When you receive a call or visit to the golf shop and someone informs you that they have lost something, your first step will be to review your Lost and Found Dashboard. Here, you can view items that have already been found and turned into the golf shop. If the item is not on this list, your first step in managing a lost item will be to add it to the dashboard.
In this article, we will discuss the process of managing lost items, from when they were first lost to when they are returned to the individual:
Entering a New Lost Item
Marking a Lost Item as Found
Finalizing Lost Item as Returned to Owner
Entering a New Lost Item:
To enter a new lost item, follow these instructions:
Go to Services > Lost and Found > Dashboard.
Click "New Lost Item" found in the lower left corner (as shown below).
Enter or select the following information:
Lost Date: The day the item was lost.
Lost By (Customer Type): Select the appropriate customer type (i.e., Member, Staff, or Guest).
Lost By (Name): Enter the individual who lost the item based on the customer type:
Member: Select the member name from your member roster.
Guest: If you maintain a Guest Roster, you can start typing a guest's first name, last name, or email in the field and select that guest from the guest roster. If you are adding a new guest, click "Add new Guest" and enter the following:
Enter the new guest details (e.g., First Name, Last Name, etc.) (as shown below).
Add to Guest Roster: If this is a new guest, you can save them to your Guest Roster.
Click "Save."
Staff: Select a staff member from the list. If a staff member has not been added, click "Add new Staff Member" and enter the following:
If the staff member is a Golf Shop user, select "Yes," and if they are not, select "No."
If you selected "Yes":
Select the User and enter their cell phone details (as shown below).
If you selected "No:"
Enter the new staff member's details (e.g., First Name, Last Name, etc.) (as shown below).
Click "Save."
Item Number: The running Lost and Found Item Number will be populated here. You can edit the item number if necessary.
Item Category: Select the appropriate category to place an item. Find the product category by typing in the name or selecting it from the dropdown menu. By adding a category, they can easily be searched using the advanced filter. Note: Categories can be added in the Lost and Found General Settings.
Description: Add a brief description of the lost item.
Internal Notes: Enter any internal notes (can only be viewed by managers) specific to the item. The internal notes can be viewed and edited at any time.
Click "Save," and the item will be added to the Lost and Found Dashboard with the status of "Lost" on the dashboard (as shown below).
Marking a Lost Item as Found:
If you have determined that a found item is already in the list, you can mark the item as found. When a lost item is marked as found, it will send notifications to the individual who reported the item as lost, stating that it has been found and where they can retrieve it. To mark a lost item as found, follow these directions:
Go to Services > Lost and Found > Dashboard.
Search for the item that has been found. Note: If a found item has not been reported as lost, you can add it as a New Found Item to the dashboard. For more details, Click Here.
Click the action dropdown for the item.
Select the option "Mark as Found" (as shown below).
Enter the following information:
Found Date: Enter the date the item was found.
Found By (Customer Type): Select the appropriate customer type (i.e., Member, Staff, or Guest).
Found By (Name): Enter the individual who found the item based on the customer type:
Member: Select the member name from your member roster.
Guest: Select the guest name or enter a new guest's details (more details outlined in the prior section).
Staff: Select a staff member from the list or enter a new staff member's details (more details outlined in the preceding section).
Found Location: Add a brief description of where the item was found.
Current Location: Where the item will be stored so the member can retrieve it. Note: Location can be added in the Lost and Found General Settings.
Internal Notes: Enter any internal notes (can only be viewed by managers) specific to the item. The internal notes can be viewed and edited at any time.
Click "Save," and the item status on the Lost and Found Dashboard will be updated to "Found and Claimed" (as shown below).
Finalizing Lost Item as Returned to Owner:
When a lost item is returned to its owner, you can finalize it and mark it as returned. An item will be removed from the dashboard within 48 hours when it is marked as returned. To mark a lost item as found and returned, follow these directions:
Go to Services > Lost and Found > Dashboard.
Search for the item that is being returned.
Take one of the following actions (as shown below):
Click the quick action "Fast-Forward" button.
Click the action dropdown and click "Return to Owner."
The item status on the Lost and Found Dashboard will be updated to "Found and Returned to Owner" (as shown below).
Automated Notification:
After entering a lost item, or when a lost item is marked as found, the customer will receive an email notification (if enabled) and text message notification (if enabled) confirming the status of their lost and found item. The default notification includes club contact information and pickup location details. You can customize the automated notification to include a personalized message to the individual by clicking "Edit this specific message." For more information on customizing notifications on the fly, Click Here.
For automated emails, you can view the Email Delivery Report to ensure emails were delivered successfully and identify those that were not.