Index
Section: Main Menu > Clients
FAQ
Introduction
The client list is one of the most popular pages in Golfmanager. From a client's card we can save personal information, add bank accounts, notes, as well as consult reservations, quotas, or bonus balances.
As in any listing, you can use the tools to better exploit your data.
How to create a customer
A customer can be created in 3 different ways:
From the client list
Click on New.
Fill in the data.
Click on Save.
From reservations or POS
When you are making a reservation, creating a class, or selling something in the POS and you are looking for a customer in the database, if it is not found, the system offers you the possibility to "Create new". By clicking there you will be able to register a customer in your program without having to abandon the action you have started.
From the web, widget or APP
A customer can also access the online part and create an account if the club allows it. These registrations will be automatically imported into your database.
Special button Massive Reload of Vouchers
In the main menu:
Click on Customers
Filter by desired and select bulk recharge customers
Click on Bulk recharge vouchers
Fill in the fields type of voucher and the number of recharge units of that voucher, overwrite the balance Yes or NO
Click on Save
Special button Add to Bulkmail
Previously you have to install Bulkmail in Golfmanager. Once installed, in the Main
Menu:
Filter and select the clients to send email to.
Once selected, click on Add to Bulkmail
Select in the dropdown Message
Accept
Special button Export to Mailchimp
In the Main Menu:
Click on Customers.
Filter to get the desired customers.
Select the customers.
Click on the 3 dots
Click on Export to Mailchimp.
Select the list to export these customers. With this move you already have your contacts synchronized with your Mailchimp account.
Special Export Emails button
Select this button if you want to export all customer emails.
Customer file. Main tab. Special button Go to POS.
With this button you can access the POS with the customer already selected and without the need to search by name. This button can make you gain agility and speed.
Customer file. Main tab. General Section
ID: Unique identifier of this customer in the database.
Photo: Customer's photo. This photo will appear in the customer's card, in the pop up of a reservation, and in the widget/app.
Full name*: Name and surname of the customer.
Date of birth: Customer's date of birth.
Gender: Male or female.
DNI: National identity card.
DNI exp. date: Date of expiration of the DNI.
Member number: Member or subscriber number of this customer. This number can be used by the customer to log in to the website, widget or app and thus obtain their benefits.
Center card: RFID card or similar technology that is associated with the customer and is used to open turnstiles, barriers, or remove balls from the driving range machine. Advanced option: When creating a new customer, copy the customer ID and paste it into the Center Card field. This is useful for those who have the app and widget and have the ball machine working.
Nationality: Nationality of the customer. It will be useful for game statistics.
Collective: Customer collective that will serve to define prices and perform certain statistics.
Others 1: Open field that each club can translate to what they want and use in a personalized way.
Tags: Tags for this client. This field is really important because it will define what types of reservation (or rates) it will have access to. These tags can be:
Automatic. The label is added/removed by an external agent such as a fee or a voucher. These cannot be deleted manually.
Manual. The tag is entered manually by an employee, and can be deleted in the same way.
Customer file. Main tab. Profile section
Is company: This field will help us to identify company type profiles in listings and statistics. Also, when this option is enabled, the date of birth and gender fields are hidden.
Is Agency: This field will help us to identify agency type profiles in listings and statistics, very useful for later invoicing.
On Credit: We will activate this field when we want a customer to be on credit, i.e. he/she can book online without having to pay at that moment. At the end of the period, the club will identify all credit sales, invoice them and claim payment.
Request invoice: We will activate this field if this customer wants to get an invoice at the end of a period. If this option is not activated, it is normal that these invoices are grouped in a summary or recapitulative invoice.
Is API: We will activate this option only if this customer is going to book online through a software and not through our website. For example: Golf breaks or Leadingcourses.
Registered online: This field indicates if the client's card has been created at the reception or through the web by the client.
Customer file. Main tab. Alias section
Alias: Short name (we recommend 3-4 digits) that identifies this customer. This alias will be visible in the booking plan next to the player's name. It is usually used to:
Identify the agency name. Normally an agency's reservation reflects the player's name. Well, the alias of the agency will appear next to it, so you can perfectly identify the name of the group and through which agency it comes from.
