Here's an example of the Tee Times Maintenance main screen:
For each selected date, the system indicates the sunrise and sunset hours, which will allow you to inform members and plan the club's human resources accordingly. Your club's latitude and longitude must be entered in the system's control options. Contact GGGolf.
Dropdown list of dates : Indicates the current date for which tee times are displayed. Clicking on this list makes a calendar appear, which allows you to select a different date and display that date's tee sheet. When the selected date isn't in the current year, the date's background color is red. When the selected date is more than 7 days in the past or future, the background is light red. When the selected date is not today but within the next 7 days, the background is yellow.
Today, Monday, etc.: Series of navigation buttons generated starting with "today" used to quickly browse tee sheets for the current and following days. When the club allows reservations more than 7 days in advance, a second series of buttons appears under the first. Grayed-out buttons indicate that these dates aren't open for online reservations yet. A button could also be grayed out if tee times have been hidden in the calendar or in accordance with the season's start and end dates.
The buttons for today and the following days are most appreciated: as the starter receives requests for the current or following days, they can quickly search through existing tee sheets. When they get back to "today", the cursor will position itself automatically on the day's current time. This way, the starter can get back to tracking foursomes right away.
To gain access to a grayed-out date or to a date that's not in the series of buttons, use the calendar. If your user access doesn't allow you access to unavailable days, the tee sheet will display but you won't be able to make reservations (or any other change).
For clubs with a single course, the left and right arrows go back or forward one day in the calendar. This function is also available using your keyboard (CTRL-left arrow or CTRL-right arrow). This is useful for multicourse clubs as arrows are then replaced by the dropdown list of courses.
Dropdown list of courses: For multicourse clubs, it's possible to display tee times for all courses or by course by selecting it in the dropdown list or by hitting the F12 key on your keyboard.
F12: To quickly alternate between courses. For example, if there are 2 courses, every time you hit F12, the display will go from Course #1 to Course #2 back to All courses and then to Course #1 again.
T/R: To view on a single screen both the reservations and available tee times. Mostly used by the user creating the tee sheet from the reservation ballots. Also makes it possible to see the list of all reservations for a date (using the calendar) so you can modify or delete a reservation ballot.
T: To view only the tee sheet. Used mostly by the starter, who tracks foursomes throughout the day. Also, by double-clicking on "T", you can increase (and eventually decrease) the tee sheet's row heights. Row heights can also be changed permanently in the Display menu > Increase/Decrease row heights in the tee time and reservation grids.
R: To view only the reservations before they're assigned tee times in the draw.
9 / 18: Displays tee times generated for 9 and/or 18 holes, depending on which button(s) is/are pushed.
Auto emails: When unchecked (red), changes made in the tee times will not automatically be notified to members by email/SMS. Please note that the system won't automatically send emails for tee times blocked in the tournament module or for days for which the tee sheets aren't available online yet, including before the lottery draw release time. To display the button for tournament draws, go to the Tournament menu's options. Please note that this option only appears for clubs that have the SMS-Email module.
Tournament > Select tournament for draw: This option is used to select a tournament in order to perform the draw from the list of teams for the selected tournament. Only tournaments that have a round on the date selected in the tee sheet appear in the dropdown list. When no tournament round dates are defined for the selected date, the following message is displayed: "No tournaments found for this date". The dropdown list contains the list of tournaments and an "Exit tournaments" value that hides the tournament selection dropdown.
Upon selection of a tournament, the list of teams appears in yellow on the bottom of the screen. Teams can be selected and dragged to the tee sheet. The Maximum players / foursome dropdown located on the top of the form to the left of the tournament name allows setting the maximum number of players per foursome while dragging teams to the tee sheet. By right-clicking in the yellow teams grid other options are available such as selecting all teams or selecting all teams in reverse order.
IMPORTANT NOTE: If the list of teams does not appear, it's either that the teams have not yet been assigned for the tournament or that the tee times have already been assigned. If you wish to assign the tee times for a second or third round, after assigning the tee times for the preceding round, you need to return to the tournament module and perform the "Prepare Next Round" function located in the "Prepare Next Round" sub-tab in the "Results" tab.
Card (F2): For clubs that opted for this function (offered as an option), this allows access to the scorecard printing function so you can print the foursome's scorecard. See the Tee Time Detail section for more information.
