TeeTimes is the time at which you start a round of golf.
Some functions have been integrated into the GolfSuite, such as the booking and cancellation rules.
If configured and used correctly, this will significantly reduce the workload of the secretary's office.

Guests and members can book via the Nexxchange portal http://www.nexxchange.com (thus all incorrect bookings are avoided).

A fully integrated connection to the POS system is also available.
Additionally, also statistics are led to it.

The menu

Green Fee Season

Access: Bookings → Settings Tee time calendar → Green Fee Season

Here you define the settings for the season that you want to create.
First, enter a green fee season. You can then create a special rule that can differ from this.

Prerequisites:

Bookable space must be created (under Bookings → Settings Tee time calendar → Available Golf Courses).
Allocable articles must be available (e.g. GF Weekend, GF Weekday, ....).
Configuration of the golf club is done (under menu item Clubs → My golf club).

Special rule

We would like to give you an example of this function.
If, for example, you have specified in the season definition that bookings can be made from 09:00 - 17:00, you can create a special rule for the weekend in which the specified booking times can vary.
You can also select an article for the weekend, which can also vary.

Track changes

Once you have changed settings during the season, you will need to regenerate the grid (only for the days/weeks in question).

Finally, you will need to contact Nexxchange support to initiate a new synchronization between GolfSuite and Portal (if you make the change at a late hour, this is no longer necessary, as the nightly automatic synchronization will do the job).

Holidays

You can enter the holidays under Bookings → Settings Tee time calendar → Holidays → and via the (bottom left table view).
You could also see the holidays as on the 8th day of the week.
Here, too, we would like to give you an example of the concept.
If, for example, you have a season definition for the weekdays and a special regulation for the weekend, you can specify in the special regulation that it also applies on public holidays.
This means that if you have selected public holidays in the special rule, the public holiday (including holidays which land on weekdays) is settled with the conditions of the special rule.

Generating the start times

You have now defined the season.
In the course of the definition, the season grid is generated, which makes it possible to book TeeTimes.
This can be found under the Bookings → Settings Tee time calendar → Green fee season.
Here you click on the desired season and go to .
Thus you arrive at the following view:

The desired display can be changed via the month, week, 3 day, and day views.
For the daily use, the day view is recommended, because it is the best display option.

Rental

Path: Bookings → Settings Slot Reservations → Rentals

To be able to offer rental articles, you must first define them.
The rental period of a rental item defines for which period of time the rental item will be rented at the stated item price.

If an article with a rental period of 5 hours costs 30 € and is then rented for 4:30 hours (because the transit time of the place is 4:30 €), then only 1 x the article will be charged with a price of 30 €, but if the article is rented for 5:30 hours (because of the transit time of the place), then the article will be charged with 30 € 2 x.

In the case of a start time booking, the playthrough time is added to the start time. This is then the duration for which the rental item is blocked.

e.g. Start time 10:00 - Play through time 4:40: The rental item can be booked again at 14:40.

Step 1:

Here you will find information about the category of the article.
If changes should be necessary, these are always indicated under the input, which you make.
(Rent based: If this should be selected, then one creates an article, which can be indicated for the account in the annual account).

Step 2:

In the following, you select whether and how rental articles are to be created.

Manual: Individual rental items are created one after the other.
Automatic: A certain quantity of rental items is generated (in this example, we take this selection).
Without rental articles: No rental articles are created.

Step 3:

Here are made specifications to the article, which is to be used.
Additionally, a place can be indicated here, where the rental articles are (e.g.: 9 hole parking lots).

The number of rental items: Here is indicated, how many of these articles are put on. These are generated automatically by the selection in the step before (the result is then: Test car 1, Test car 2, Test car 3, Test car 4, and Test car 5).

Thus the article is released for rental:

When can it happen that rental objects are not displayed?