Identify the type of client. Some clubs like to put "member" so that this tag appears on each reservation in the reservation plan.
Tag text color: Here you can customize the text color of these tags on the reservation map. Try to match well with the background color below.
Tag background color: Here you can customize the background color of these tags in the reservation map. Some clubs choose "red" for prepaid agencies, "green" for credit agencies.
Customer file. Main tab. Contact section
Email: Customer's email where you will receive our notifications. This email is unique in the database and will also be used to log in to the web, widget or app.
Password: The password to access your file on the booking website, widget or app. This password can be entered manually at reception or can be defined by the user when creating an account or when resetting the password in case it has been forgotten.
Prefix: Country prefix for the phone.
Phone: Customer's phone number.
Other Prefix: In case of having more than one phone, the country prefix of that other number.
Other phone: In case of having more than one phone, the number of that other phone.
Contact Person: For companies this is usually a useful field.
Customer file. Main tab. Address section.
Street: Street and number.
City: City.
Province: Province.
Postal code: Postal code.
Country code: Country.
Customer file. Main tab. Invoicing data section
This section is to be filled in if the customer needs an invoice. Only fill in this section in case the billing address is different from the main address.
Street: Street and number.
City: City.
Postal code: Postal code.
Country code: Country.
Province: Province.
Fiscal name: Fiscal name for the invoices to this client.
Email of invoices: Email to which your invoices will be sent.
Accounting account: This field is necessary if you want to export the data to your accounting system. In most integrations, if this field is empty, they are exported to a generic account.
Invoice to: This field is useful for family members (children, spouses). Here you can define that the consumptions of a family or another customer are billed to the same holder. When the system is going to group concepts in an invoice, it will group by the customer in this field above the customer who has enjoyed the service.
Customer file. Main tab. Others section
I accept the terms and conditions: This field can be activated by an employee from reception after receiving a signature document from the customer, or the customer himself can accept it when creating an account from the web, widget or app.
Accepted commercial communications: This field can be activated by an employee at the reception desk after receiving a signature document from the customer, or the customer can accept it when creating an account from the web, widget or app.
Others 2: Open field that each club can translate to whatever they want and use in a personalized way.
Alert: The text written here will appear under the customer's name when they are going to make a reservation or sell at the POS. It is useful to leave messages from a customer such as "You have left a stick", "You have returned the fee", etc.
Locked: By activating this option the system will not allow the customer to book online. This option is usually used when a customer has returned a fee or has made an abusive use of the online booking system.
Remarks: Open field where you can write down anything about a customer.
Customer file. Comments tab
In this section we can add comments, attach files, and use for an infinite number of tasks using our custom fields. As in any listing, you can use the tools to better exploit your data.
To add a comment just:
Click New.
Add the Comment you want.
Choose a Date for this comment.
Attach a Photo or File if you wish.
Click on Save.
Customer file. Bookings tab
In this section we will see the reservations associated to this client. This list is the same as the one we would get if we go to the generic Bookings List and filter by that client. Therefore, the functionalities of this list, as well as the detail of each record, is explained in our article on Booking List. As in any listing, you can use the tools to better exploit your data.
Customer file. Sales tab
In this section we will see the sales associated to this customer. This list is the same that we would get if we go to the generic Sales List and filter by that customer. Therefore, the functionalities of this list, as well as the detail of each record, are explained in our Sales List article. As in any listing, you can use the tools to better exploit your data.
This section has 3 special buttons:
All, Paid, Pending. Using these filters you will be able to see all sales, only those that are paid, and very important those that are pending payment.
Pay. From this screen you will be able to select several sales of a customer and pay them at the same time. What the system does is that it joins them in a new and same sale so that it can be paid through the POS.
Print receipts. From this page, using this button, you will be able to print a ticket or receipt of some of the sales paid by this customer without going to the POS.
Customer file. Vouchers tab
In this section we will see the bonuses associated to this customer. This list is the same that we would get if we go to the generic Vouchers List and filter by that customer. Therefore, the functionalities of this list, as well as the detail of each record, is explained in our Bonus List article. As in any listing, you can use the tools to better exploit your data.
