POLO BOOKER automated chukka, tournament and polo management systems
System set up for your club. User guide. “Unlimited grounds, tournaments and players. Automated self booking for your club chukkas representing an 80% reduction in administration time.�
Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
SITE (Site Setup) This is the area where you set up your site default settings. It is important that this is filled in correctly. Make sure you specify your Pitch or Arena name and how many a side ( 3 or 4) your chukkas will be. Set default shirt colours and time zone. "Close bookings at" is the time at which no more chukka bookings will be taken on the system the day before an event. FASTBOOK 4 a side chukkas and 3 a side chukkas Here you can set your chukka events available for the season so members can book well in advance if they want to.
Don’t forget to click SAVE SITE and SAVE PITCHES Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
ACCOUNTS
IMPORT .CSV OR MANUAL INPUT. This is where you input your member information. You can upload your memb name, email address, handicap, member type, address1, address2, address3, add
Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
bers manually or in .csv format under these headings and in this order only.. dress4, postcode/Zip, international code, phone, mobile, fax, other1, other2
Once you have entered member data the system automatically creates passwords and usernames for members and administrators. You can also enter members manually to the system. Members receive an email with their password and a link so that they can change it to one they can remember. Passwords are stored in NOTES so if a pass is forgotten the administrator can send it out again. GLUE This enables you to glue players so they play together. There is more on GLUE players later in “Event Management View�. Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
CALENDAR ADMIN VIEW In this view you can see available chukkas, chukkas with bookings and confirmed chukkas. You may add chukka events by clicking on a date, and you will be asked “Add Chukka Event” Or you may have already added events in “Fastbook Chukkas” on the SITE page, if so you will see your events highlighted in blue.
You may add chukka events by clicking on a date, and you will be asked “Add Chukka Event” Once you have done this the chosen date will turn blue and you will be able to manage the event.
Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
Once you have added an event your members are able to log on to the system and book chukkas. They can change their bookings at any time without club contact. They can do this right up to booking cut off time. This is convenient for your clients as they can change their minds as often as they like, and on the move. This is convenient for you as it cuts contact time and populates balanced chukkas to your event admin screen. Client booking can be made on mobile phones at polobooker.com, on the polobooker web site and also on your club web site. You can also manually add players to the system and also to chukka events. We provide a line of code for your site which conveniently integrates and can be styled to fit should you wish to use it. All your clients have to do is login and book. Once they book, they receive email confirmation of the number of chukkas they have booked and a note saying that their preferences and chukkas will be confirmed after booking cut off time. Chukkas are managed from the main management screen.... Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
EVENT MANAGEMENT VIEW Here you can see bookings fill up, and manage your chukkas. In the top section on “Priority” there is the choice of “Glue” or “Balance” the system will always calculate the best balance taking your preference into account. Click the radio buttons to populate to a pitch NAME, B,P,H,S columns These are sort orders and client preferences. B, number of required client chukkas. P, none, early or late client preference. You can change this at any time. H, Handicap and sort view by handicap. S, means the player has only one horse and the system will book alternate chukkas. Shirts and drop downs. These allow you to manage chukkas to your preference. By changing shirt colours you can manage final player changes before clicking “Save Chukkas” Once you have saved chukkas you have the option to confirm to clients by email. Or you can work on the event again later.
Once you have saved chukkas you have the option to confirm to players by email. Or you can work on the event again later.
Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
By clicking “Email Players” you are confirming chukkas to players. This emails them a .csv and a link to a page that shows them the chukkas. Once you have clicked “Email Players” the action is not reversible. So your members and clients have a system they can use on the move and on line to book chukkas and you have a system you can manage at all times from any computor. When a booking is made it updates your management screen, informs the member or client that the booking has been received and copys the email to your club email as a fail safe. Product Summery An on line management system and a ‘plug-in’ on your website that will: 1. Allow on line booking for chukkas and tournaments for your members and clients. 2. Match player handicaps for balanced chukkas. 3. Populate bookings to your grounds. 4. “Glue” patrons to pros and players who like to play together. 5. Show chukka booking status on your web site. 6. Manage changes after booking ‘cut off’ time. 7. Email conformation of chukkas to members and publish to your website. 8. Signifcantly reduce administration and management costs. We want your feedback and ideas as we develope our product. So do call us as we will talk you through the system and help with set up for you club. Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130
POLO BOOKER automated chukka, tournament and polo management systems
automated chukka, tournament and polo management systems
Contact: web: www.polobooker.com email: polo@polobooker.com phone: +44 (0) 7889181130