Rental items are only displayed in the booking dialog (screenshot above) if they are actually available.
A rental item is always defined for a specific season/period (see the following screen):
Wenn you create a Tee time block: Example :↓
If the maximum rental period is set to 5 hours (this means the rental object may be given for a maximum of 5 hours at a time)
The length of a traffic circuit (for a bookable space) is set to 4:20 hours.
The evaluation of availability takes place end time - start time of the block booking plus the lap duration (4:20 hours).
That means, with a longer block like in this example 1:30 + 4:20 = 5:50 → 5:50 is longer than the set maximum rental period of 5 hours.
With a normal start time, this does not matter, because the start time-end time is 10 minutes, so 0:10 + 4:20 = 4:30 → 4:30 is shorter than 5 hours.
Either you give away the maximum rental period entirely or you increase the maximum rental period.
Alternatively, you can split the block reservation (i.e. a short/small block with rental items and a longer block for the rest)

Rental Period vs. Rental Duration

When you add a rental product, please be aware of the following points:

‘Rental Period’ does NOT mean the duration of the rental, INSTEAD, it means the duration of the billing of the product. That means, when you, for example, choose a rental period of 2 hours, a trolley would be billed once for a rental duration of 2 hours (9 holes) and twice for a rental duration of 4 hours (18 holes).

If you would like to adjust how long a trolley, e-cart, or other rentals are rented out, you can adjust the length of a gave under -> Bookings -> Settings tee time calendar -> Available Golf courses. This is a value that will change the duration of the round as well as the duration of the rental products.

Under -> Bookings -> Slot reservations you can also set the exact duration by editing the reservation for a certain time by expanding or minimizing the booked rentals. Please note, that this will also change the price of the rental product if the duration is over the settled upon rental period (see point 1).

Rental articles on-line booking

If your golf club is online on our Marketplace (www.nexxchange.com), golfers (customers, guests, members of your golf club) can also book rental items (e.g. e-cart or trolley) conveniently during their online booking (including billing and automatic quota management).

The player, but also every agent, can select a rental item when booking his online start time and book it online (the number in brackets is the number of rental items available in the respective club):

The quantity must be selected:

The rental item can be removed during the booking process:

Configuration in your GolfSuite

You do not have to worry about the activation of the bookable rental items! All rental items created and active in your GolfSuite can also be booked online!

Do you want a defined number of items to always be available in the club?

Open in the menu "Bookings", "Settings slot reservation", "Rentals" and in the "Rental list" the corresponding rental category.
In the field "Number of rental objects that may only be booked by the club", define the preferred items to be available in the golf club.
If the field remains empty, all active available rental items will also be offered online in the marketplace.

Example: You have 10 active carts available and want to have the last 3 carts always available at the golf club. In this case, enter the value 3 in the field "Number of rental objects that may only be booked by the club".

The instructions in this window offer you a little help when you click on the field.

Available golf courses

The golf course (information) that is relevant for the season - which is defined - is specified here.
One TeeTime season can be set for each course that can be booked (this point has no influence on the price).

Follow-up booking - Time settings

You can set the game duration in the seats that can be booked. On the basis of this information, the system proposes a follow-up booking.

Example: For golf course A, you have set the game duration to 2:20 hours. If, for example, you enter a booking at 8:00 a.m. and want to add a follow-up booking, the proposed 1st follow-up booking is calculated as follows:

8:00 a.m. (booking time) + 2:20 a.m. (playing time) = 10:20 a.m. is the first follow-up booking that is proposed to you.

Place golf course online (Marketplace)

In the available golf courses, you also have the possibility to decide for yourself which golf courses you want to make available to a member/guest online (www.nexxchange.com).

Create a player booking

A simple booking (quick booking) follows after mouseover into the desired start time + selection quick booking (green button) and the input of the name of the player.
At the same time, the system checks in the background whether the player exists in the database of the club. If the name is displayed in green, the customer has been selected correctly.
There are 2 important categories to distinguish:

Foreign players

Option A: If the player has already played in the club, the player's data should appear immediately during the search.
Option B: However, if the player has never played in the club before, he must be found and created via the association search.
Option C: If the player has never played in your country before, he/she must be created so that he/she can appear in the search mask.

Players from your country

Option A: Member of the club. Thus all customer data is available locally or at the association's server.
Option B: Day guest (= home club of the player is another gold club), must also be created as day guest via the association search (some clubs have a player in the system under the name "day guest", this will then be used for all day guests for whom you do not need/do not want to enter details about the player).

Meanings of the icons

Under "Inside Tutorial" you will find an explanation for all icons:

Icon Button

Please note - especially for subsequent bookings - that the main and subsequent bookings are connected, i.e. it is not possible to cancel individual players in a subsequent booking. However, if you want to cancel the follow-up booking with all players, this is possible (the checkbox for cancellation is disabled-> i.e. always set to cancel all players).