To recharge a new voucher or an existing one, you must do it from the POS and its corresponding button.
Customer file. Accounts tab
In this section we can associate bank accounts to a client. To add a new bank account:
Click on New.
Enter the customer's IBAN.
Enter the customer's BIC. If you do not fill it, the system will calculate it automatically.
Accepted mandate. A mandate is the contract that the club presents to the customer, and that the customer accepts, by which he accepts that his account will be debited. It is important that this field is activated for Q19 to work correctly.
Mandate Date. The date of the contract/mandate signed by the customer.
Priority. As always the priority is the order of preference. In this case, if the customer has more than one bank account, we will put in order of priority (most important 1, least important 100), the customer's accounts. The system, when a direct debit is to be made, will choose the bank account with the highest priority (starting with 1, 2, 3...). If the customer has only one bank account, you can enter any number.
Add Comments if you wish.
Click on Save.
When the account is saved the IBAN will be "encrypted" so that nobody can know the customer's bank account.
NOTE: if the system does not let you save an IBAN or displays a message, check with an external website to see if you have been given the correct number or to have the IBAN calculated automatically.
You can use this website: https://www.ibancalculator.com/567.html
Customer file. Cards tab
In this section we will see the credit cards of our customers. In fact, we will only see their last 4 digits.
The only way to add a card to a profile is for the customer to make an online payment with that card. After that payment, as long as the club activates "Save card", the system will store that card in their profile.
In reality, the system for security reasons does not save the customer's card number, but saves a token, which is nothing more than a secret code provided by the payment gateway contracted by the club and which, for all purposes, serves as if it were the customer's own card number. With this token:
We will be able to charge the customer at the POS against that card saved in one click.
The customer will be able to pay for his purchases online in one click without having to enter the complete number.
Customer file. Memberships tab
In this section we will see the quotas associated to this client. This list is the same as the one we would obtain if we go to the generic Memberships List and filter by that client. Therefore, the functionalities of this list, as well as the detail of each record, is explained in our Quota List article. As in any listing, you can use the tools to better exploit your data.
To create a new quota it must be done from the POS and its corresponding button.
Customer file. Actions tab
In this section we will see the actions associated with this customer. This list is the same as the one we would get if we go to the generic Actions List and filter by that customer. Therefore, the functionalities of this list, as well as the detail of each record, is explained in our Actions List article. As in any list, you can use the tools to better exploit your data.
To create a new quota, you must do it from the POS and its corresponding button.
Customer file. Relationships tab
In this section we can define the personal relationships (friends and family) of our client. This tool will be very useful to the client when booking a green fee for him and his friends/family because their names will appear in a privileged area when booking and it will not be necessary to search for them by their names, making the booking process much easier and faster. There are three ways to register relationships:
A receptionist from administration.
In the client's profile, go to the Relationships tab.
Click on New.
Find and select in the Relationship field the person you want to connect to your client.
Select the Relationship type (friend or family).
Click on Save.
A client from the web.
Once the client is logged in with their username and password, click on the client's name at the top right.
Click on Relationships.
Click on Add new relationship.
Fill in the Email.
Select the Relationship Type (friend or family).
Click on Send. At this point the system will send an email to the other person and they will have to accept. At that moment the relationship will be confirmed.
A client from the APP.
Coming soon.
FAQ
Mark a client as an Agency
To assign a client as an agency, from the Main Menu, follow these steps:
Click on Contacts
Click on the desired customer ID or click on New
In Profile, activate the Is Agency tab
Click on Save
Mark a contact as a Company
To assign a contact as a Company, do the following from the Main Menu:
Click on Contacts.
Click on the desired customer ID or click on New to enter the customer file.
In Profile, activate the Is company tab.
Click on Save
Adding a Client group to a customer
To assign a client group to a customer from the customer tab in the Main Menu:
Click on Customers.
In the Client group field, select the desired client group from the drop-down menu.
To finish, click on Save.
Adding a photo to a customer
If you want to add a photo to the customer file, follow these steps:
Click on Contacts.
In the main tab, under photo, click on Open.
Upload the photo.
Click on Save.
Note: From here you can also take the photo, edit it or delete it.
Add Alerts to a client
When booking you will be able to see the written alerts of the players so that you don't miss anything!
To create an alert follow these steps:
Click on Contacts or search in the quick search to access the client's card.
In the customer file, fill in the Alert field with the text of your choice.
Note: The alert is shown in red when you search for the player in the name field, either in a reservation Select customer, in the POS or from the quick search engine Search
Add Aliases to a Customer
From the Main Menu:
Click on Contacts.
Click on Client ID.
In the Alias section, fill in the desired alias and color.
Add Tag to a Customer
From the Main Menu:
Click on Contacts
In the customer file, fill in the Tag field.
Click on Save
Add Notes to a Customer
To add notes to a customer's file, access the file from the Main Menu:
Click on Contacts
Click on the desired customer ID
Click on the Comments tab
Fill in the comment
Save
Add a Member Number to a Customer
From the Main Menu
Click on Customers
In the profile, fill in the member number field.
Click on Save
Add Facility Card to a Customer
If you want to assign a customer facility card to a customer's card, follow these steps:
Go to the Customer tab.
Place the mouse on Facility card.
Scan the card with the card reader.
Finally click on Save.
Add a Bank Account number to a customer
To add an account number, from the Main Menu:
Click on Contacts.
Click on the Customer ID.
Click on the Accounts tab.
Click on New.
Fill in the desired fields such as Iban, mandate and mandate date.
Click on Save.
Access a customer's file
From the Main Menu:
Click on Contacts.
Click on the desired customer ID.
From Quick Search:
At the top left of the screen there is a search field, fill in the desired customer and click on the customer.
Note:
Having Show links to relationships enabled in General Settings > Security.
With this option enabled, from anywhere in the system that has the field with the customer's name, you can click on the customer's name and it will take you to that customer's file.
Copy records from the contact list
It is possible to copy records in all lists, both from the Main Menu and in Configuration.
In this example we will copy a record from the Contacts list.
From the Main Menu:
Click on Listings.
Click on Contacts.
Select the clients to copy.
Click on the three dots.
Click on Copy.
If you do not see the copied records at a glance, find the new records at the end of the list by double clicking on ID so that the list is sorted from last to first.
View a customer's paid sales list
Access the customer file from the Main Menu:
Click on Contacts.
Click on the customer ID.
Click on the Sales tab.
Click on Paid.
View the debts or pending sales of a customer
If you need to see a list of customer debts, you can do it from the sales list or from the same customer's card, in the sales and pending tab, in that list all the sales are shown whether they are paid or not and you can play with the filters to search according to your needs.
To see a list of debts of a client from his card follow these steps:
Click on Customer > search for the desired client and click on its ID.
Click on the Sales tab and then on Pending.
If you need to see the debts in the past filter by date of use, alias in the past.
View deleted clients
In the Main Menu:
Click on Contacts.
Click on 3 dots.
Click on check deleted items.
If we want to recover a client we select it and click on Restore.
View a Customer's memberships
To check or edit the quotas assigned to a client from his client file, follow these steps from the Main Menu:
Click on Customers.
Click on the memberships tab.
If you want to edit the membership:
Click on the desired membeship ID.
Edit the fields according to your needs.
Click on Save.
View a Customer Vouchers and/or movements
From the Main Menu:
Click on Contacts.
Click on the desired client ID.
Click on the Vouchers tab.
To check the movements of the Voucher:
Click on the ID of the desired voucher.
Click on Movements.
View a Customer's Bookings history
From the Main Menu:
Click on Contacts
Click on the desired client ID
Click on the Bookings tab
If needed you can make filters, add columns and save lists.
Consult a Customer's debit/credit card (encrypted)
If your payment gateway has been configured to store and save a credit card, it will allow you to pay with it in the future. To check if your customer has a card in the program, do the following from the Main Menu:
Click on Contacts.
Click on the desired customer ID
Click on the Credit card tab
Print sales receipts from a Customer's card
In the Main Menu:
Click on Contacts
Click on the desired customer ID
Click on the Sales tab
Select the lines you want to print tickets
Click on Print Tickets
In pop up click on Accept
Customer with credit payment
To process a customer with the credit payment method do the following, from the Main Menu:
Click on Contacts
Click on the desired customer ID or New
In Profile, activate the On Credit tab
Click on Save
Client / Agency or TTOO requests invoice
If a client, agency or TTOO asks you for an invoice on a regular basis, do the following from the Main Menu:
Click on Clients.