Green (F6): To search through the greenfee database to validate an existing greenfee or add a greenfee and enter them for a given tee time. For private clubs, this button can be deactivated in the Options in the Tee Times tab by unchecking "Manage Greenfees in Tee Sheets".
Guest (F7): To search through the guest database to validate an existing guest or add a guest and enter them for a given tee time.
Tee Detail (F8): When the cursor is positioned on an entry in the tee sheet (either a player's name or an empty field), access the Tee Time Detail screen by clicking on the "Tee Detail" button or hitting the F8 key on your keyboard. See Tee Time Detail for an example of this sub-screen.
Invoice no tee time: Opens the point of sale.
Invoice with tee time: Opens the point of sale, including the tee time information for the selected member or visitor, and linking the invoice to the member/visitor's tee time. This function automatically marks players for whom greenfees/carts have been paid has "paid" in the tee sheet after they have been billed. Using this button for a member selected in the tee sheet means you won't have to look them up in the point of sale.
Please note that these last two buttons only appear for Proshop workstation types.
Avail.: To only display tee times with availabilities for at least 1 player. They're indicated by a red arrow in the first column. This is most useful when taking reservations when the tee sheet is almost full for the requested day.
It's also possible to quickly view how many spots are available by clicking on the Availabilities tab in the tee sheet.
Weather: When you're on "Today", click on this button to document the morning and afternoon weather, as well as notes on the day and the position of flags and green speeds. Here's an example of this sub-screen:
Crse: For multi-course clubs, identifies the short course name associated to the tee time.
Lk : Indicates that the starter or a user has blocked the tee time. Mostly used when the starter discusses a tee time reservation with a golfer and wants to avoid another golfer reserving the same time online or via the touch screen during the conversation. The starter needs only double-click on the red arrow in the first column to lock the tee time. Also allows the administration/starter to reserve tee times at their discretion.
Time: Indicates the tee time (will be displayed by time or hole for shotguns, according the previously selected option).
AR: To indicate that all the foursome's players have arrived at the club. This checkbox can be used for any other reason. For example, some starters use it to indicate that the scorecard's been printed.
Hole: Indicates what hole the foursome will be starting on: 1 for regular tee times at hole #/, 1 and 10 for cross-over tee times and 1A, 1B up to 18A, 18B for shotgun tee times.
Ok: Allows the starter to indicate that the players have started playing. This is the time that will be used to calculate playing time. A little clock will appear to indicate that the foursome is playing. The Grp/Punch column indicates the real start time and the number of minutes in advance or late in regards to their booked tee time. When the game is over, if the starter clicks on "Ok" again, or when one of the players accesses their profile on the touch screen, the clock will stop and a calculator will appear. The Grp/Punch column will then indicate playing time.
Grp/Punch: If players are part of a group, the group number will appear in this field. This indicates to the starter that they should track the whole group of foursomes. Once the group is playing, this column will track playing time as described above. When you click on this column's title, the group or playing time information will be displayed.
Player 1 @ 4: Indicates the players' names. By clicking on the mouse's right button when over a player's name, a submenu will be displayed and grant you access to the following options:
Mark selected player as arrived: Changes the player's background to gray to identify them as having arrived. The color can be changed in value table 172- Reservation Confirmation (for value A-Arrived). You can also change the text "Arrived" for something else. To remove a player's mark, go to Tee Time Detail (F8), then to the Extra tab in the Reservation confirmation column.
Replace member: Removes a player from the tee sheet and replaces them with another, selected from the database. A "replacement"-type cancellation is generated automatically.
Cancel Tee Time for Player Only and Cancel Tee Time for Foursome: Displays the sub-screen for cancellation maintenance and to proceed to cancellations.
In both cases, the system automatically displays the tee time cancellation justification sub-screen. The starter must enter the requested information: the reason for cancelling (the choices will be displayed when you click on the arrow), the person responsible for the cancellation, the date and time the club was notified, and a comment (optional). The starter must select which players to cancel in the "Cancel" column. Once these fields have been documented, confirm by clicking on "OK F9" or "Cancel ESC" (to cancel the cancellation), and automatically return to the tee sheet. This information will allow you to produce reports on tee time cancellations and identify problem cases.
When assigning tee times from reservation ballots, the "Cancel tee time" function cancels the tee time and puts the ballot back in the list of reservations to assign tee times.
Tee Time Detail: To access the Tee Time Detail sub-screen.
Display Member Starting Time History: To access the selected member's starting time history.