If you cancel a player in the general ledger, then the follow-up booking of only this player is gone, i.e. Cancel general ledger of single = Cancel follow-up booking of single. For more information, see Cancel bookings.

Bag Tag**

Start time calendar settings

Settings for the functions can be made under the regular tee time calendar by using the button in the top right corner of the calendar. All settings made will be valid for each individual booking made (e.g. activate Pay at POS = a new tab opens with the invoice content at POS for each booking made).

Customer/player selection

If this item is not selected, the customer that already exists in the database will always be selected for input. If, for example, you want to create a day guest who is not yet available in the GolfSuite, you must create it once using the association search.

Booking

After all, settings have been made and the grid is in place, you can enter bookings. You can initiate this by navigating to the desired start time with the mouse.

The so-called "quick booking" now opens the dialog window in which you can enter the booking.

1st item in the posting

If you only have 1 person, or if you had to delete the 1st player in your booking, you have to move a new #1 player to the 1st position (highlighted) (delete/re-enter) in order to complete/save the booking.

Here an invoice is created in the background (this can be found under Customers & CRM → Select customer → Booking).

If the settings have been made (for more information, see also Tee Time Start Calendar Settings), you can send the green fee including the content to the cash desk.

The person responsible can also be changed in this view (invoice data) (for more information, see also tee-off times invoice dialog).

If a follow-up booking is desired, the selection is limited to the next possible times (e.g. based on 2 hours 20 min playing time = 9 holes). For more information, please also see tee times - available golf courses).

It is therefore always checked whether a start time would still "run out".

Grouping Green fees

It is possible to list the selection of green fees categorically (e.g. "9 holes" and "18 holes"). All products have to be defined in the same product category and have to be must be set (when you set up the product under product type - can also be added after creating the product. See also Product Management → Creating Products).

Then you enter the green fee season (see green fee season) the product which should always be suggested from this group as the 1st product.

In the course of the ordering process you will now see, next to the name (see screenshot below), the possibility to make a selection other than the main product, e.g. Greenfee 18 hole (see examples in the picture below).

By this selection now, you save yourself the time to later manually create an invoice on the POS, including the manual search and the selection of the product which is to be charged.

Player search

If the player has already been created once, the customer's data will be saved. This means that this customer can be retrieved at any time without having to be created again.
If the player cannot be found locally in the database, you can search the association directly. If the player cannot be found, here again, you can under the association search choose to create the customer locally (see image below).

In order to avoid duplicates, safeguards have been installed here, as in our example. Here it is pointed out that one can continue only under indication of the date of birth, in order to be able to store this customer.

Additional Functions

Invoice dialogue

When booking, you can specify how the invoice is to be issued. The option Print BagTag is also possible here.

Rental dialogue

Here it is indicated whether something is still "lent" to the Greenfee. These items will only be listed if they are available (under the rental item the time is defined in which it will be allocated).

Example: The customer booked a TeeTime at 12:00 o'clock with 18 holes (4:40 min is defined in the test system). Thus this is released only starting from 16:40 for the renewed rental.

Rental items are only displayed in the booking dialog (screenshot above) if they are available.
If you want to delete a rental item from the booking afterward, you have to press the button >minus< in this dialog (above).

Notification dialog

Here you can send customers additional with a freely selectable e-mail or SMS content.

In addition, you can also notify the set agent:

Visual representation and its meaning

As you can already see in the figure below, you will be immediately shown whether the customers in this booking have entered an e-mail address or mobile number as a first communication option or not.

(For example, customer Tiger Woods has not stored a mobile number and would not receive an SMS):

Booking text

The booking text is in 2 columns: 1. for normal dispatch of the start time (free content selection) and 2. for cancellation.

Depending on what you want to do, fill in and "Book TeeTime".

As soon as you have made a choice between e-mail or SMS, click on to open the text area for the content.

As always, you can use these from the saved templates, expand/revise them or completely individualize them.

Postpone booking

Select the booking you want to move and click on the booking window on .

In the lower area, you will see a confirmation that the booking has been saved temporarily (including details of the booking).

