Contents
What is GolfPilot?
Location: GolfPilot web dashboard (an additional service connected to Golfmanager)
GolfPilot is an AI receptionist for your club. It answers the phone calls and WhatsApp conversations you configure, answers approved questions about the club and, where enabled, checks availability and creates bookings directly in Golfmanager.
Your team reviews what the AI has done (calls, bookings, requests that need a person) in the GolfPilot dashboard. Golfmanager remains the main system for bookings, rates and payments: GolfPilot works alongside Golfmanager, it does not replace it.
📌 Note: the dashboard is in Spanish. Interface labels are shown in this article as they appear on screen, with their English meaning in brackets the first time.
What problem does it solve?
Less routine work at reception: the AI answers common questions and handles straightforward bookings so your team can focus on exceptions.
One more channel for golfers: they can call or message on WhatsApp and talk to an assistant that knows the club's information.
Real bookings, not notes: when the AI confirms a booking, it is created on the Golfmanager tee sheet, with its rates and its sale.
Visible follow-up: requests that need a person are recorded as handoffs so nobody forgets to reply.
The same number as always: the club keeps its existing phone number.
📌 Note: the benefit depends on your enquiry volume, your booking rules and the tasks you enable. It is not a guaranteed increase in revenue.
Authorisation form
To authorise the integration between your club and GolfPilot via the API, before you start you must send Golfmanager the authorisation document, completed and signed by both parties. You will find the document and the procedure at this link.
⚠️ Important: without the signed form, the integration’s API key is not created, so GolfPilot cannot check availability or create bookings in Golfmanager.
Prerequisites
Golfmanager v3 with your booking operation set up: areas (courses), booking types and rates, which is the data the AI looks up.
A GolfPilot subscription: requested through Golfmanager. GolfPilot is an additional service; you can keep using Golfmanager without it.
A Golfmanager connection created by our team: the integration uses a multi-tenant API key linked to your club and to a dedicated API user for the integration. You do not need to generate keys or share passwords.
An API user with sufficient permissions to look up customers, areas and availability, and to create bookings and sales. We check this during setup.
Access to your phone service: someone who can arrange call forwarding with your telephone provider.
(Optional) A WhatsApp Business account, enabled and authorised, if you want the AI to answer on WhatsApp too.
A contact person at the club who approves information and policies, and someone who can check the resulting bookings in Golfmanager.
Having sent the authorisation form, signed by both parties.
How to get started (step by step)
Setup takes between 1 and 4 weeks, depending on the club's complexity.
Step 1 — Request the service
Message us in the blue bubble in Golfmanager to find out about the offer, terms and available demos.
Tell us whether you want the AI to book or only answer questions (answering-only mode). This mode is configured and tested during setup; it is not a switch in the dashboard.
Step 2 — Provide the club's information
Prepare the following for the setup team:
Club details, and the courses and services the AI will cover.
Approved information (dress code, services, rules…), languages and opening hours.
Booking rules and the rates the AI is allowed to offer.
Notification contacts and departments for handoffs.
Step 3 — Connect Golfmanager
Send Golfmanager the authorisation form, completed and signed by both parties.
Our team creates the integration's API key and links it to your club with its API user.
Your areas (courses), booking types and rates are mapped to what the AI can offer.
⚠️ Important: a rate being visible to reception in Golfmanager does not mean the AI can sell it. Only the rates enabled for GolfPilot are offered.
Step 4 — Connect the phone and, if applicable, WhatsApp
You keep your number. The team will explain how to forward calls and what your provider needs to do.
Tell us when the AI should answer (always, after hours, when reception is busy…). What is possible depends on your phone service and must be tested before it goes live.
If you use WhatsApp, the club's business account is linked.
Step 5 — Test and go live
Review together the greeting, club information, languages, rates, booking outcomes, confirmation messages and handover to a person.
Agree who approves going live.
📌 Note: tests that create real bookings in Golfmanager must be controlled; cancel them afterwards.
Step 6 — Give your team access
The club administrator invites each person from Ajustes > Equipo (Settings > Team).
Each user creates their password from the invitation. Golfmanager credentials do not sign you in to GolfPilot.
Every setting explained
Settings are in the Ajustes (Settings) menu of the GolfPilot dashboard. What you can see and change depends on your role.
Mi cuenta (My account)
Setting name: Mi cuenta.
Description: change your password after signing in.
Impact on the system: only affects your own access.
System behaviour: the password must be at least eight characters long and the confirmation must match.
Example / what happens: you enter and confirm the new password; next time you sign in with it.
Equipo (Team)
Setting name: Equipo.
Description: invite, manage or remove users, and send password reset emails.
Impact on the system: controls who can access the club's dashboard.
System behaviour: owners and administrators only; owners have additional restrictions. Removing a team member does not delete the club or cancel the subscription.
Example / what happens: a new receptionist joins: you invite them and they create their password from the email.
Perfil del club and Horarios (Club profile and Schedules)
Setting name: Perfil del club / Horarios.
Description: club details, location, timezone and recurring or seasonal schedules.
Impact on the system: the AI uses this information when answering.
System behaviour: changing opening hours in GolfPilot does not change the Golfmanager tee sheet. Keep both aligned.
Example / what happens: you switch to winter hours: update them here and also check availability in Golfmanager.
Reservas (Bookings)
Setting name: Reservas.
Description: payment and cancellation settings, such as automatic cancellation of unpaid bookings and its time window.
Impact on the system: sets how long the player has to pay before the booking is released.
System behaviour: automatic cancellation can be turned on or off and its window is configurable. Existing bookings may keep the conditions they were created with. Reminders and cancellations are not processed to the exact second.
Example / what happens: you extend the payment window: it applies to new bookings, not necessarily to pending ones.
Correo y contacto (Email and contact)
Setting name: Correo y contacto.
Description: notification contacts and email options, including branding and templates where available for your account.
Impact on the system: decides who receives alerts and how booking and payment emails look.
System behaviour: check the preview and keep the booking and payment information before saving.
Example / what happens: you add the reception email to notifications so they see new handoffs.
WhatsApp and Integraciones (Integrations)
Setting name: WhatsApp / Integraciones.
Description: status of the club's channels and connections.
Impact on the system: if a channel is disconnected, the AI cannot answer or send through it.
System behaviour: if an expired authorisation is shown, an authorised user can use Sincronizar WhatsApp (Sync WhatsApp). Never paste access tokens into a chat.
Example / what happens: the Enviar enlace de pago (Send payment link) button is disabled: check the channel warning here.
Facturación (Billing)
Setting name: Facturación (if enabled).
Description: current plan, subscription status, renewal and minutes for the period.
Impact on the system: from Gestionar suscripción (Manage subscription) the owner or administrator opens the secure billing portal (invoices, payment method, plan changes).
System behaviour: minutes add up the recorded call duration for the period. The progress bar does not block overage.
Example / what happens: the subscription payment fails: you use Actualizar método de pago (Update payment method) and refresh the page once.
What is recorded in Golfmanager
Normal bookings: bookings confirmed by the AI are created as regular Golfmanager bookings on the tee sheet. They are shown as created by the integration's API user, so you can identify them.
Sale with a due date: each booking creates its sale in Golfmanager with a due date, which marks the payment deadline.
Cancellations: if the AI cancels a booking, it is cancelled in Golfmanager like any other cancellation.
Real-time lookups: the AI reads customers, areas, availability and rates from Golfmanager during the conversation.
Where to work on each task
Task | Where | What to check |
Tee sheet and availability | Golfmanager | Current availability and the actual booking. |
Green fees and member eligibility | Golfmanager + rates enabled in GolfPilot | That the rate is enabled for the AI. |
Calls and transcripts | GolfPilot > Llamadas (Calls) | The full conversation, not just the summary. |
Requests for staff | GolfPilot > Handoffs | Resolve the request before marking it resolved. |
AI bookings | GolfPilot > Reservas (Bookings) | The linked Golfmanager booking if in doubt. |
Club details and schedules | GolfPilot > Ajustes + Golfmanager | That both are aligned; one does not overwrite the other. |
Customer records | Golfmanager and GolfPilot > Contactos (Contacts) | Which record you are editing. |
AI greeting and behaviour | Request to GolfPilot support | That the change has been tested and published. |
Subscription and invoices | GolfPilot > Ajustes > Facturación | Use the portal for the existing subscription. |
⚠️ Recommendation: the GolfPilot booking list is not your full tee sheet. It only shows bookings created or retrieved by GolfPilot. To see all occupancy, use Golfmanager.
What the AI can handle
These are the tasks the platform supports. Which ones are active for your club is confirmed during setup.
Request | What the AI does |
Club information | Answers from approved information; if it does not know, it hands over to staff. |
Tee times and green fees | Checks availability, eligibility and price for the enabled rates. |
Members and visitors | Identifies the player; being a saved customer does not make someone a member. |
Groups and mixed parties | Confirms each player and applies each one's eligible rate. |
Buggies, clubs and extras | Offers only supported extras with verified availability and price. |
Existing bookings and cancellations | Verifies the booking, whether it affects the whole party or one player, and the caller's confirmation. |
Date or time changes | With restrictions; paid bookings or uncertain payments go to reception. |
Tournaments | Provides information and supported registration links. |
Restaurant, lessons, spa and packages | Only with their own integration; otherwise it informs and hands over to staff. |
Complaints, special rates and refunds | Always hands over to the right department; it does not grant exceptions. |
📌 Languages: the AI answers in the languages enabled for your club and can switch language during a conversation. If it cannot understand enough (accent, background noise, an unclear name), it asks for clarification or passes to a person; it does not guess identities, prices or outcomes.
Day-to-day use
At the start of each shift
Open Inicio (Home) and review Pendiente de acción (Action required).
Check failed payment emails, pending bookings and handoffs.
Review Reservas del agente (Agent bookings) and recent calls.
Agree who owns each unresolved item before handover.
Finding a booking
Open Reservas and choose Pendientes (Pending), Confirmadas (Confirmed), Canceladas (Cancelled), No show, Completadas (Completed) or Todas (All).
Use search and filters. If it does not appear, widen the status and date filters.
Before acting, confirm the player, course and date, and compare with the booking in Golfmanager.
Handling a handoff
Open Handoffs and review the context and contact details.
Follow up (call, message, act in Golfmanager).
Mark it resolved when the work is done. Dismiss it only if nothing else is needed, and reopen it if more work is required.
Reviewing what the AI said
Open Llamadas, narrow the list and select the conversation.
Review the summary, transcript and recording where available.
If a booking is disputed, compare it with the actual booking, not just the summary.
Sending a payment link on WhatsApp
Open WhatsApp and search by name or phone number. Use Actualizar (Refresh) if needed.
Select Enviar enlace de pago, check the recipient and the correct active booking, and review before sending.
If the button is disabled, check the channel warning or ask the administrator for help.
Viewing or correcting a customer
Open Contactos and search for the person before creating another record.
Confirm in which system the detail should be corrected. Editing in GolfPilot does not always update Golfmanager.
What happens when booking, paying or cancelling
Confirmed only on real success: the AI collects course, date, time, players and extras, checks availability and price, reads the booking back to the golfer and only says it is booked when Golfmanager confirms it has been created.
Asking is not booking: asking about times or prices, or a quote, does not hold the tee time. If the time is no longer free, the AI offers another and asks for fresh confirmation.
Payment: depending on your setup, via a secure payment link (email or WhatsApp), an accepted wallet charge or handled by reception. For voice bookings, the WhatsApp link is sent to the calling number.
Payment deadline: the sale has a due date. With automatic cancellation on, an unpaid booking is released when the window ends.
Incomplete booking: if the whole party could not be booked, the booking shows as Incompleta (Incomplete) with a warning. Reception must finish the missing part.
Cancelling does not mean a refund: refunds follow the club's policy and are handled by staff.
Dropped call or error: the booking may have been created anyway. Check in Golfmanager before retrying so you do not duplicate it.
Using the dashboard: sections and actions
Dashboard sections
Inicio (Home): contacts, calls, minutes used and managed bookings for the period, plus the Pendiente de acción list.
Llamadas (Calls): each conversation with its summary, transcript and recording.
Handoffs: requests that need a person.
Reservas (Bookings): bookings created or retrieved by GolfPilot, by status.
Contactos (Contacts): customer records.
Campos (Courses): course information.
Torneos (Tournaments): tournament information and registration links.
WhatsApp: conversations on that channel.
Ajustes (Settings): club, team and billing configuration.
How to read the figures
Managed bookings is not revenue or paid bookings.
Today counts bookings created today, which may be for another playing date. The booking list can be filtered by tee-time date.
A missing payment badge does not tell you whether it is paid. Check the sale in Golfmanager.
Available actions
Reservas: search, filter, review, confirm manually depending on your role, and resend failed emails.
Handoffs: resolve, dismiss and reopen.
WhatsApp: view conversations, Actualizar, Enviar enlace de pago and Sincronizar WhatsApp (authorised users).
Facturación: Gestionar suscripción and Actualizar método de pago.
Limitations to keep in mind
No instant two-way sync: some information is checked live, some is cached and some dashboard records refresh when opened.
The dashboard is not your tee sheet: it does not import every historical or reception booking.
Editing a contact in GolfPilot does not always update Golfmanager.
Request limit: the Golfmanager connection has a maximum number of requests per minute and per hour, set by Golfmanager.
Call capacity: no guaranteed pickup time, unlimited capacity or zero missed calls. Let us know before tournaments or call peaks.
No pause button in the dashboard: pausing the AI or returning calls to reception is a forwarding change arranged with support or your provider. Cancelling the subscription does not restore forwarding.
WhatsApp: the screen is not a free-text reply box for staff; campaigns, bulk sending and arbitrary numbers are not supported. A sent tick does not guarantee it was read.
Transfers: a recorded handoff does not mean the call was transferred or that a callback was guaranteed.
Large groups and consecutive tee times: limits depend on configuration; unsupported cases go to reception.
Pools is a restricted pilot feature, not available to every account.
No staff mobile app: the dashboard is web-based; try your phone or tablet browser.
Frequently asked questions
How much does it cost and what is included?
Contact Golfmanager in the blue bubble for plans, pricing, included usage, setup fees, trials and minimum commitment. Telephone provider or messaging charges may be separate.
Do I have to change the club's phone number?
No. You keep your number; the team will explain how to forward it.
How does the AI recognise a member?
Through the recognised phone number and customer lookup in Golfmanager. Price and membership depend on verified data, not on the caller saying they are a member. If they call from another or a withheld number, the AI may verify another way; if it cannot, reception reviews the case.
Reception sees a free slot but the AI says it cannot book it. Why?
Compare course, holes, exact time and party size. Usually there is no enabled, eligible rate for one of the players, or a booking restriction applies. Send us the example.
The AI's price differs from what reception expected.
Check the player's category, guest status, course, date and time, holes, offer and extras, and the rate in Golfmanager. Send us the quote and the expected rate.
The AI said it booked but I cannot find it in Golfmanager.
Search by date, course and group, and review the conversation and the GolfPilot record (pending, incomplete or reception follow-up). If the outcome is unclear, contact support before creating another booking.
I changed a booking in Golfmanager but GolfPilot still shows the old one.
Refresh the view and compare with the live booking. The dashboard can lag. Do not repeat the action just to change the display; if it persists, let us know.
The golfer says they paid but the booking looks unpaid.
Do not ask them to pay again. Check the sale in Golfmanager and, if it does not match, send us the reference and time. Never ask for full card details.
The payment link is missing, failed or has expired.
Check that the booking is still active and payable, verify the recipient and use the resend option. Do not recreate the booking to get another link.
Calls are not reaching the AI.
Note which number was dialled, when and from what kind of line. Ask your telephony contact to check the forwarding and send us the example.
A transcript or recording is missing.
It may still be processing. Refresh once; if it is still missing, send us the conversation reference and time.
WhatsApp shows an expired authorisation or agent mismatch.
Read the warning. An authorised user can use Sincronizar WhatsApp; if it is not available, send us the warning text and the affected business number.
I cannot sign in or the password reset email did not arrive.
Ask the club administrator to check your account and send the reset from Ajustes > Equipo. Check your spam folder. If you are the administrator and cannot get in, email us.
Can I change the greeting, voice or transfer departments myself?
Ask GolfPilot support through the club's authorised contact. Changes are reviewed and tested before they go live.
Is GolfPilot GDPR compliant?
Yes. Recordings are stored in accordance with EU regulations and GDPR requirements. For privacy documentation, the data processing agreement (DPA), retention periods, recording disclosure or access, correction or deletion requests, email GolfPilot support.
An employee has left or I suspect unauthorised access.
The club owner should remove their access in Ajustes > Equipo. If you suspect unauthorised access, stop sharing data and contact support promptly.
Recommended best practices
Name one person per shift to review handoffs and pending bookings, and use statuses consistently.
Read the conversation and booking before acting: do not create another booking, resend a payment or contact the golfer twice just because the first outcome is unclear.
Keep club information up to date and send us recurring errors with concrete examples, the correct answer and its effective date.
For temporary closures, also block availability in Golfmanager; changing only the AI's information does not block tee times.
Before a tournament or seasonal change, review inventory, rates, schedules, notifications and call forwarding, and tell us about expected peaks.
Use individual accounts and never share passwords, API keys or tokens.
Measure with comparable data: enquiry volume, bookings, handoffs and unresolved cases over equivalent periods, plus a sample of reviewed calls.
Need help?
Commercial information (pricing, plans, demos, contracting): message us in the blue bubble in your management software.
GolfPilot platform support: email mateo@golfpilot.es, Monday to Friday, 09:00 to 18:00. Include:
Club name and affected section.
Date and time of the event, with timezone.
Booking or conversation reference.
What you expected and what happened.
Checks you have already done.
🔒 Security: do not send passwords, API keys, tokens or full card details.