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This document outlines features, requirements and recommendations for the implementation of member and visitor online tee bookings using modules from the Golf Computer Systems golf management suite.


Online Tee Bookings Software Overview Golf Computer Systems Outline Golf Computer Systems (GCS) develops computer software applications to manage various facets of golf administration and operations.

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Membership Management Online Membership including Accounts Golf Bookings / Reservations Online Tee Time and Facilities Bookings Golf Handicapping, Competition and Tournament Management Member / Player Kiosks Television Leader Boards Online Leader Board and Historic Results Point of Sale Web site development

Online Tee Bookings

The key areas that are covered by GCS software are:

This document focusses on the Online Tee Booking System termed iFACTS, and outlines the various features available within the module. Technical requirements and support and maintenance services are also outlined within this document. Should you wish to discuss any aspect of any of the GCS modules in further detail please feel free to contact Stuart McGregor on 07 3366 6696.

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Copyright 2012 Golf Computer Systems – Tel +61 7 3366 6696


iFACTS – Online Tee Bookings Software Overview iFACTS is an online Facility and Activity Scheduling system that delivers content from the GCS database to members and visitors booking tee times via the club’s Web site. Its primary function is to facilitate online booking of club tee time inventory, though can also operate other booking functions such as lesson bookings. The GCS Facility and Activity Scheduling system (FACTS) is a prerequisite of iFACTS.

Member bookings require the member to login and then detailed access to tee time availability is provided together with details of other players booked into neighboring times. The member is able to see a similar view of tee sheets to that which staff see at the club. Non-members do not get to view full tee time availability. Instead a visitor requests a preferred date and time of play, and if available the system allows a booking to proceed. If the requested time is not available then a number of nearest available times are offered and the guest can select from one of these. Visitors do not see details of other players booked, other than those players they book into the selected tee time with themselves.

Online Tee Bookings

iFACTS comprises two distinct booking interfaces: member bookings and non-member or visitor bookings. Each interface operates in a different manner.

Member bookings Access to member bookings is via login using the member’s number and PIN. The member is presented with options to select a date and course for booking (the system can manage multiple courses and multi-tee starting formats) or may instead elect to book by competition, in which case can elect to see a list of golf competitions and can then select an event into which to enter. With a date or competition event selected, the member is presented with a tee sheet for the date, or for the event. In the case of a competition selection, only those times that comprise the competition are displayed. In the case of a date selection, all times for the selected date are displayed, whether competition or social. Importantly, club administrators can block individual times or ranges of times and apply rules to these times. This may be to prevent bookings on the times selected, or to place a gender or category restriction on the times. In any event the club has full control over who can book into which times across all dates, tees and courses.

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A member is able to see other players booked on the selected date or competition and can make an informed decision as to where to book and with whom, in the same manner that he can if using a manual paper tee sheet. The member can book into a tee time, and at the clubs discretion can book others into the selected tee time as well. Club administrators can control the number of players any member can book into a tee sheet, and also the number of days in advance of the date of play that a booking can be made. These rules can be applied separately for differing member categories, so the system is very adept at implementing and managing club booking policies. A member can remove himself from a booking and can also remove other members he has personally booked. The other members can remove themselves, but no one else in the booking.

Automated email booking confirmations can be generated with each online booking. Emails are HTML based so can incorporate graphics and links through to the club Web site or Google Maps for example. They can be sent to each player booked, so if a member books himself and 3 others and email addresses exist on file for all 4 players then all four will receive emails. Email reminders of bookings can also be generated on demand. Typically these are sent the day prior to play, and include a club generated opening message, the date and time of the player’s booking, the starting tee, a booking reference, and the names of the other players in the group.

Online Tee Bookings

Email confirmations and reminders

Email confirmation of booking deletions can also be automated, both to the member removing the booking and to the player(s) being removed.