Click on the desired client ID or click on New.
In Profile, activate the Request Invoice tab.
Click on Save.
Delete customers
From the Main Menu:
Click on Contacts
Select the checkbox of the Client IDs you want to delete.
Click on Delete
From the Customer Tab:
Click on Delete
NOTE: You can always recover the deleted Clients and retrieve them in:
the 3 dots
View deleted
Direct debit a sale from the customer file
To debit a sale from the customer file:
Click on the Sales tab , and click on Pending.
Find and open the sales line to be debited by clicking on the corresponding ID.
Find the Domiciliation section and activate the option Domiciled.
Select the bank account from the drop-down menu or create a new account if necessary.
Click on Save.
Delete a Voucher from the customer's file
If you want to delete a voucher from the customer card, follow these steps from the Main Menu:
Click on Clients.
Click on the Vouchers tab and click on the desired voucher id.
To delete the voucher, click on Delete
To retrieve a deleted voucher, in the customer tab, click on the three dots and view deleted, from there you can retrieve it when you need it by selecting its ID.
Pay outstanding invoices from the customer file
In this article we will see how to set a payment method for invoices that have not yet been paid:
Go to Main Menu > Customers.
Use the Search bar to search for the customer's name.
Click on the customer's ID.
Click on the Sales tab.
Select Pending.
You can filter by invoice number:
select Filter
create a filter by Invoice
and type the desired invoice number.
Select the IDs of the desired sales lines.
Click on the Pay button.
You will be taken to the POS so you can Finalize and give a payment method.
List of active bookings from the client's file
To view the list of active bookings from a client's file, follow these steps.
Click on Main Menu > Clients > and desired Client.
Click on the Reservations tab and filter by the following:
Cancelled equals No
Expiration No value
Editing the balance of a voucher from the client file
If you want to edit a customer's voucher balance, from the Main Menu:
Click on Contacts > Contacts ID.
Click on the Bonds tab.
Click on the ID of the desired bonus.
Click on the Add balance button.
Add balance in positive or negative as appropriate and fill in the remarks field to justify the change (optional).
To finish click on OK.
Duplicate customer. Unify data of a duplicate customer
If you find a duplicate client (B) and you want to unify the data in a single profile (A), there are 2 ways, follow the steps below:
Manually transfer the data from the main tab of profile (B) to profile (A).
Transfer the Sales from profile (B) to profile (A).
Go to Main Menu > Contacts.
Find and select the profile ID (B).
Click on the Sales tab.
Click on the 3 dots > Export to excel.
Open the exported file and in the Customer column replace the profile customer ID (B) with the profile ID (A). Do not worry about the column where the real name appears because it is a data associated to the ID.
Click on Save.
In the Client ID of the profile (A), click on the 3 dots > Import from excel.
Select the previously modified file and save it.
Repeat the same steps of the previous point with the tabs Bookings, Memberships and Vouchers.
Now you can proceed to Delete the customer profile (B)
Go to Main Menu > Contacts.
Find and select the profile ID (B).
Click on Delete.
What to do for a client to retrieve or create a password
If a client does not remember the password, they can always reset it from the club's booking website. The login URL is clubname.golfmanager.com/consumer/login.
The client has to select in Forgot my password
He/she has to enter the same email address that appears in the client's data pass to reset password.
The client will receive an email with the steps to confirm and enter the new password.
NOTE: You can also assign a password by hand from their client file.
What to do if a client is trying to recover his/her password and does not receive the email
If a client is trying to recover his password but does not receive the email with a new password:
You have to check if the mail has left the system without errors. To do this, go to Settings > General Settings > Last mails sent.
The client has to check that the mail is not in the spam folder.
You have to check that the email that the client is using to recover the password, is the same as the one in his client file.
You have to check that the client's email address does not have spaces at the beginning or at the end.
NOTE: You can also assign a password by hand from their client file.