Then go to the start time that you want to move to. Here you can now move the booking by clicking :

Paid bookings

Please note that moving start times after you have been marked as paid is no longer possible (the payment process confirms that this start time will be played).

Search for bookings

Path. TeeTime Calendar TeeTime Calendar → (Icon) Search result list

Using the search results list (see figure below), you can search for any bookings of your choice (search criteria):

Here you can see the usual tabular view of your bookings, in which you now limit your entries according to your entries (below the column caption press your entry + 'Enter'):

Filter Save + Help from operators

Once you have entered your criteria, you can save the entire filter so that it is available for recurring use at any time. You will find these next to the in the list (after you have clicked on it).
Next to the input fields you have the so-called operators. You can find out which options you have with the different operators under General Information#Operators or General Information#Tables(Grid).

User

If you see portal@nexxchange.com in the 'User' column (who made the booking), this means that the booking was made/canceled online by the customer.

Cancel bookings

In order to be able to cancel the 1st player (the booker), he must first be "selected" in the TeeTime calendar with the cancel button.
Please note that it is not someone from the booking who is consulted, but the 1st player.
After the selection, there is still the possibility of this player(s) with SMS to inform.
It is also always possible to cancel the entire booking by selecting the checkbox.

Block reservation

Block colours

If you are using the block for the first time, you should create the block colors first so that you can visually distinguish the block reservations:

Access:

Bookings → Settings Tee time calendar → Block Color

Here you can create a block color using the usual symbol in the table view (bottom left):

You select a description + color and then you can use .

How to create a block reservation

Visual process:

The booking window for block reservations will then open. Here you can then select the block color you would like to set. You can see the result in the lower part of the screenshot (above).

Enter block time manually

As an alternative, for example, as shown in the figure above, you can only click into the marked area and enter the time span for the block posting yourself. Here you can also select, for example, the place that can be booked.

Rental items in block reservations

Once a block has been created, you can click on area to select the rental items.

Displayed rental items

Please note that the rental items displayed must be free at this time + must be correctly defined in the season settings of the rental (= if you make a block between 7:00 and 8:00 o'clock and the rental item is not released until 9:00 o'clock, they are deliberately not displayed).

In order to "block" a rental, a customer must be specified.

This function provides an overview of the allocated or free rental objects.

Further functions in block reservation

As soon as you open an existing booking or block, you will always see when and who saved it in the upper area:

If you would like to set up a block reservation using a player's start time, you must perform the process described above using this booking.

You can also specify in the booking dialog whether you want to cancel existing bookings or not. If you have decided to do so, you will then be offered the opportunity to notify these customers:

Payment at the POS

You have the possibility to charge all players - no matter if they are in the same booking and/or flight - together or separately at the POS.

Option A (pay individually)

If you move the mouse to the respective player in the TeeTime calendar, you will be offered the option of creating a ticket for this player only when you select the drop-down to the right of the POS symbol (see red marking below).

Finally, you must specify at which cash desk this ticket is to be created:

Please note ...

... that the items you send to the POS must correspond to the settings at the POS group (e.g. seller A is deposited at the green fee and you try to select a POS group where only seller B has access). In this case, you would receive an "error message". The same applies to storage locations.

Option B (pay for the entire booking)
If you want to send a group (all included in the same booking - please do not confuse with all included in the same flight) to the cash desk, you only need one player who is included in this booking and goes directly to the cashier where you want to pay. After that, you have to make the usual choice - at which cashier you want to pay - and you can already edit/complete the ticket.

Option C (pay different players/bookings together)

Apple devices: You can select a player by clicking on "cmd + name". According to the same scheme, you can also combine different players who have nothing to do with each other (see the result below).
Windows devices: "ctrl + click on the name" mark a player. According to the same scheme, you can also combine different players who have nothing to do with each other (see the result below).

All the players we selected in the example were given a checkmark. But who would be sent to the cash desk as the payer? It's quite simple! It goes to the player whom you send the bills to POS form by clicking on . So this player will be sent to the cashier with the amount of all marked players (before that the player will be chosen at which cashier he has to pay).

The result at the cash desk now looks as follows:

Booking rules

Path: Bookings → Settings Tee time calendar → Price rules

Here you define any specific pricing rules that maybe, simplifying the booking process. The more you use this function, the less you will have to do at the cashier.

