A Guest and Greenfee database allows you to monitor non-member activity at your club, whether it be at the tee times level or in the number of games allowed. It is then possible to produce statistics on the number of visits for each non-member. Most guests/greenfees are registered in the database through the Tee Times module and Internet reservations.
This function allows for the guest/greenfee database to be cleaned up and for emails to be sent, within certain criteria.
This is an example of the Guest/Greenfee Maintenance Main Menu:
Position to: Allows you to search through the database by typing the first few letters of a last name. The cursor will position itself on the corresponding name in the table automatically. If the name does not appear, the guest's profile will have to be created, as they are visiting for the first time.
Bookmark the current guest/greenfee.
Get to the bookmarked guest/greenfee.
Search the database according to specific criteria. When this function is selected, the following window appears:
Depending on what you want to search for, here's the information you can enter:
Field Value: What you're looking for (either a name or an entry in a given field).
Search type: Specific search criteria (case-sensitive, exact match, partial match at beginning, partial match anywhere).
Fields: Select the field to search in. The selection of available fields is displayed by clicking on the arrow. Just select the desired field with the cursor.
Here's an example:
First: Proceeds to the search and displays the first matching profile in the database. The cursor positions itself directly on that entry and the information is highlighted.
Next: Searches again and displays the next match. When no information matches your search criteria, the message "none"/"no matches" appears on the screen.
Cancel: Closes the search window.
Delete: Deletes the highlighted profile. A confirmation prompt will be displayed automatically so as to avoid any mistakes. The message "Delete record?" appears and you must click on "Yes" if you really wish to delete the profile or on "Cancel" if you wish to keep the profile.
Search by: Searches the guest/greenfee by name or phone number.
Filter: To check certain criteria (with email, exclude with no promotions, last game date, last email sending date) so as to filter the search. Click on the Refresh filter button to apply your selection of filters.
Generate email transmission file: To send emails to guests according to certain criteria. Here's the procedure:
- In the main Guest/Greenfee Maintenance menu, check the "With email" filter. If you're sending a promotional email, also check the "Exclude no promotions" filter. Then click on Refresh filter.
- Click on Generate email transmission file. A new window will appear.
- In this new window, click on Send emails.
- Fill out the subject and main text fields, and add attachments, as the case may be.
- Click on Send emails. The log history will display transmission details.
Note that the delay between emails (in seconds, after each email is sent) and the number of recipients per transmission is determined in "Email Distribution" in the Member Management section of the Options.
Here is the information contained in the table:
Guest/Greenfee Name: Guest or greenfee's family name followed by their first name.
Telephone: Guest/greenfee's phone number
City: Guest/greenfee's city of residence
Language: Guest/greenfee's preferred language
Gender: Guest/greenfee's gender
Email: Guest/greenfee's email address
Last Tee Time: Date of guest/greenfee's last tee time
No promotions: This box is checked when a guest or greenfee wishes not to receive promotions via email. When a guest or greenfee creates a profile online in Public Reservations or MinuteGolf, they indicate whether they wish to receive promotional emails.
Last email sending date: Date of last email sent to guest/greenfee.
Creation source: How the guest/greenfee's profile was created (M = MinuteGolf, P = Public Reservation). If this box isn't checked, the guest/greenfee was created within GGGolf.
Postal code: Guest/greenfee's home postal code.
Comment: To enter a comment about the guest/greenfee.
By right-clicking on an entry (a particular guest/greenfee), you may access the guest/greenfee's starting time history.
The information in the main Guest/Greenfee Maintenance table is created, first, in the sub-screen used to create/modify a guest/greenfee and, second, by the system when a guest/greenfee plays golf at the club (last tee time, number of tee times as a guest).
Here's an example of the Guest/Greenfee Creation/Modification sub-screen:
It is not mandatory, though recommended, to enter a phone number for the guest/greenfee when creating their profile. The profile can be accessed at any time after its creation and be modified. For example, comments or restrictions could be added.
The following options can be selected:
Restriction as Guest: When checked, it's not possible to reserve a tee time for this guest. Several factors can lead to this restriction being applied to a golfer, such as a guest going over the limit of allowed visits or behaving unacceptably during their last visit. It is recommended to enter the reason for the restriction in the Notes field. For example: "Failed to show up 3 times since last year". The note will be displayed upon reservation.
Restriction as Greenfee: When checked, it's not possible for this player to reserve a tee time as a greenfee. This is a decision from the club to exclude a particular golfer. If the visitor tries to reserve online, they will be invited to call the club.
No email promotions: This box may be checked if the guest/greenfee wishes not to receive email promotions.