Teeofftimes.co.uk – Club Admin User Guide

Version 7 – June ‘15

Introduction

Our club admin system comprises of 6 simple areas:

1. Login Page

2. Home Page

3. Modify Pricing Page

a. Create New Rate

4. Manage Tee Times Page

a. Managing Selected Tee Times

5. Bookings Page

6. Reservation Request

In order to access the club admin site simply:

1. Enter your “email address” & “password” which have been issued by Teeofftimes.co.uk.

2. Click “log on”.

Please note the following:

i. If you are unsure, or have forgotten your password you can simply contact a member of the Teeofftimes.co.uk Support Team on 0845 675 6004.

ii. Remember to click “remember me” before logging on to the club admin site & it may also be worth adding the login page to your bookmarks in your browser.

1

2

Login Page

Once logged in you will be taken to your “home” page. This screen will give you a general overview of your available tee times & our current activity:

1. If at any point you would like to view your club page on the Teeofftimes.co.uk website then click on your club name link to launch it in a separate browser.

2. If you are a multiple course venue you can stipulate which course you would like to view / edit from the drop down menu underneath your venue name.

3. You can specify the way in which you view all of your pricing across the admin site by choosing either “per tee time pricing” or “per person pricing” from the drop down.

4. The calendar gives you a general overview of the number of active tee times currently being displayed on the Teeofftimes.co.uk site.

5. You can view a summary of each individual day by clicking on the calendar. This will display the “number of tee times”, “highest price”, “lowest price” & any “tee deals” on a specific date.

6. You can “sell out” the entire day if there are no tee times available. We would suggest that if you only have a few spare tee times available on any given day then you should “sell out” the day & then reactivate the tee times within that day on the “manage tee times” page – please refer to page 4.

7. You also have the option to go through & manage individual tee times on the selected day by clicking “manage date”.

8. If you need help at any stage whilst on the admin site you can view anyone of our instructional videos by clicking on the icons within the “video help guide” section.

2

3

4 5

8

1

6 7

Home Page

The “modify pricing” page allows you to control all of your pricing which is categorised into 3 different sections:

1. “Standard Rates” such as mid-week & weekend green fees must be entered first as they are your normal rates & the percentage saving which is displayed on Teeofftimes.co.uk is derived from these rates.

2. “Reduced Rates” such as “twilights”, “early birdie” & “special offers” supersede the “standard rates”.

3. “Override Rates” such as “bank holidays” will disregard any rates that you have in place on that specific date regardless of whether they are “standard” or “reduced”.

2

3

1

Modify Pricing Page

The “modify pricing” page allows you to control all of your pricing which is categorised into 3 different sections:

1. In order to create a new rate simply click “create new standard / reduced / override rate” give the rate a “name” & enter in the “1 ball” price. Once you specify a rate for a “1 ball” it will automatically calculate the rate for a “2 ball”, “3 ball” & “4 ball” on your behalf. You can then alter the “2 ball”, “3 ball” & “4 ball” pricing if you so wish & click “save”. If you do no wish to receive a “1 ball”, “2ball” or even “3 ball” then leave the price as “0”. If no price is associated it won’t show on the site.

2. Once you have saved your rate you will then need to stipulate the dates / times to which the rate should be applied by clicking on the ‘downward arrow’ & selecting “add time period”. You will then be required to specify the “start / end date”, “start / end time” & the days upon which it is valid clicking “save” once you’re done. Please note that you can add multiple “time periods” to any rate.

3. Any changes made in “modify pricing” will require a “publish”. Teeofftimes.co.uk is published nightly however for the changes to take immediate effect you will need to run a price publish by clicking on “click here to publish” in “unpublished changes”.

Please note the following:

i. If there are two price bands running over the same “time period” the LOWEST price will appear on Teeofftimes.co.uk.

2

3

1

Create New Rate

The “manage tee times” page allows you as the golf club to manage your availability on a day-to-day basis. Simply click on the calendar to view or amend tee times on a specific date:

1. All tee times displayed on a GREEN background are active & therefore showing as available on the Teeofftimes.co.uk site.