Non-member / visitor bookings The non-member or visitor interface of iFACTS is primarily used to generate and administer commercial tee bookings. Guests can book and at the club’s option can be required to pay for their bookings in full at the time of booking. It’s much easier to wear a no-show or enforce your cancellation policy when you have payment in hand. Visitors do not get to view tee sheets so the commercial integrity of the club’s golf bookings are preserved. Instead visitors select a preferred date and time of play (and course where applicable) and submit this request.

3 If the selected time is available the visitor is able to proceed with making the booking, providing contact details for himself and optionally for the other guests he is booking.

Copyright 2012 Golf Computer Systems – Tel +61 7 3366 6696


If the selected time is not available, the visitor is then presented with a number of nearest available times and can commence booking into any of those. Club administrators can nominate whether or not visitors can enter into competition times or only into social tee times. Additionally, if visitors can book into competition times, each competition can apply a rule to make the event Open to visitor bookings, Invitation to only allow non-members to be booked into the event by members, or Closed in which case it’s a memberonly event. Visitors booking into competition times can be required to provide GOLFLink numbers with their booking information, again at the club’s discretion. GOLFLink numbers ultimately make competition event management easier on staff.

Visitors receive email booking confirmations and reminders in the same manner as does a member.

Pricing Pricing of tee times is done using the club-based administrative booking module, FACTS. Pricing can be set by date range, by day of the week, by time ranges within the day, down to individual tee time(s). Internet pricing can be controlled very quickly at the club with the ability to select a tee time or range of tee times and apply individual pricing at a moments’ notice. Pricing time blocks can be replicated daily, weekly fortnightly etc., so can be applied quickly across extended periods. A special could be applied every Monday from 7:00am to 11:00am for the next ten weeks in a matter of a minute.

Online Tee Bookings

Other information gathered through the booking process can be controlled by the club including requirements for email addresses, contact telephone numbers etc. These form a valuable resource for further marketing of golf offers.

Stock hire Stock associated with bookings can optionally be made available for booking and payment online. Carts, buggies, golf clubs, shoe hire, range balls and so on can all be presented for selection at the time of booking, and priced accordingly. Booking pricing is updated on screen as hire items are selected, and are carried through to the booking payment summary and subsequent invoice. Stock is allocated from the stock pool managed within the booking database, ensuring that the items cannot be rebooked or overbooked. Stock is returned for booking from the database at the completion of the round.

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Online payments Payment for bookings can be taken during the booking process and funds are credited to the club bank account immediately. We use an online payment gateway provider, SecurePay, to securely process payment transactions. SecurePay is owned by Australia Post. Payments processed online immediately pass to the club’s nominated bank account and are receipted automatically against the applicable booking. When an online payment is made the player receives a confirmation by way of email receipt, and the club also receives an email notification of a payment transaction.

Your Web site or ours iFACTS will operate as a functional part of your Web site regardless of whether your Web site is developed by GCS or by another Web developer or company. We provide the complete set of Web pages that comprise iFACTS and deliver these ready to use. Because the iFACTS booking Web pages reside on a Web server at the club, all that is required of the main Web site is a button or link that takes or transfers the user to the iFACTS site. This transition can be seamless, and in cases where there is already member login on your Web site we can generally share the user login credentials (username / password) so that the user is recognized in iFACTS immediately without need to re-enter login details.

Online Tee Bookings

Online payment capability is optional and carries additional costs of setup and transaction costs to the payment gateway provider. Please contact us for pricing details.

Optionally we can redesign the iFACTS pages to have a look and feel that is almost identical to your main Web site theming. Members are unlikely to notice any difference as they move into the iFACTS content, and can be returned back to the main Web site when required.