Checking the entries in the ordering rules

We recommend that you check the correctness of a booking rule several times after it has been created. If there is an overlap of rules, e.g. 2 different rules apply for 1 member, the priority decides which rule is applied.

The other rule is then deliberately ignored in this case.

The following options are offered to you here:

Specify the club for which a special regulation exists:

Specify whether and how much reduction you want to grant:

Line (screenshot above): Specify % by 100. Example: Enter 0.1 as 10% or 0.5 as 50%.
Line (screenshot above): Amount of discount. For example, if you want to sell an item for 80 instead of 100, define 20 here.
The amount is always in the same currency as the item currency.
Line (screenshot above): Item Price. Instead of writing a discount, you simply write the new price.
In case there are any comments to the discount

Whether a sales agent (corporate customer and sales agent#create sales agent) is to be set or excluded:

Order with intermediaries

If you have created a price rule for a sales agent, you must specify the sales agent in the posting process so that the discount stored applies to the article in question. For more information on the posting process, see Budget Billing Times Posting.

Indication of the article to which these rules should apply:

The period over which this is to be applied:

To which member type this should be applied:

Use complete types of club members

If you do not specify a membership type, the policy applies to all members of your club if you have limited the rule to a club, or all reservations if you have not limited it by membership type or club.

Properties of the price rule:

Weekdays where the rule should apply:

Release booking rules internally and externally (see figure below)
If the booking rules (discounts) are set in the golf suite, you have the possibility to reflect them in the portal (www.nexxchange.com):

Priority

The priority does not take effect until you have created several posting rules. The priority then specifies which of the posting rules is to be applied first.

Daily information

Serves as a reminder both internally and externally (also for players).

You can also use the daily information to notify the customer before or during the booking process (e.g. with something important).

Path: Bookings → Information

Option 1: As soon as you select the Internal Information, it will only be displayed in the GolfSuite via your TeeTime calendar. This means that the message is only displayed "Club internal" (= all those who have access to the GolfSuite or the TeeTime calendar):

Option 2: As soon as you select the booking information, the stored information is displayed "only" during the booking process. (= is not shown as "daily info", but as booking info)

NEW FEATURE - It is now possible to add a link to the booking information, so you can allow your customers to read more about the topic in your announcement.

You can now add the External Link, which will show as a "Learn more button" as seen below:

Here is how to do it:

Option 3: If you have not selected either of the two points (Internal or Booking Information), the display will be displayed directly above the start times:

Setting the bookable courses

When you create the day info, enter the place where you want to see the day info that can be booked. This also ensures that you can store several info items for different locations.

Caddy Master Service

The caddy master service allows you to print out a list for your caddy and caddy masters to supplement the current list over the daily tee times. Once activated for a customer, whenever that customer has a flight or a tournament, the rental articles assigned to this customer will be shown in the Caddy Master List including what time the flight has Tee off.

You can print your caddy master service list directly from your tee time calendar. Go to the top right corner, where you will see the button . When you press on this button, you will get several printing options:

Only Booked Tee Times
Whole Day
Print with individual date
Print CaddyMaster Service

By choosing to 'print CaddyMaster Service', you will receive a list, similar to that over tee times, stating the time of the day, the name of the player, the rental articles that they have assigned to them as well as their home club, see an example below:

Activating the Caddy Master Service

To activate the caddy master service, all you have to do is go to Customers → Customers & CRM → Search for the customer.

When you have found the customer with an active caddy master service, all you have to do is check the checkbox under 'Personal Information', which states 'Caddy Master Service' as seen below.

Read more about rental items and how to add them here - Rental Items

Statistics TeeTimes

With the appropriate permissions, you can see this item at → Clubs → Dashboard → Configuration.
After the settings have been made (including visual display), the green fees are now evaluated for statistical purposes. In addition, you can limit/extend the period here.

Statistics - Player / Intermediary Search

Path: TeeTime Calendar

The search (+export) for TeeTimes with certain criteria can be found under "magnifying glass" and "search results list".

Here you find the usual table view, which accompanies you in the whole GolfSuite and the pertinent (the funnel) search possibilities (search for TeeTimes with a mediator, special home-clubs, etc...)

Player arrived

Under "Players arrived" you can distinguish between arrived and not arrived players (GF may have been canceled or not played).