Operator's Guide to teesheet.ai

Getting started: your venue, your booking site

When you come aboard, you start with a quick application on teesheet.ai. Once you're approved, your venue is provisioned with its own branded booking site on its own web address, and your data is kept completely separate from every other venue on the platform. From day one, your customers book at your site, your staff work in your teesheet, and nothing is shared with anyone else. Your whole team signs in to the staff app at staff.teesheet.ai — the same address for every venue, with the right venue loaded automatically from each person's login.

The first time you sign in, an onboarding wizard walks you through the essentials — your hours of operation, your simulators, your pricing, and your branding — so you can get live quickly without having to hunt through settings. You can always refine everything later, but the wizard makes sure you're up and running fast.

Configuring your venue in the Admin Panel

The Admin Panel is where you shape how your venue runs. Settings are grouped so you can find things easily.

Under Venue, you set your regular hours of operation and, if your business is seasonal, you can define separate busy-season and off-season schedules with their own daily open and close times. For holidays or one-off changes, special-date overrides let you set custom hours — or mark a day closed — and those always take precedence over your normal schedule. This is also where you manage your simulators and the order they appear in, block bays for maintenance, set blackout periods, adjust booking rules, and handle your branding and the embed code if you want to drop booking into your own website.

Under Pricing, you control your base and weekend rates per simulator type, set up holiday and peak pricing, and create the account discounts your staff can assign to customers — military, loyalty, VIP, and so on. There's an optional intelligent demand-pricing engine that can automatically offer small, capped discounts to fill softer time slots based on real demand; it ships turned off, so you can leave it alone until you're ready to experiment, and even then it respects price floors and discount caps you set. This section also holds your membership preferences, like the point at which members get a friendly "running low on hours" nudge.

Under Advanced, you'll find your notification templates, weather alerts, and the daily report configuration — you decide whether the morning staff email is on, what time it sends, and who receives it, and you can fire off a test report any time to see exactly what your team will get.

The Staff section is where you add team members, set their roles, and issue the PINs that protect sensitive actions. And under Integrations, you connect the services that power payments and your POS — GoTab or Square for point of sale, Stripe for payments, and Zoho for your CRM. If you run on Square, connect it under Settings → Integrations → Square by entering your Location ID (use Test connection to list your locations); teesheet then creates a Square order at each check-in — member sessions comped at $0, guest fees added as their own line — and syncs your completed Square orders into the Financial Health dashboard, with a Sync revenue button to pull them on demand.

Memberships, packages, and events

teesheet.ai gives you several ways to sell beyond single bookings. You can offer tiered memberships — for example a starter, a regular, and an unlimited plan — each with a monthly allotment of simulator hours and a choice of monthly or annual billing. Memberships run on Stripe, so signups, upgrades, and renewals are handled automatically, and members' hours are drawn down as they play.

You can also sell prepaid packages and credit bundles, run private events with a deposit collected securely online, and host leagues and your own tournaments. Each of these has its own workflow your staff manage day to day, but you control the pricing and structure from the admin side.

Teaching pro system

If you have instructors on staff, the teaching pro system lets you put lessons front and center. For each professional you create a profile, define the lesson types they offer, and configure their availability so customers only ever see the times a pro is genuinely free to teach.

Pricing supports two models, so you can match how each pro actually charges. Choose tiered pricing when lessons are sold as set packages or levels, or hourly pricing when a pro bills straight by the hour — whichever fits their style.

Every pro also gets a public profile page at /lessons/[pro-slug] that customers can book from directly, complete with their bio, lesson types, and open times. And because each profile comes with an embed code, the pro — or your own website — can host the same booking widget anywhere you like, turning any page into a place to book a lesson.

League management

Leagues are a natural fit for keeping your bays busy on a recurring schedule. You set one up by defining its format, its sessions, and a registration cutoff — a specific date and time after which signups close automatically — so you never have to remember to shut the door on a full or expired league yourself.

Leagues also integrate with VGL (Virtual Golf League) for roster and scheduling, so the play side stays in sync with the tools your league runners already know. And once a league's end date passes, it auto-deactivates — meaning your active list only ever shows what's actually running, without any manual cleanup.

Playing partner capture

When a customer books for a group, they can add their playing partners by name and phone number right in the booking flow. Those details carry through so your staff can see exactly who's expected on each booking when the group arrives at check-in.

The phone numbers you capture are more than a nicety — they're what your team uses to look each partner up in aG Locker. That ties every player on a booking back to a real contact, so nobody in a group is a mystery and your player records stay complete.

Understanding your numbers

The Analytics and reports area gives you dashboards for bookings, revenue, and utilization, so you can see how the business is performing and where there's room to grow. Combined with the daily staff report, you get both the big-picture trends and the on-the-ground detail.

Financial intelligence

Beyond bookings and revenue, teesheet.ai gives you a real handle on the money side of the business. You can connect your bank accounts through Plaid to bring your expenses in automatically, then categorize them so your reporting reflects what's actually happening rather than a rough guess.

From there, the platform helps you look ahead. You get forecasting, seasonal planning, and a budget tool with monthly targets and one-click suggestions drawn from your own history — so when you're planning for a busy stretch or a quiet one, you're working from your real numbers instead of gut feel.

Growing to multiple locations

If you operate — or plan to operate — more than one venue, the platform is built for it. You can run multiple locations from a single account, and each one gets its own branded booking site and teesheet with its data kept separate. Each venue resolves from its own web address, so to your customers each location feels like its own business, while you manage them all from one place.

Multi-location

Under the hood, teesheet.ai is genuinely multi-venue. Every new venue you add gets its own subdomain and its own isolated set of data, so there's no bleed between locations — bookings, customers, pricing, and reporting all stay cleanly separated per site.

Getting a new location online is quick because provisioning clones a fully-configured starter setup — the demo template — rather than dropping you onto a blank slate. That means a new venue comes up with sensible defaults already in place, and you simply customize the pieces that make it yours.

Your subscription

teesheet.ai is offered on simple, tiered plans that scale with your business — you can start small and upgrade as you grow, right from the Billing area, with no long-term contracts. If you're new, you'll typically begin with a trial so you can get comfortable before committing.

Subscription & billing

The plans themselves are straightforward and priced by how many simulators you run. Starter covers up to 4 simulators at $99/mo, Professional covers up to 8 simulators at $199/mo, and Enterprise gives you unlimited simulators at $399/mo. As your floor grows, you move up a tier — nothing more complicated than that.

Your free trial gives you full Enterprise-level access, so you can evaluate every feature the platform offers before you decide where you land. When you're ready, you simply choose the plan that fits the size of your operation.

Billing is entirely self-serve. From the Billing page in the staff app you can subscribe, upgrade, and manage your plan and payment method whenever you need to — no phone calls, no waiting on us to make a change for you.

Social media integrations

teesheet.ai can keep your Google Business Profile and Facebook Page in step with the hours you set in the admin panel, so customers see the same information wherever they find you. You connect each service once under Settings → Integrations → Connections, and teesheet helps keep your listings current from then on.

Google Business Profile

Connect from Settings → Integrations → Connections → Connect Google Business and choose your business location. Once connected, your regular hours, seasonal hours, and special-date hours sync to Google automatically whenever you change them in teesheet.

Current status: Google API approval is pending (case ID 0-3059000041666). In the meantime you use the built-in copy/paste helper — teesheet shows your current hours next to a one-click link straight to your Google Business hours editor. Either way, after every hours change a reminder pops up with a direct link to update Google, so nothing slips through the cracks.

Facebook Page

Connect from Settings → Integrations → Connections → Connect Facebook. You sign in with the Facebook account that manages your Page and pick the Page to link. Your regular hours sync automatically whenever you update them.

Because Facebook's hours only support fixed weekly hours, special one-off openings are announced as Facebook Posts instead. Right after you save a special opening and send the customer email, teesheet offers a ready-to-publish announcement you can post to your Page in one click.

Off-season: Facebook can only display fixed weekly hours or "always open" — it has no "hours vary" option — so when you're closed by default in the off-season, teesheet leaves your Page's hours for you to manage rather than overwrite them. Set them exactly how you like in Meta Business Suite; teesheet resumes syncing your regular hours automatically once your busy season begins.

For teesheet.ai operators

If you run teesheet.ai at the platform level and are onboarding new venues, every venue shares the teesheet.ai Facebook app (App ID 4628322180738621). While Facebook App Review is still pending, add each new venue owner as a Tester on the app so they can connect their Page immediately:

• Add a tester: developers.facebook.com/apps/4628322180738621/roles/roles
• App Review is needed for: pages_manage_metadata, pages_manage_posts, business_management
• Facebook permissions (Pages use case): app permissions settings
• Google Business API approval case: 0-3059000041666

Email marketing (Marketing Hub)

Email marketing is built into the platform, so you don't need Mailchimp or a separate subscription. Under Marketing in the staff app you get reusable templates, a code-free visual editor for building campaigns (headings, text, buttons, your logo, and personalization tokens like first name or loyalty balance), a send flow with a test-to-yourself step, and an analytics view with open and click tracking on every send.

Several system templates ship ready to use, and one-off announcements — like a weather-day opening or a new-feature note — can be turned into a campaign in a couple of clicks. Because it runs on the same customer data as your bookings, you never export a list or reconcile unsubscribes across tools; opt-outs are honored automatically.

Customer segmentation

The value of email is sending the right message to the right people, and the platform lets you target precisely. Every campaign can go to a segment rather than the whole list: recent visitors, active members, a specific loyalty tier, customers who haven't booked since a given date, or — most powerfully — people by interest and profile.

Those interests come from your customers' own Preference Center choices (lessons, leagues, tournaments, comedy nights, themed events, and more) plus what they've shared about their game and the discounts they hold. Fill a beginner clinic by emailing self-identified beginners; promote a league night to the competitive crowd; send a senior-day offer to verified seniors. You'll also see, in the Marketing analytics, how many customers have set preferences and which interests are most popular — a quick read on what your audience actually wants.

Guest booking

Not every first-timer wants to create an account before they'll book, and a required sign-up can cost you the reservation. The platform lets customers book as a guest — name, email, and phone, no password — while still nudging them toward an account by showing the loyalty points they'd have earned and offering a one-tap sign-up afterward. Guest bookings collect the same contact details, send the same confirmation email, and quietly create a claimable customer record, so a guest today is easy to convert into a loyal member tomorrow. Guests earn no loyalty points, which keeps the incentive to register intact.

Waitlist system

Full days don't have to mean lost demand. When a popular time is booked, customers can join a waitlist, and the system does the rest: the instant a reservation is cancelled it offers the freed slot to the best-matching person on the list, places a short hold (about fifteen minutes) so they get first refusal, and notifies them by text and email. Your staff can see the waitlist and any live holds, and override a hold for a walk-in when needed. It recaptures revenue that would otherwise walk out the door, with no manual coordination.

SMS notifications

Alongside email, the platform can text your customers — booking confirmations, tee-time reminders, waitlist offers, and playing-partner invites — which tend to get read far faster than email. Texting is powered by Twilio; you'll connect a Twilio account and sending number, and for a toll-free number in the US that means completing Twilio's one-time toll-free verification before delivery is reliable. Customers give explicit consent to receive texts at sign-up, claim, or in their Preference Center, and can reply STOP to opt out anytime — keeping you compliant with carrier and consent rules out of the box.

For platform operators

If you're operating teesheet.ai at the platform level — onboarding and supporting other venues — there's a super-admin console that gives you a view across all venues and their key stats, the ability to provision new venues, and a way to step into a venue's shoes to provide support when someone needs a hand. Access to this tier is separate from a normal venue's owner and manager roles, so platform-level controls stay safely out of everyday hands.

In short: get set up with the onboarding wizard, shape how your venue runs in the Admin Panel, choose how you want to sell with memberships, packages, and events, watch your performance in the analytics, and scale to more locations whenever you're ready — all on a subscription that grows with you.