Staff Guide to Running the Day at [Your Venue Name]

The teesheet: your home base

The teesheet is the heart of the staff app. It shows your whole day at a glance — every bay, every booking, laid out on a timeline that updates in real time. You can see who's a member and who's a regular customer at a glance, and you can drag bookings around or stretch them to adjust times right on the grid. Because it's live, anything a customer books online shows up here immediately, and anything you change here is reflected everywhere else.

Some actions are protected by a personal PIN, so sensitive changes are tied to whoever actually made them. Just enter your PIN when prompted.

Checking customers in

When a customer arrives, check them in from their booking. This does more than mark them as present — it opens a tab for them in GoTab that's already loaded with the correct golf charges, and it attributes the tab to you so tips are tracked properly. If the customer is a member or has a discount on their account, that's reflected on the tab automatically, so you don't have to do any math at the counter. From there, food and drink orders go onto the same tab like normal.

Playing partners at check-in

When a customer books, they can add the friends they're bringing along as playing partners. When they do, those partners show up right on the booking's check-in and detail view, so you know exactly who to expect. For each partner you'll see their name and their phone number — the number is there on purpose, so you can look them up in aG Locker and get everyone set up on the simulators without any back-and-forth at the counter.

Each partner also shows whether their invite text went out, so nothing slips through the cracks. If someone didn't get their invite — a mistyped number, a bad moment for their carrier, whatever the reason — just hit Resend SMS and we'll text them again with their invite and calendar link.

Handling closures and maintenance

Things come up — a simulator needs service, the weather turns, or you simply need to close early. You have a few tools for this, and they all keep customers from booking time you can't honor.

If a single bay needs to come out of service for a while, block that simulator for the period you need. Blocked time disappears from what customers can book online, and on your teesheet it shows up as a striped overlay so the whole team can see at a glance that the bay is unavailable. You can block one bay or all of them, for anything from an hour to several days.

When you need to act fast, the emergency controls are right on the teesheet. You can close a single sim early, shut everything down immediately, or schedule a closure that spans multiple days. When you do, you have the option to notify affected customers so no one shows up to a locked door.

And if you simply need to stop taking new online bookings for a bit — without taking the whole site down — you can pause online booking. Customers visiting the site will see a friendly "we'll be right back" message, and you can switch it back on whenever you're ready.

Special hours and seasons

The venue's hours are set in the admin settings, and they can change by season or for specific dates. If you've got a holiday with shortened hours or a one-off early close, a special-date override handles it, and it automatically takes priority over the normal schedule. Customers will only be able to book within whatever hours are actually in effect for that day, so the teesheet and the booking site always agree.

Your morning report

Every morning, an automated email lands in your inbox with everything you need to start the day. It recaps yesterday — how many bookings, how much revenue, how many were members versus regulars, and any no-shows — and then lays out today: the full list of bookings with times, bays, customers, group sizes, and durations. It also flags private events coming up this week, members who are running low on hours, any blocks or special hours in effect today, the local weather, and how the month is tracking compared to last month. It's a quick way to walk in already knowing how the day looks. Managers can choose who receives it and what time it sends, and there's a "send test report now" button if you want to see a sample on demand.

Looking up customers

When someone calls or stops by with a question, the customer search lets you pull up their profile, see their booking history, and check any discounts attached to their account. If you need to give a regular a loyalty or VIP discount, you can assign it right from their profile, and it'll apply automatically the next time they book.

Pending discount requests

Customers can now ask for a discount themselves — military, veteran, first responder, senior, or student — right from their account, rather than bringing it up at the desk. When someone submits a request, it appears in a Pending discount requests card at the top of the Customers page, and the count is easy to spot so you know when something's waiting.

Each request shows the customer's name and contact details along with the discount they're asking for. The one thing to do before approving is exactly what you'd do at the door — confirm they qualify, usually a quick look at an ID the next time they're in. Once you're satisfied, tap Approve and the discount is attached to their account; from then on it comes off automatically every time they book, with nothing for you or them to remember. If something doesn't check out, tap Deny — you can leave a short reason, which the customer will see on their end.

Events, leagues, and tournaments

Beyond day-to-day bookings, you'll help manage private events and group activities. Private event inquiries come in through the site and move through a simple pipeline where you handle pricing, capacity, and contact details, and track any deposit that's been collected. You can also run leagues, which schedule themselves and block the teesheet automatically each week, and internal tournaments with their own sign-up pages.

Leagues & events

When you set up a league, you first choose its format. A Singles league is for individual players competing on their own, while a Partner league pairs people up into two-person teams. Picking the right format up front means the sign-up pages and standings behave the way you'd expect for that kind of play.

You also set a registration cutoff with both a date and a time, so signups close exactly when you want them to — not just at the end of a day, but at the precise moment you've decided on. Once a league's end date passes, it auto-deactivates on its own, quietly dropping off the active list. That means finished leagues clear themselves out without you ever having to go back and tidy up.

Teaching pros & lessons

The Lessons section of the staff app is where you manage your teaching professionals. Here you set up each pro's profile — their bio, credentials, specialties, and photo — along with the lesson types they offer, giving each one a name, a length, and a price. Everything a customer sees when booking a lesson starts here.

You also control when each pro is bookable using the availability editor. You choose which days and hours a pro teaches and which simulator they use, and each availability window has a slot mode. Reserved holds the bay for lessons for that whole window; auto-release holds it too, but frees it up for public booking a set number of hours ahead if no lesson has been booked, so you never sit on empty bay time; and open leaves it available.

By default, lessons run in the venue's training bay. You get to decide which simulator is the training bay, and you can also assign a pro to a specific bay so their lessons always land where you want them.

Pro applications

You don't have to go hunting for instructors. Prospective pros can apply to teach at [Your Venue Name] through a public application form, and their submissions come straight into the staff app for you to review whenever it suits you.

When you approve a pro, the system takes care of welcoming them. They get an email that includes the URL for their public profile page, an embed code they can drop onto their own website, and a calendar subscribe link — so every lesson they book flows automatically into their own calendar without any extra steps on their end.

Financial health

For a clear picture of how the business is doing, head to Analytics → Financial Health. It's organized into five tabs — Overview, Forecast, Budget, Expenses, and Re-engage — so you can move from the big picture down to the details without losing the thread.

To make expense tracking painless, you can connect your bank through Plaid and let transactions pull in automatically, then sort them into categories under Expenses. The Budget tab gives you monthly sliders for setting revenue and expense targets, with suggestions drawn from your own history so your goals stay grounded in what the venue actually does. And the Re-engage tab helps you run campaigns to win back lapsed customers who haven't stopped by in a while.

Because it deals with the numbers, Financial Health sits behind the Admin PIN — see the next section.

Admin PIN

A few areas of the staff app deal with sensitive information, and those are protected by an Admin PIN. You'll find this on Settings, Analytics and Financial Health, and Memberships — each marked with a small lock icon in the sidebar so you always know which sections are gated.

When you open one of these, just enter the PIN using the on-screen keypad or your keyboard. Once you're in, your access stays unlocked for the session, so you're not typing it in over and over. Before that session times out you'll see an expiry warning, and you can extend it right there to keep working without interruption.

Marketing Hub

Your booking system has email marketing built right in — there's no Mailchimp to wire up or extra bill to pay. Open Marketing in the staff app and you'll find three tabs: Templates, Campaigns, and Analytics.

Start from a template or build a campaign from scratch in the visual editor — add headings, text, buttons, and your logo without touching any code, and drop in personalization tokens like the customer's first name, loyalty points, or a link to their preferences. Before you send, pick who receives it: everyone, recent visitors, members, a loyalty tier, folks who haven't booked in a while, or a specific interest or profile (more on that just below). Send yourself a test first, then send to the segment.

Once it's out, the Analytics tab shows how it performed — how many opened it and how many clicked through — so you learn what resonates and can do more of it next time.

Customer preferences

When you open a customer from the Customers page, you'll now see a Preferences & Interests panel showing what they've told us they care about — the golf activities and social events they're into, a bit about their game, and how they like to be contacted. It's read-only for you (customers manage their own choices), but it's a handy way to understand a regular at a glance and to know who to invite to what.

Team Members

Need to add someone to the team? Head to Settings → Team Members. Click Invite Team Member, enter their name and email, pick a role — Staff, Admin, PGA Pro, or Events Coordinator — and send. They'll get a welcome email with a temporary password and a link to the staff app.

From the same screen you can change someone's role, send a password reset, or remove a member (which also disables their login). You can't remove your own account, and the list shows each person's role, status, and when they were last active. This section is admin-only and asks for a PIN before each change.

Managing the waitlist

When a popular time is full, customers can add themselves to the waitlist instead of walking away. The moment a booking is cancelled, the system automatically offers the freed slot to the best-matching person on the list and places a short hold — about fifteen minutes — so they get a fair shot before it reopens to everyone. They're notified by text and email, and you'll see the waitlist and any active holds from the requests area, where you can step in and override a hold if you need the slot for a walk-in.

Tee time request alerts

If a customer asks for a time that isn't currently open — say, during the off-season — that request lands in your requests bell in the staff app, and the team gets a heads-up by text and/or email. You choose who gets those alerts and how in Settings → Notifications: add each contact's phone and email, toggle text on or off per person, and send a test to make sure it comes through. That way no request slips past you, even for times that aren't on the calendar yet.

Gender-balanced event registration

Running a singles mixer like Dates on the Green? When you create or edit the event, turn on Gender-balanced registration and set a cap for men and women separately — for example, five and five. Registration then keeps the two sides even: once the men's spots fill, only women can sign up, and vice versa. The event roster shows the running count for each side and marks each registrant, so you always know how the balance is sitting. It's entirely optional and off by default, so every other event works exactly as before.

Weather day auto-emails

On a rainy, cold, or scorching day, the customers who opted in to weather alerts can be emailed automatically to let them know you're open — no scrambling to write something. In Settings → Notifications you can switch this on and set a minimum number of opted-in customers before it sends, so it only goes out when it's worth it. The system checks the forecast each morning, and on a qualifying day it sends one tidy announcement to your weather-alert list. You stay in control of whether it's on.

Staying in the loop

The staff app keeps you posted with an activity feed and a notification bell, so changes and important updates are easy to spot without hunting for them.

With these tools, most of your day runs itself — the teesheet keeps everyone honest, check-ins flow straight into the POS, and the morning report tells you what to expect before you've even had your coffee.