Member Name/Guest/Greenfee name: Enter the first few letters of the last name of the player you're looking for in either the member or Guest/Greenfee fields to search. Then, select the player and the information will appear on the screen.
Date: Displays information on games played in ascending order of date for the selected player.
Course: Identifies what course was played.
Time: Indicates the tee time.
Hole: Indicates what hole the game started on.
+: Indicates whether the tee time that was assigned ended up being earlier or later than what was requested on the reservation ballot.
Reservation: Indicates whether a reservation ballot had been completed and, if one had, what time range had been requested.
Group: Indicates whether the foursome is part of a reservation group (2 foursomes or more) or a tournament.
Playing time: Indicates the game's playing time.
Score: Indicates the player's score.
Src: Indicates the reservation's source:
R for reservation ballot
W for Internet services (web)
S for starter or system user
T for touch screen
C for copied reservation
E for event (ex. tournament)
Players for selected tee time: According to the selection in the left table (choice of games), the system will display the players in the corresponding foursome. It's then possible to access one of these players' starting time history by clicking on their name in the list.
Search player: To find a specific member in the tee sheet (CTRL-F).
Handicap: To access a member's handicap (CTRL-H).
Move Tee Times Up: Move the player or foursome one space up, thereby assigning them an earlier tee time.
Move Tee Times Down: Move the player or foursome one space down, thereby assigning them a later tee time.
Copy tee time to move to another day: Use this option when it's necessary to move a foursome to another day. The foursome will appear in the status bar as on "Standby". Select the day to move the foursome to, then drag the foursome on standby to their new tee time.
Inverse Tee Time with Previous: To switch foursomes with consecutive tee times. This is useful when one foursome is ready and the previous one is late or prefers to let the next one pass (say they're faster players). (Next foursome's decision).
Inverse Tee Time with Next: To switch foursomes with consecutive tee times. This is useful when one foursome is ready and the previous one is late or prefers to let the next one pass (say they're faster players). (Previous foursome's decision).
Copy Tee Time Reservation: To copy tee times directly into the tee sheet. The following submenu will be displayed automatically:
Just indicate the number of tee times to copy and click "Ok" to proceed. Tee times will be copied automatically and entered into the tee sheet. This option is mostly used for tournaments and allows for the tee sheet to be completed quickly in accordance to the number of foursomes that signed up. Click "Cancel" if you don't want to copy tee times and instead want to return to the tee sheet.
Copy cart information: To copy the information on cart rental types, cart numbers and cart invoice numbers. Very useful when invoicing carts for tournaments: information can be entered for the first foursome and copied for the next ones.
Squeeze in a tee time: To exceptionally add a tee time at a specific time in the tee sheet.
Squeeze in a tee time on hole #10: To exceptionally add a tee time on hole #10 at a specific time.
Delete Tee Time: To delete the tee time. There will be a confirmation prompt. It's important to note that it's the tee time itself that's deleted. For example, if you delete the 8:08 departure on the Rouville course, the foursome assigned this tee time will be deleted and the 8:08 tee time will no longer exist. This function is only used when trying to eliminate tee times in the tee sheet and is only available to users with an authority level of "Advanced Starter" or above.
Print selected cart card: To print a cart card for the selected foursome.
Copy to clipboard for Excel: To copy tee time information in order to paste it into Excel. Allows you to print large scale tee sheets and display them.
$: Indicates to the starter that they must request an invoice (either for a greenfee or a cart rental) and enter the information in the Tee Time Detail submenu.
Carts/Prices: Indicates how many carts were reserved and grants access to the Tee Time Detail submenu to enter the assigned cart number and other rental-related information. Just click on the field to access the submenu and enter the necessary information. Everything will then be reflected in the tee sheet (cart number, invoice number, etc.)
W: Indicates how many reservations were made via the Internet services and how many on the touch screen. When the number is red, this indicates that a least 1 new player was added to the tee time after 6PM the day before.
9: Indicates the number of players who played 9 holes.
C: Indicates the number of carts.
CA: Indicates the number of available carts. The cart reservation function must be activated and the maximum number of carts set, which can be done in the calendar for specific dates.
P: Indicates the foursome's players penalized when tee times were assigned from the reservation ballots. Allows the starter to quickly view the number of penalties. An interesting tool when assigning tee times as it allows a quick view of any required adjustments.
Here's an example of the Tee Times Maintenance main screen: