Index
Section: Main Menu > Listings > Bookings
FAQs
Introduction
The booking plan is undoubtedly the most used screen by our team. Between bookings and POS we can spend 90% of our time. From here we will make and edit all the bookings in our facilities (resources), add notes, and/or block the field.
All these bookings, except those that are free, will have to be paid from the POS to complete the task.
Parts of the booking plan
Reservation schedules are divided into several zones, such as top to bottom and left to right:
There is a search bar available. This search bar allows you to search for and go directly to:
a Booking Type
a Voucher Type
a Product
a Contact
The day's reservation
the Daily Notes
lo recaudado en el día en efectivo y tarjeta. También puedes visualizarlo desde la Caja.
la rueda de Configuración
el Calendario. Puede estar desplegado en una columna a la izquierda (entre el Menú Principal y la zona de reservas), o acotado. Desde aquí podremos elegir el día deseado. Haciendo clic en el mes podremos fácilmente navegar de un mes a otro, o de un año a otro. También puedes encontrar un botón de Hoy para ir rápidamente a las reservas del día en curso.
los iconos de ocupación por Tipos de Recurso. Aquí puedes encontrar un resumen del total de reservas de ese día elegido en el calendario agrupado por Tipos de Recurso: green fees, buggies, etc.
el desplegable de las Vistas de Ocupación. Aparecerán en la parte superior del plano de reservas una pestaña con un desplegable para navegar de una vista a otra. Según la vista seleccionada, aparecerán las celdas agrupadas por tipo de recurso para empezar a introducir las reservas:
En el caso de golf cada celda representa un jugador.
En el caso de otras disciplinas, cada celda puede representar un jugador o una reserva de jugadores. Por ejemplo, en padel una celda puede representar la reserva de una pista sin tener que seleccionar a todos sus jugadores.
los iconos de: Artículo de Ayuda, Descarga del plano horario de reservas en Excel, Carteles de buggy y Filtros: Con estos Filtros podrás resaltar aquellas reservas de ese día elegido según la opción elegida:
Online: las reservas que se han hecho vía web.
A crédito: las reservas que están marcadas cómo a crédito.
Checkin: las reservas que se han hecho el checkin.
No show: las reservas marcadas como "no show".
A liquidar: las reservas que están pendientes de pago.
la zona de reservas. En la parte central nos encontraremos con la zona de reservas o Vistas de Ocupación.
Expired or temporary Bookings
There is a default time of 15 minutes for the sale to be completed in GolfManager. You can modify the pre-reservation expiration time in Bookings Settings > Pre-Booking Expiration to suit your preferences. Please visit this link if you would like more information.
When an online sale is made, it is automatically pre-blocked in reservations, creating a pre-reservation with a yellow stripe until the client confirms the reservation and/or pays for it.
It may be noted that if a reservation is not completed, it will automatically be deleted both from the reservation schedule as well as from the online reservations list and appears as an expiration date reservation, NOT as a cancellation.
How to make a booking
Select the desired day.
At the desired time, select the number of cells you want to book, knowing that each cell represents one player.
Trick. If you want to make a booking of 2, 3 or 4 players you can click on that cell and the system will select all the cells to its left. This way you don't have to select the cells by moving the mouse through each of them, needing only one click. For this trick to work you must have the "Multi-column booking" option activated in the occupancy view.
In the pop up, click on "Book".
Search and select each player.
Select the rate for each player. If the system is set up correctly, only the rates that match that player's profile will appear.
Click on "Book".
How to make a multiple booking
In Golfmanager we call a multiple booking a booking that contains more than 4 players. The booking process is the same as a normal booking, but there is a tool to select the cells of many players in a faster way.
Select the desired day.
In the desired start time, select the first cell.
Click on "Multiple".
At the desired end time, select the last cell.
At this point the system should mark all cells between the first and last selected cell, making a booking of many players (e.g. 20) in a few clicks.
Tip. Instead of using the "Multiple" option you can use the shift key as you would in Excel. Click on the first cell and, pressing the shift key, click on the last cell. The result should be the same as using the "Multiple" function by selecting all cells between the first and last selected cell.
In the pop up, click on "Book".
Find and select the player.
Select the rate for that player. If the system is properly configured, only the rates that correspond to that player according to his profile will appear.
Tip. On the left side of the name you have a "copy" icon. For large groups this tool can save you a lot of clicks.
Click on "Booking".
NOTE: Multiple bookings are useful to make two or more bookings at the same time, thus saving time, for this we recommend having the option marked Book multi-column, located in the Configuration Menu > Bookings > Occupancy views, select the ID and check the option Multi-column booking, thus, for example, if we click on the third cell it will create the booking for three players.
Another option, which allows Golfmanager and as in Excel, we can click on the cell from where we want to start a booking, and with the command Ctrl + Shift and without releasing it click on the last cell where we want to end the booking, it will also serve us if we want to book more than one slot, for example, for a group of 16 players who want to book from 10:00h to 10:30h, click at 10:00h and without releasing it at 10:30h, thus giving us the option of booking for those 16 players.
In the case of not wanting to put the name of each player at that time with their booking type, select the first player and click on the option Copy to the rest of the bookings with the icon located under Client.
How to make an agency booking (client, beneficiary, name)
In Golfmanager we take into account 3 names:
Client name. For Golfmanager the client of a booking is the holder of the booking, the one who will pay for it and the name to whom we will make a possible invoice.
In the case of a normal booking to a visitor or member, the client of the booking is the same as the player.
In the case of an agency booking the client will be the tour operator.
Name of the beneficiary. The beneficiary in Golfmanager is the contact in the database who will benefit from the booking.
In the case of a normal booking to a visitor or partner, the beneficiary will be the same as the client.
In the case of an agency booking, the beneficiary will be the one who plays while the client or holder of the booking is the tour operator.
Name of the booking. In Golfmanager we also store in whose "name" the booking is made. The function of the name in a booking is very similar to the beneficiary. In the beneficiary you choose a contact from the database, while the name is an open field. If you want to associate a booking to a contact in your database for statistical purposes and to improve the quality of your audience, use the beneficiary. But if on the contrary you do not want to create a record for that player, use the name to go faster and not to mess up the database.
In the occupancy plan we will see in each booking (cell) the name following the following priority:
Name of the booking
Name of the beneficiary
Therefore, if there is a name it will appear in the cell of that booking, while if there is no name we will see the name of the beneficiary in the occupancy plan cell.
Tip. If you fill in the "Alias" field in the agency profile card, it will appear next to the player's name and you will be able to see both names at a glance.
To make an agency booking follow these steps:
Select the desired day.
In the desired start time, select the cells according to the number of players.
In the pop up, click on "Book".
Search and select the agency.
Select the rate for that agency. If the system is properly configured, only the rates that correspond to that agency according to its profile will appear.
Tip. On the left side of the name you have a "copy" icon. For large groups this tool can save you a lot of clicks.
Click on the arrow to the right of the "Book" button.
Click on "Book and edit". A pop up will open with the booking details. You can get to this same pop up by clicking on any booking in the occupancy plan.
Depending on the option you want:
Beneficiary. Click on the agency name to the right of "Beneficiary" to search and select the player from your database.
Name. Click on "edit" to the right of "Name" to write a free text of what name the booking will go to.
Close the pop up.
How to pay for a booking
Select the booking you want to pay for. In case you want to pay for a group booking, you just need to click on any of them. A pop up will appear.
In the column of buttons on the right hand side, click on "POS". You will be redirected to the point of sale terminal "POS".
In the cart, or display, you will see the sales lines for those bookings. Select the bookings you want to pay for. Be careful, if you do not select any line the system will understand that you want to pay all of them.
At the bottom right, where the keyboard is, click on "Finish".
Select the payment method you want. The system will issue a ticket.
Note: You will see that the sales lines have changed from pending payment (red) to paid (green).
Note: You can pay for your bookings in split mode. Select in step 3 the lines that you want to pay with a payment method and continue the process. Repeat the process with the other lines pending payment.
Note: When making a booking, instead of clicking on "Book", you can click on "Pay" to go directly to the POS and save a few clicks.How to pay for a booking
How to cancel an unpaid booking
Select the booking you wish to cancel.
In case you want to cancel only one booking or one booking at a time, just click on it.
In case you want to cancel more than one booking, as you would do in Excel, you will have to use the shift or control key.
Shift. First press the shift key. Then click on the first booking you want to cancel and then on the last booking you want to cancel. All the bookings between the first and last booking will be selected.
Control (Ctrl). If you want to select individual bookings, first press the control key. Now select the bookings you want to cancel.
A pop up will open with the booking details. In the column of buttons at the bottom, click on "Cancel".
In the pop-up that appears, you have the option to check Cancel all bookings in the group.
Click "Accept".
Note: You will see that in this pop-up there is an option "Cancel all group bookings". By checking this option all bookings in that group will be cancelled. It can be a trick if you have a very large booking and you don't want to be selecting them with shift. Click on the first booking, cancel, and activate this option to cancel all the bookings in the group.
How to cancel a paid booking
Select the booking you wish to cancel. If it is a group booking, you just need to click on any of them. A pop up will open with the booking details.
In the button column, at the top, click on "POS".
Select from the cart (or display) the bookings you wish to cancel. Be careful, if you do not select any booking you will cancel all of them.
In the buttons to the right of the keyboard, click on "Cancel" to cancel the ticket. A negative ticket will be generated with the same payment method with which this booking was initially charged. You will see that these cart lines have changed from paid (green) to "pending payment" (red).
Once the ticket is cancelled, click again on "Cancel" to cancel the sale. As this sale is associated with the booking, the booking will also be cancelled.
Note: As the booking is pending payment, you could also have cancelled it from the booking plan, but it is faster from the POS.
How to move a booking
Depending on the number of bookings you want to move:
In case you want to move a booking or go one at a time, click on that booking.
In case you want to move more than one booking, as we would do in Excel, we will have to use the shift or control key.
Shift. First press the shift key. Then click on the first booking you want to move and then on the last booking you want to move. All the bookings between the first and last booking will be selected.
Control (Ctrl). If you want to select individual bookings, first press the control key. Now select the bookings you want to move.
A pop up will appear. Click on "Move". You will see a sign at the bottom right indicating that you are in "move" mode.
Select the day you want to move the booking(s) to.
Select the time you want to move the booking(s) to.
Click on "Update".
Tip. If you want to move the bookings on the same day, once selected, you can click on them and drag them to the desired time. Obviously this option does not work if you want to move them to another day.
How to move a paid booking
To move a booking that is paid, the first thing you have to do is to uncheck the Update sale option before Accepting.
After this step, the process is the same as moving a booking.
How to copy a booking
Depending on the number of bookings you want to copy:
In case you want to copy a booking or go one at a time, click on that booking.
In case you want to copy more than one booking, as we would do in Excel, we will have to use the shift or control key.
Shift. First press the shift key. Then click on the first booking you want to copy and then on the last booking you want to copy. All the bookings between the first and last booking will be selected.
Control (Ctrl). If you want to select individual bookings, first press the control key. Now select the bookings you want to move.
A pop up will appear. Click on:
"Copy" to have all these bookings in one cart. This option is useful for agency bookings, as you will have them all in the same sale and in the same cart, making it easier to modify or cancel.
"Copy new" to copy these bookings into a new cart. This option is useful for partner or visitor bookings that you are not interested in mixing in the same cart and to be able to modify or delete them independently from the original one.
You will see a sign at the bottom right indicating that you are in "copy" mode.
Select the day you want to copy the booking(s) to.
Select the time you want to copy the booking(s) to.
Click on "Copy".
Tip. If you want to continue copying, you can click on the arrow to the right of the "Copy" button and click on "Copy and continue". This will make it easier if you want to copy over more than one day.
Note: If this booking is repeated on the same days of the week at the same time, you can use our next "Repeat" functionality below.
Note. The tags are not copied, you have to import them from Excel or add them manually.
How to repeat a booking
Repeat a booking is a feature to copy the same booking to other days at the same time. Keep in mind that the system will return an error if any of the days are busy at that time slot, so this tool in fields with many bookings in the future may not be very useful. If the field is very busy and you need to know at what times to fit the bookings, it is better to use the "Copy and follow" functionality as it gives you the flexibility to choose what times suit you best.
Select the booking you want to repeat. If it is a group booking, you just need to click on any of them. A pop up will appear.
In the column of buttons on the right, click on "Repeat".
Here you will be able to choose between:
Repeat. To repeat certain days of the week until such date or after X repetitions.
Single dates. To repeat these bookings on selected days from a calendar.
Click "Accept". If the times are available, the bookings will be created without problem. While if they are full, you will get an error and it will be better to use the "Copy and follow" tool.
How to check-in a booking
The Golfmanager checkin is a simple "tick" that we add to the booking, which will be visible in the cell of the occupancy plan and will be useful for certain tasks depending on the course. By default the checkin does nothing more than inform with that tick, but there are advanced options that make the checkin do other actions such as invoicing, sending data to the federation, etc.
Clubs use the checkin to:
Mark that this booking has passed through reception.
Mark that this booking has already gone to the field.
Etc. You can use this tool for whatever you want.
To make a checkin we will follow the following steps:
Depending on the number of bookings you want to check in:
In case you want to check in one booking or go one at a time, click on that booking.
In case you want to check in more than one booking, as we would do in Excel, we will have to use the shift or control key.
Shift. First press the shift key. Then click on the first booking you want to check in and then click on the last booking you want to check in. All the bookings between the first and last booking will be selected.
Control (Ctrl). If you want to select single bookings, first press the control key. Now select the bookings you want to move.
A pop up will appear. Click on "Checkin". You will see a "tick" in the cells of these bookings in the occupancy plan.
How to mark a booking as "no show"
Depending on the number of bookings you want to mark as no show:
In case you want to mark as no show one booking or go one at a time, click on that booking.
In case you want to mark as no show more than one booking, as we would do in Excel, we will have to use the shift or control key.
Shift. First press the shift key. Then click on the first booking you want to mark as no show and then on the last booking you want to mark as no show. All the bookings between the first and last booking will be selected.
Control (Ctrl). If you want to select individual bookings, first press the control key. Now select the bookings you want to move.
A pop up will appear. Click on "No Show".
You will have 3 no show options according to your way of proceeding in each case:
Cancel booking and sale. This option will cancel the booking and its sale. The slot will be left free for another player and the debt will be forgiven to the customer.
Cancel booking and keep sale. This option will cancel the booking but keep the sale. The booking will be available for another player, but the debt of the booking will still appear on the customer's card.
Keep booking and sale. This option keeps the booking and its sale. The booking will not disappear from the timetable, another player will not be able to occupy that position, and the cell will be marked with a no show icon. The debt for that booking will still appear on the client's card.
Click on "Accept".
How to edit a booking
Select the booking you want to edit. In case you want to edit more than one booking, you only need to click on one of them. The booking detail pop up will appear.
In the column of buttons on the right side, click on "Edit".
A pop up will appear where you can edit the player (client) or the rate (type of booking) in this case and if you want to update the corresponding rate, Golfmanager by default marks the option Update sale, otherwise you can deactivate it and it will keep the initial rate.
Click on "Update":
Note: If the booking is pending payment, the sale and its price will be updated. If the booking is paid, as it is associated to an official ticket, it will not be updated. If you want to update the price of an already paid booking, you will have to cancel the ticket first and then proceed to modify.
How to add comments to a booking
Select the booking you want to comment. In case you want to comment more than one booking, you only need to click on one of them. The booking detail pop up will appear.
At the bottom, click on "Add comments":
Write the comment you want.
You can save the comment in two different ways:
Click "Save" to save the comment only on that booking you have selected.
Click on the arrow to the right of the "Save" button and then click on "Save in all" to save these comments to all the bookings in that group.
Note: A comment icon will appear in the cell of these bookings, which means that this booking has a comment. By hovering your mouse over it and waiting 2-3 seconds, you will be able to see the comment for that booking. Or by clicking on that booking, the detail pop up will appear again where you can read and edit the comment again.
How to add a booking to an existing booking group
If you are making a booking for visitors or partners, adding a booking is usually done as if it were a new booking. But sometimes, especially with turoperation, you need to be able to add bookings to an existing group to be able to treat them better in the POS or when invoicing. To do this, follow these steps:
Select one of the existing bookings. A booking detail pop up will appear.
In the column of buttons on the right, click on "Add". A pop up will appear at the bottom right confirming that you are in "add" mode.
Select the cells (bookings) you want to add.
Enter the client's name and the type of booking.
Click on "Book".
How to print a booking ticket
Traditionally, clubs are used to handing a ticket to the player with his green fee. In Golfmanager we are against this practice and we support the elimination of paper and bet on pure digitization. Give a tablet to your marshal and manage your tee times in real time in a more powerful and efficient way. But if you are not convinced, follow these steps to print a ticket:
Click on the desired booking. A pop up will appear with the booking details.
In the column of buttons on the right, click on "Print".
If the printer is correctly installed, a ticket of the booking without price will be printed.
How to send a booking confirmation mail
In Golfmanager we allow you to send a booking confirmation email to your client in a comfortable way from the occupancy plan. These emails can be:
Sent automatically as soon as the booking is made. To do this you need to have activated in the resource type the option "Automatic confirmation email".
Sent manually as we will see below.
Select the booking you want to send the confirmation email to. If it is a group booking you just need to click on any of them. A pop up will appear.
In the column of buttons on the right hand side, click on "send mail".
In the new pop up, choose the template you want to send to the customer. These templates are editable by the club.
Click "Send".
Note: We recommend that you set up your email account so that these emails are sent to the customer in the name of the club. We also recommend you to hire a professional email service in order to have a higher open rate, avoid emails going to spam, and view open statistics.
How to block the course
The blocking allows us to prevent online bookings in that facility for any reason: course puncturing, tournaments, maintenance, etc. To block the facility, select the slots you want to block:
Select the slots you want to block. A pop up will appear.
Click on "Block". A pop up will appear with the details of the lock.
Edit the lock with the following options:
Name: Cause of the block. You can leave it as it is, or you can put the cauda, for example "Maintenance"
Start date: Select the start date of the blockage.
End date: Select the end date of the block.
Start time: Select the start time of the lockout.
End time: Select the end time of the lockout.
Days of the week: We can select which days of the week we need to block if the date range is a long period.
Color of text and background: We can customize the color with which the blocks will appear in the occupation plan.
Click on "Accept".
Note: The blocks prevent your clients from making bookings at those hours through the web page, but the back office is allowed to make bookings on top of a block in case it is necessary.
Creating a booking with a client and a beneficiary or booking name
You may find that you need to book on behalf of a main client such as a GF Hotel and that the booking will be enjoyed by another player, in this case the beneficiary. If you want to save the client's details in the booking you can do so by saving the beneficiary field or name, within the booking pop up.
Create the desired number of bookings, fill in the name of the principal, (hotel, TTOO, inviting partner, golf club if for correspondence) and click on Book or Book and continue:
In the booking pop up there are 2 fields to fill in the name of the Beneficiary player and Name.
Fill in the Beneficiary field so that the data remains in the customer's history, if the customer is not registered a new record will be created.
If you do not want to create a new customer record, fill in the Name field, a new customer record will not be created and the name will be saved in the booking.
Click on Save or click on the drop-down Save in all.
If you want to change player you have a small arrow in the upper right corner to move to the next player.
Can a customer cancel or modify a booking online?
A client cannot edit or modify a booking online, but can cancel it and make it again from the client area.
Editing a booking is only possible from reception.
This image shows how the customer can cancel their bookings.
Customer Finder
When searching for a player when creating a booking or selling a product at the POS, etc. The system returns the results when typing in the following way:
Partial search (you don't have to put the text the same for Golfmanager to start returning results):
Name.
Phone number.
Email.
Total search (you have to enter the same text for Golfmanager to return results):
DNI.
Center card number.
Nº of member.
Why does the booking line appear in blue?
must be paid
total other than 0
the related sales line neither ticket nor invoice
Print the Marshall booking list
Although we always bet for the digitalization of the Marshall and the saving of paper, at the top of the departure schedule, there is an icon with an arrow down.
Click on the icon to download the booking sheet.
Editing schedules of the occupancy plan
To edit the schedules of the occupancy plan, you have to configure the intervals of the resource types. To do so, please refer to the help article on Resource Types.
It does not remember the last client booking type
If when booking and entering the player's name, the last type of booking used by the player does not appear automatically, it is because this "reminder" is saved only in the PC and not in the system in general.
That is to say, if on the same PC a booking is made for a player with booking type X, and another day on the same PC I make a booking for the same player, the system will remind us of his last booking type.
However, if I use another PC and I make a booking another day to that player, the system will not remember the last booking type used.
The customer booking does not appear in the booking type dropdown.
Type of booking and client must have the same tag associated, in case it does not show we will check the client and booking type tags.
First check the tag associated with the client:
Click on Configuration.
Click on Booking.
Click on Client.
It observes that Tags has associated the client.
Now check the booking type tag:
Click on the Configuration Menu.
Click on Booking > Booking types > Desired ID.
Observe that it has associated the same tag that the client has.
If it is not thus, fill the tag with the same tag that has the client.
Click on Save.
Update the nationality from the Bookings pop up
To search for a booking we will have to go to the Main Menu:
Click on Bookings.
Go to the day and time, click on the corresponding booking in the booking panel.
Click on the nationality you want to modify and edit.