Clubessential Spring Opening Guide for Tee Times, Dining Reservation, and Court Reservation Systems.
Spring is almost here, which means most private clubs are gearing up for opening season. This also means: there’s a lot to get done in a short amount of time to ensure your employees are ready to welcome your members back to your private club.
Clubessential has your complete Private Club Opening Season Guide to get you ready for the new season. In this section, we will review what you can do you to ensure your Reservation Systems are ready to go for members and employees. In this guide we will cover all of your needs for getting your Tee Times and Dining Systems ready:
- Adding New Admins to Reservation Systems
- Adding New Employees to the Directory
- Granting Administrative Access to Reservation Systems
- Training Employees on Reservation Systems
- Managing Your Clubessential Tee Times System
- Updating Your Clubessential Tee Sheet
- Blocking Tee Time Starts
- Applying New Dining Schedules
- Blocking Dining Time
Adding New Admins to Reservation Systems
A new season usually means new employees at your private club, who may need access to the member website in order to help manage content, Tee Sheets, or the Dining Admin Dashboard. In this section, we will review how you can easily add new employees to the member website and grant them the necessary access needed to help manage reservation systems.
Adding New Employees to the Directory
Before an employee can work with the reservation systems, or work on the website, they first must be in the Staff Directory of the website.
Step 1: Access the member Directory and click on Add Membership
Step 2: Add the employee’s information to the required Directory fields. Note: for Membership Number, it is best to use the employees last name instead of using a phony membership number. If you enter a phony membership number, you could run the risk of this being a future member number.
Step 3: Under User Type and Admin Level in the Directory, change the User Type to Staff. Under Admin Level, determine what type of privileges the employee should have:
- No Admin Access: the employee can login to the website, but the employee will only be able to view/access the website with the same privileges as members (meaning no editing rights whatsoever).
- Site Editor: the employee will be able to edit content, but will not be able to access the Admin Toolbar to make administrative changes.
- Site Admin: full editing access and administrative access to the website.
Step 4: Click ‘Add Membership’ at the bottom of the Profile page. Note: this verbiage may vary depending on your website.
Granting Administrative Access to Reservation Systems
Once your employee is in the Staff Directory, you may then set-up Administrative Access to the Reservation Systems. This should be granted to those that will be fully managing Reservation Systems, like your Golf Pro.
Step 1: Under Admin, access Role Security.
Step 2: Within the Role Security Manager, determine which Reservation System the employee will be working with. Right click on the appropriate Reservation System and click Grant Role to Site Users.
Step 3: Using the search button, type the name of the employee to return results on the left hand side of the screen. Once the employee name is found, click on the employee name. This will move the employee to the Selected Users box.
Step 4: Click Return Results once the appropriate employee(s) are in the Selected Users box on the left side of the screen. The process is now complete and the employee(s) have Admin access to the designated Reservation System!
Training Employees on Reservation Systems
Ready for employees to start working with your Reservation Systems? Before you allow employees to start using Tee Times, Dining, or Court Systems, it’s a good idea to make sure they have been fully trained on each system. Whether you have new, or returning employees, you can easily train staff with our new Online Education Program.
Your staff can easily learn each system with our Learning Paths that were designed with their time in mind. Courses can be taken at any pace and are completely self guided. Each course contains a video, a written guide, and a knowledge check.
You can find training material on our Knowledge Base. This is a great resource for brushing up on targeted skills, or as a fact check before escalating a call to Clubessential’s Support Team.
Managing Your Clubessential Tee Times System
In this next section, we will review how you can manage your Tee Times System.
Updating Your Clubessential Tee Sheet
Now that your staff is ready is trained and ready to start working on the Tee Sheet, let’s review updating your Clubessential Tee Sheet - an essential part of re-opening your golf course to members.
During your initial Tee Sheet set-up, Clubessential will provide various tee schedules that can be applied to your Tee Times system. These schedules are created to accommodate the various schedules you may have during the year. If you should need to add a brand new schedule, please contact Clubessential Support for assistance.
Additionally, if you have the proper schedule already applied to your Tee Sheet, but you need to alter your schedule slightly you may change schedules by using the Block Starts Tool. This is a great way to change your tee times slightly, like in the case of changing the starting tee from 8am to 9am.
To switch to a new Tee Schedule follow the steps below:
Step 1: Within the Tee Times Admin Dashboard, hover over Configuration > Scheduling > Edit Course Schedule.
Step 2: Using the Select Course dropdown, select the appropriate course to edit.
Step 3: Using the Select Schedule to Edit, choose which schedule you will be using for the Tee Schedule.
Step 4: Click Confirm to move to the schedule calendar.
Step 5: On the Schedule Calendar, you can update which dates the schedule set-up is applied to if needed. For instance, you may still be closed on certain days of the week and therefore need to remove availability. Or, you may want to add availability.
- Removing Tee Times: Boxes in blue on the calendar denote active tee time days. The times will also be listed. To remove the schedule, simply click on the box so that box is in Gray.
- Adding Tee Times: Boxes in gray do NOT have a schedule applied. Simply click on a gray box to apply the schedule.
Step 6: Once you have finished selected dates, click Save Schedule for the changes to take place.
Blocking Tee Time Starts
You can easily alter your Tee Sheet by using the Block Tee Time Starts tool as well. This is used to prevent members from booking tee times and is great to use for seasonality or sunrise changes. For instance, you may find this helpful for adjusting the 1st start time from 7am to 8am for the next 2 months during the spring season.
To learn how to Block Starts, watch the video below or visit our Blocking Tee Times Starts Guide.
Managing Your Clubessential Dining System
In this next section, we will review how you can manage your Dining System System.
Applying New Dining Schedules
Within the Dining Admin Dashboard you have the ability to alter Dining Schedules using the Scheduling Tool. Various schedules will be set up for you and if you should need more pre-set schedules, please contact Support for further assistance.
Step 1: From the Dining Admin Dashboard, hover over Configuration > Scheduling > Schedule Editor.
Step 2: Choose which Dining location this will apply to.
Step 3: In the second dropdown, choose the appropriate schedule you wish to make edits to.
Step 4: Click Confirm to continue.
Step 5: Next, click on the dates on the calendar to apply the schedule to.
- Removing Dining Times: Boxes in blue on the calendar denote active tee time days. The times will also be listed. To remove the schedule, simply click on the box so that box is in Gray.
- Adding Dining Times: Boxes in gray do NOT have a schedule applied. Simply click on a gray box to apply the schedule.
Step 6: Once you have finished selected dates, click Save Schedule for the changes to take place.
Blocking Dining Times
Blocking Dining Times is another option to use to alter your Dining Schedule due to seasonality changes. This tool will allow you to prevent members from booking during regularly assigned dining times. This can be used to accommodate for a special event, or for increasing normal dining hours.
To learn how to Block Starts, watch the video below or visit our Blocking Dining Times Guide.
Congratulations! You are now ready to start working with your Clubessential Reservation Systems this season. To get started with our Website Tools for the new season, please visit our Website Season Opening Guide.