the Actions column on the far right side of the page

5. You will be redirected to the specific members profile, scroll down to the Transactions box

6. Click the green Create Transaction button

7. Fill out the fields:

a. Amount

b. Add Taxes/Transaction Fees

c. Capture Method

d. Description

e. Booking Confirmation Number (Optional)

f. Group Booking Confirmation Number (Optional)

8. Click the green Process Transaction button

9. The transaction will process through their payment method on file

10. In order for this feature to work, the customer must have a payment method on file

Create A Group Booking

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Reservations

a. After clicking Reservations, from the dropdown menu click Today

b. If you are creating a group booking for multiple days in advance, click This Month from the dropdown menu

3. Once your GolfBooking reservation calendar is open, click your customers' intended start time for their group booking by tapping on an available time slot.

4. Select either a customer booking or member booking depending on the status of the customer who is calling or walking into your facility

5. Now the complete your reservation checkout process will be displayed. From here you can create a group booking if necessary that spans across multiple bays

6. Select the blue Group Booking button from the screenshot above to select the affected bays the customer is booking

7. Once the rest of the reservation checkout form is completed. You can determine your payment capture method at the bottom of the page to complete the reservation..

Create A Recurring Booking

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Reservations

a. After clicking Reservations, from the dropdown menu click Today

b. If you are creating a recurring booking for multiple days in advance, click This Month from the dropdown menu

3. Once your GolfBooking reservation calendar is open, click your customers' intended start time for their recurring group by tapping on an available time slot

4. Select either a customer booking or member booking depending on the status of the customer who is calling or walking into your facility.

5. Now the complete your reservation checkout process will be displayed. From here, click the blue Recurring Booking button

6. Fill out the fields:

a. Weekly Recurrence

b. Daily Recurrence

c. Monthly Recurrence

d. Yearly Recurrence

e. Days of the Week

f. End Date

7. Once the rest of the reservation checkout form is completed. You can determine your payment capture method at the bottom of the page to complete the reservation.

Add A Charge-Back Fee To A Reservation

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Prices

3. Adding the chargeback fee can be done on existing prices, or on new prices

4. Either click Create New Price or Edit on the desired price

5. You will be redirected to a profile for that price

6. At the bottom of the Update Price box, there is a prompt that says Charge-Back Transaction Fee

7. Change the drop-down field from No to Yes

8. Click the Create Price or Update Price button

Download A Data Export

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Reporting

3. Select the timespan you wish to export the data for

4. Click the blue Download Data Export button

5. A Microsoft Excel sheet will be downloaded to your default download file location

Change Between Reservation Wizard or Calendar

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Settings

3. In the Update Customer Display Settings box, find Default Customer View

find

4. Click the drop down and select either the Tee Sheet or Reservation Wizard

5. Click the green Update Display Settings button at the bottom right of the box

Change Reservation Slot Text and Colour

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Settings

3. In the Update Customer Display Settings box find and change:

a. Reserved Slot Color

b. Reserved Slot Text

4. Set them to the desired input

5. Click the green Update Display Settings button at the bottom of the box

Change Your Cancellation Notice

1. Open the GolfBooking Management Portal

2. On the side Navigation Menu, click Settings

3. Once in Settings, find the Update Customer Display Settings box

4. Find and set the Customer Cancellations and Cancellation Notice prompts to your desired input

5. After entering your new desired cancellations notice (hrs). At the bottom of the page save your changes by clicking on the green Update Display Settings button.