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Copyright 2012 Golf Computer Systems – Tel +61 7 3366 6696


Features at a glance

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separate member and non-member interfaces can operate multiple courses manages bookings off multiple tees members see entire tee sheet o see other players booked  ability to hide names of non-members guests  ability to hide names of selected members for privacy o view handicaps of other players booked o option to display competition and social times, or just competitions o can book themselves and others o can remove themselves and others they have booked non-members select preferred date and time of booking o do not see entire tee sheets o if time unavailable, nearest available times are offered o automatic pricing of green fees and hire stock o online payment gateway for full secure payment of bookings  immediate transfer of funds to club bank account  acceptance of club terms and conditions in order to proceed o non-member login option to allow booking access only by nominated nonmembers booking rules automatically applied o category restrictions o gender restrictions o competition restrictions o 9 hole only restrictions o booking denial restrictions o crossover restrictions daily notes display for member/guest viewing o course conditions, restrictions, daily local rules, sponsors etc notes by tee time o each tee time can have separate notes attached (by staff) for player alerts or information o notes can be established for ranges of tee times stock can be booked during booking process o cart hire, club hire etc o stock is priced and allocated when booked automatic email confirmation of bookings sent to players o can include graphics and links  location map  club membership offers

Copyright 2012 Golf Computer Systems – Tel +61 7 3366 6696

Online Tee Bookings

Online Tee Bookings

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 club promotions  pro shop promotional links o no show and cancellation policy o dress codes o sponsor details for competition events automatic booking deletion confirmation emails booking reminder emails ability to publish individual competition sheets for guest entry to a specific event o link from button or link anywhere on your Web site o links can be private, so only given to selected players for booking o option to require payment or not require payment on these guest bookings o ideal for pro-am bookings, corporate golf days etc

Technical Support & maintenance Support services are provided via telephone, email and Internet. Support matters are generally dealt with immediately to minimize disruption, so you are not issued a support “ticket” that is queued and dealt with at some later date.

Online Tee Bookings

for further details please visit http://www.golfclub.com.au/golf-management-software/onlinebooking.php

GCS require “on demand” remote access to provide immediate and timely support. Preferred remote access software is RDP, TeamViewer or pcAnywhere. All GCS modules are supplied with an initial 12 month support and maintenance contract that provides software support as and when required, and periodic software updates throughout the maintenance period. Annual renewal is offered ahead of the anniversary of the support and maintenance contract. We endeavor to deliver periodic feature updates that are of real substance and value, providing tangible benefits beyond the support functions. We do not run site specific version control so all updates are provided to all clients, ensuring smooth operation of all software modules.

Database and Module Structure GCS software is developed and written in Delphi; a strong and robust database development language accompanied by a broad range of powerful development tools and components. Current software modules are developed in Delphi 5 and are being progressively redeveloped in Delphi RAD Studio XE. Online modules use ISAPI extensions.

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The database engine behind the GCS modules is Nexus, a Client/Server database model with the engine residing on the server and client side workstations accessing executable applications via desktop shortcuts. Nexus is SQL compliant. The GCS software modules comprise a range of separate executable applications, each managing its own area within a modular application suite. All applications share common data tables within the broader database.

LAN Platform The GCS applications will operate on Windows 2000 Server and beyond. Windows 2008 Server R2 is preferred. Workstations will ideally run XP Pro or Windows 7. As with most application software, the higher the server, network and workstation performance specifications, the better.

Web Presence

Payment gateways can be incorporated to process online transactions via third party HTTPS connection. Our preferred gateway provider is SecurePay, a company owned by Australia Post. Online access is via http on port 80, 81 or 82, or where SSL is invoked on port 443. Necessary ports need to be open and forwarded as required. SSL is not required where our recommended payment gateway is invoked as the payment is processed on a separate HTTPS site and the user then returned back to the iMMS modules.

Online Tee Bookings

Online applications operate on IIS or Apache Web Server housed on the database server operating at the club and connected to the outside world via broadband internet connection.

High speed Internet allows for optimal performance of content delivery.

Remote Hosting Though not the usual environment on which we operate, GCS software modules can reside on a hosted server environment (cloud). This environment has proven to produce excellent results to date.

Contact Details Golf Computer Systems Stuart McGregor Tel: 07 3366 6696 Mob: 0418 735325 Email: stuart@golfclub.com.au

www.golfclub.com.au Copyright 2012 Golf Computer Systems – Tel +61 7 3366 6696

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iFACTS Online Tee Bookings  

Overview of Golf Computer Systems' online golf booking modules

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