Our GolfSuite provides you with every tool needed to manage your Golf Cflub.
A few of these functions are necessary for the following part of our GolfSuite, so we would like to showcase them to you.
Quick search
If you want to search for individual players (including the membership card) you can use the quick search.
As soon as your input begins, the system begins to suggest possible results. These special symbols are also displayed:
Legend:
: This customer is a member of the association with a foreign ID number.
: This customer is a member of the association with an ÖGV ID number.
: This customer is a member of your golf club.
: Print the master sheet of the selected customer.
: Delete selected customer(s).
As soon as you have made a selection, the name will be displayed in bold and you will see the data of the selected customer in the lower area.
Table Search (Grid)
As an alternative to the quick search, you can use the table search to display more than 1 player.
By default, the quick search is always displayed. However, if you want to switch to table search, just press once around the area of "Quick search" and the 
, causing the table search/grid search to appear:
Using Filters is a great way to narrow down to a specific group of players, so you may send them an E-Mail.
You may use a comma to explicitly tell the system the end of the first or last name, you can choose the order freely, but it is not necessary.
For more information on filtering groups, see General Information -> Tables(Grid).
Legend:
Prints you the HCP list of the players you have currently filtered in the table.
Opens a window to create an E-mail that would be sent to the currently filtered customers in the table.
Opens a window to create an SMS that would be sent to the currently filtered customers in the table.
Suggests you the saved letters for the filtered customers to download.
A small table-overview follows about what you can do with these Bulk Actions.
Article Assignment | You can assign additional articles to your selected customers' billing templates. |
|---|---|
| Sub Category Assignment | Add a Sub Category to your selected customers. For instance, add the category Guest to a past member). |
| Customer Tag Assignment | Add a Tag to your selected customers (for instance, add a Tag to filter every customer with a periodic billing template in 2022). |
| Remove Customer Tag | Remove a Tag from your selected customers. |
| Assign Access to a Security Object | Grant your selection access to one of your IoT Security Objects. For instance, grant all your employees access to the storage shed. |
| Remove Access to a Security Object | Remove having the right to access an IoT Security Object. |
: Shows you the list of filters that you have saved.
: Opens the filter function with which you can sort out customers in the table.
: Here you have the possibility to restore deleted customers again.
: Switches from table view to quick view (quick search).
As an alternative to the picture you can always click on the respective name (Quick Search / Table Search) to change the view.
Name search
Local search function: This is also where the input is checked in order to avoid duplicates.
Search function for double names
We will take Max von Mustermann as an example.
Notation in the system:
First name: Max
Last name: von Mustermann
At the very least, you have to type in 2 letters for the first or last name, followed by an optional comma, to be able to search for a player.
The first part until the comma is defined as the last name, the 2nd part is the first name. This is important if you search using the association.
Search function in the GolfSuite
The search function with the comma is intended for the association search. In the GolfSuite there is the field 'Name suffix' for double names, here 'von' is entered for this example.
Wrong search:
von Mustermann
With "only" this specification, the following logic is applied:
Von → stands for the surname
Mustermann → stands for the first name
Right (possible) search:
von Mustermann, Max
von Mu, Max (the name does not have to be entered completely - if the search is reduced to 1 player, it will be filled in/selected automatically).
New Customers - Database of members
Path: National Golf Association > Sync with the Golf Association.
As a new customer at Nexxchange, it is usually the case that the imported customer data is not identical with the data stored at your association.
All information about your members, which is fetched from your old provider, is locally stored data.
The latest, available information of your association might not be the same as the data imported by the team of Nexxchange.
There might be differences between your association's data of your members and the imported data in your new GolfSuite. You have the following 2 options available to receive the newest data for your members.
Option 1: You fetch the data from the association, because the status is more current than the export. For this you have to work out the list 
(if necessary the list "Members with validation errors").
Sync with the Golf Association
You may only do this for your members.
Guests can not be synced this way and have to be manually updated in Customers > Customers & CRM > Golf Data > National golf association, pressing the button locally in Golf → National golf association, pressing on this button → 
.
If you book a guest for a TeeTime, the data of this customer is automatically synchronized over night.
Option 2: You can either send certain member types step by step or all members to the association.
You may also choose to upload the members individually by navigating to > Customers > Customer & CRM > Your customer's record.
If you would like to add something, you can enter the desired entry below the column caption (e.g. member type).
Before uploading the members, please do not forget to clean up the filter 'Members with validation errors' in order to avoid unnecessary 'error messages'. This will check that you have filled in all the data required by the association.
You can upload the data under National Golf Association > Sync with the Golf Association > filter your members > then upload them by clicking the 
-button.
Make a day guest a member
If you would like to make a day guest a member, you can convert him to a full member by going to Customers > Customer & CRM > Golf Data > Membership > 
.
All details are shown in the following screenshot:
Name | Description | Note |
|---|---|---|
| Membership number | Enter the membership number here | |
| Start date | Specify when the membership is officially beginning | This is automatically filled with the current date when you create it |
| End date | Indicate when your member wishes to terminate his or her membership | |
| Member type | Here you enter the desired type | This will be invoiced accordingly |
| Subcategory | How the customer is displayed in colour in the Tee Time System | |
| Card printing | Here you specify what should be noted on the national association card of the customer | 2 Prerequisites: 1. customer must have a card print and be uploaded. 2. order tickets at your association |
| Payment Method | The payment method will be used for this customer - most typically per invoice. |
Deletion of Customer data
You can start the final deletion process by selecting Quick Search in the respective view:
Table search:
On the indicated symbols (image above).