2. All tee times displayed on a BLACK background are part of a regular exclusion (such as members / competition times) & are considered to be unavailable & therefore do not appear for sale on the Teeofftimes.co.uk site.

3. All tee times that are displayed on a RED background are not in a general exclusion but have been made inactive & will not appear for sale on the Teeofftimes.co.uk site.

4. All hourly segments that are displayed on a WHITE background contain a mixture of excluded, active or inactive tee times.

5. The user can simply change the status of any tee time by highlighting the tick box alongside the time & clicking “manage selected tee times”. Please note that you can highlight multiple tee times / hours – please refer to next page.

Please note the following:

i. Please note that unlike “modify pricing” any changes made on “manage tee times” will not require a “publish”.

ii. Published changes are not instantaneous.

2

1

5

3

4

Manage Tee Times Page

Once you’ve highlighted your tee time(s) & clicked “manage selected tee times” they will appear within the manage tee times display:

1. If you wish to take your selected tee times off sale then simply select “de-activate”. If you wish to put your selected tee times on sale then simply select “activate”. If you have few spare tee times available on any given day then we would advise that you deactivate the entire day and then reactivate the tee times within that day.

2. If you wish to override the prices of your selected times then simply select “activate”, tick “override prices” & stipulate the override price for a “1 ball, 2 ball, 3 ball & 4 ball”. If you leave the price as “0” it will default to the price highlighted in the display. If you find yourself carrying out this task on multiple occasions then we would recommend that you create a new rate on the “modify pricing” page – please refer to page 3.

3. Click “save changes” once you’re done.

Please note the following:

i. Multiple overrides can have a detrimental effect on the performance of the site.

1

2

3

Manage Selected Tee Times

On the “bookings” page you will be able to view all bookings that have been made to your club through Teeofftimes.co.uk:

1. You can view bookings made between two specific dates & then filter this either by “date of booking” or “date of travel”.

2. Once you have stipulated the search criteria simply click “load” & all bookings contained within that search will be shown on a table below the search bar.

3. If you wish, you can export the booking information into an Excel format by simply clicking “export bookings”.

4. You can also confirm any outstanding bookings by simply clicking the “please confirm” link in the “confirmed by” column.

Please note the following:

i. Teeofftimes.co.uk will make payment to the golf club by BACS remittance on the 5th working day of each month for all tee times sold during the previous month.

1 2

3

Bookings Page

4

When a booking is made via the Teeofftimes.co.uk site you will receive an automated email which will ask you to action the request by clicking on the link contained in the email. Once clicked, you will arrive at the adjacent page which will then allow you to confirm the booking.

1. The icon in the middle of the screen highlights both the ‘date’ & ‘time’ that the customer has requested.

2. If the tee time is available then simply click the GREEN circle & refer to step 5.

3. If the exact tee time isn’t available but you have an alternative time within ‘40 minutes’ then simply click the AMBER circle & select the tee time from the drop down list & refer to step 5.

4. If the alternative tee time is outside of ‘40 minutes’ then simply click the RED circle & select one or two tee times from the drop down lists & refer to step 5. If the tee time is unavailable & you have no alternatives to offer then simply select un-available in both drop down lists.

5. Once you have actioned the booking by clicking either GREEN, AMBER or RED simply enter “your name” into the field & click “confirm”.

Please note the following:

i. You can only offer alternative tee times that are the same price as the requested time(s).

ii. You will not be able to confirm a booking without entering in “Your Name”.

iii. If a booking is “unavailable” you will not be able to click “confirm” unless you have made some “booking notes”. For example, course closed due to inclement weather.

iv. As soon as a booking is confirmed the customer will receive an email confirmation which they should then print off & produce on the day of play.

1

2

3

4

5

Reservation Request

If you have any questions or feedback regarding the information contained in this user guide, or if you are experiencing any problems

loading any of the data for your venue please contact the Teeofftimes.co.uk Support Team on

0845 675 6004, or by email on clubs@teeofftimes.co.uk.

mailto:clubs@teeofftimes.co.uk?subject=Extranet User Guide