If you get this message during the process of deletion this customer's record:
You first need to terminate the membership:
Afterwards, remove the billing template:
Deletion of a customer record
We advice against the deletion of wrong customer records.
Always merge duplicates and wrong/old customer records you do not require.
You may also set its status on "Inactive" under Personal Information.
Synchronization/upload of Customers
Path: Customers → Customers & CRM → Search for Customer → Golf → Association
For existing Customers, there is the possibility to reactivate/deactivate the association comparison and the upload with the described buttons.
The 
-sign visualizes this member has yet to be uploaded (Upload required).
The 
-sign represents no upload is required:
As a general rule, the HCPI can only be actively edited by users via the GolfSuite for:
- Foreign players
- If no Association-ID is stored
- The match is deactivated
If this is not the case, the Golf Club must fetch the HCP using the Sync with Association-button.
E.g. Association ÖGV
It is prescribed by the ÖGV(Austria) that HCP changes must in principle be carried out via the ÖGV itself.
Especially when uploading new members to the association, it may take some time until these members appear in the Golf.at Admin, as they must first be verified by the association.
List of members
Path: Customers > Members.
Only the members of your Golf Club are displayed here.
It is also possible to create a HCP list, depending on the selection you make (predefined).
Customer Subcategories
To simplify the display in the start times, there is the Customer sub-category.
Path: Customers > Customers & CRM > Select Customers > Personal Data > 
The change of the member type was also highlighted. Please note that the color defined in the display category affects the display in the tee time calendar (see selection e.g. Gold).
Please note that not every subcategory can be assigned to everyone. More information can be found at : Clubs - Customer Sub Categories
If there is no subcategory, by default the category will be generated that is specified under Club Management >Managed Golf Clubs.
Here you can adjust all default settings. In all processes, where these fields must be indicated, these data are already suggested.
If you want to define the colour or change the existing one, you have to select the Club Management > Managed Golf Clubs > Customer Classification > Customer Categories.
Point 1+2: shows the exact path (Club Management > Managed Golf Clubs > Customer Classification).
Point 3: Here you can edit a new category (create via "+").
Point 4: Here you can now edit the display category (create via "+").
After the settings have been completed, the result in the start time calendar looks like this:
Duplicate check - Merge Customers
Path: Customers > Merge Customers.
This function is intended to simplify the administration of a consistent data master.
If a customer is incorrectly stored more than once, you can merge them. The data is merged so that no information is lost (invoices, purchase orders, and so on).
The duplicate, which disappears, enters the most important information in the "original" (more detailed explanation under step 2) and is deleted afterwards with the function "merge customers".
Step 1: Select the customers you want to merge.
Step 2: Here you see all duplicates and which information is stored in each case.
Even if the data of the duplicates are stored, it is advisable to select the one which contains more information (the probability that these data are current is higher by experience).
In our example there are 5 duplicates and only one has a phone number. Therefore, you can assume that this is used earlier.
This function should be used with caution if there are different telephone numbers + e-mail addresses. If this is the case, only the data that is given to the customer who is to continue to exist will be retained (under Account you can see how often the same customer is stored).
Create customers with the same name
As soon as you create guests/members who have the same name and already exist in your GolfSuite, you must proceed in the following way:
As soon as you enter the date of birth, you can create the new customer with the same name.
Creating a day guest
To prevent creating duplicates, there are a few mechanism that will notify and prevent you from creating artificial duplicates.
This rule applies if the following data is entered identically: Association, First name, Last Name and Date of Birth.
Without the association:
Here you will again be informed that this day guest is already registered (above).
Cancel the process or enter the date of birth of the "other" customer with the same name.
Restoring deleted customers
This function is intended for deleted customers.
The data that was last saved before the deletion process is restored (for example, membership type, invoices issued, address, telephone number, e-mail address, etc.).
Merged customers
In case you merged a duplicate, information next to Homeclub and HCP will be shown with a bold " - ". This shows you a merged customer record, which was not simply deleted.
EU-GDPR - EU general data protection regulation
Since 25.05.2018 the new EU data protection basic regulation is in force.
As a golf club, you are also obliged to provide your members with information about the stored data. In order to support you in this respect, we have created a letter and an E-Mail template for you, with which you can inform your members about the data stored in your club administration software.
This formulation should serve you as a basis for your own letter, your own mail.
Here you will find a small guide with the corresponding screenshots where you can find the template (see below) and how to edit and send it:
You may find this template under Club Management > Templates > Templates.
Click the Edit button to open the editor and edit your template.
Switch to the Customers & CRM section and filter your selection of customers you want to send a letter to. Then click on "Letter" and select the template: "EU-GDPR Information".
You may also send this EU-DSGVO information as an E-Mail.
Open the template elements under Clubs - Template Administration and search for "EU-GDPR Information" under E-Mail.
