This article reviews the options available to configure online Tee Time Reservations both within ClubHouse Online e3 and in Jonas Tee Time Management.

Online Tee Time Reservation Settings

To access the Online Tee Time Reservation Settings, log into Club Central and click on the Administration tab. You can find the Tee Time Reservation settings under Modules > Tee Times. From here, you can edit the General Settings for the majority of Tee Time Reservation settings, or Mobile settings for mobile specific options.

Filters

Use this filter to select the statuses that should be hidden from the tee time member search. This should include statuses that do not have golfing privileges such as inactive, terminated, or deceased members.

General

• Use Exclusive Bookings: By enabling this option, members will not be able to book against a Tee Time if there is already an existing booking for that Tee Time (even if there are additional spaces available).
• Hide Only Show Available Flag: Enabling this option will prevent members determining whether they want to see all times or only those that are available to them.
• Only Show Available By Default: By enabling this option, the ‘Only Show Available’ filter on the tee sheet is enabled by default.
• Allow Reservations: By enabling this option, Members can make reservations online.
• Allow Same Day Bookings: By enabling this option, the current day’s tee sheet can be booked.
• Allow Cancellations: By enabling this option, tee time reservations can be cancelled.
• Allow Same Day Cancellations: By enabling this option, a tee time reservation for the current day can be cancelled.
• Allow To Be Determined: By enabling this option, you are allowing members to add ‘To Be Determined’ members to their bookings instead of selecting a member from the online member list. Additionally, it will enable the addition of ‘To Be Determined’ members by way of Quick Booking.
• Allow Primary Players To Delete Themselves: By enabling this option, members who create a booking are able to remove themselves, leaving the remaining players on the booking. Once removed, the first member is added to the booking, other than the member who created it, becomes the primary member.
• Disable Guest Rounds of Golf Rules: By disabling Guest Rounds of Golf Rule Enforcement Online, members can add guests to a reservation in excess of their allotment, online, however, an error will be displayed when they attempt to complete the booking if prohibited in Jonas Tee Time Management
• Minimum Booking Size: This is the minimum number of players required on a particular booking.
• Lock Duration (in minutes): Define the length of time (in minutes) that a user has to make a booking before the time they’ve selected is once again available to all users (online and pro shop).
• Remaining Time Before Lock Extension (in seconds): Define the remaining time (in seconds) before which a lock cannot be extended. Set this to the number zero to prevent users from extending a lock.

Lottery

• Allow Requests: If enabled, members will be able to submit requests for lottery tee times, online.
• Allow Lottery Request Cancellations: By enabling this option, your Lottery requests can be cancelled.
• Display All Lottery Requests: By enabling this option, members will be able to see all Lottery Requests made against the tee sheet for the selected day and course(s). Text for Display All Lottery Requests: Provide members with instructional text with respect to getting added to an existing Lottery Request.
• Add to Wait List by Default: By enabling this option, members submitting lottery requests/ballots will automatically be added to the wait list unless they opt to uncheck the flag present within the booking screen.
• Allow Additions to Existing Lottery Requests: By enabling this option, members will be able to add themselves and others to existing Tee Time Requests. The drop down menu below allows you to determine the default position with respect to whom the member will allow to join their tee time request.
• Default Option for Add to Existing Lottery Request: Select if Buddies of the booking owner, All Members, or No Member can add themselves to an existing lottery request.
• Display All Lottery Requests: Provide members with instructional text with respect to getting added to an existing Lottery Request.
• Hide Earliest and Latest Request Times: Checking this box will hide the Earliest / Latest fields from the booking screen. The member will automatically get the default values you assign below.
• Default Earliest Lottery Time: The default value for the earliest lottery time - it's relative to the booking time. So if the member selects 8:00 AM it will be the selected amount prior to 8:00 AM.
• Default Latest Lottery Time: The default value for the latest lottery time - it's relative to the booking time. So if the member selects 8:00 AM it will be the selected amount later than 8:00 AM.

Group Booking

• Allow Group Bookings: By enabling this option, members will be able to book multiple tee times simultaneously.
• Maximum Number of Groups per Group Booking/Request: By enabling this option, members will be able to add themselves and others to existing Tee Time Requests. The drop down menu below allows you to determine the default position with respect to whom the member will allow to join their tee time request.

Labels

• Show Member Names: By enabling this option, members’ names will be shown in tee sheet slots associated with their bookings. If this option is disabled, their names will be replaced by the ‘Replacement Label for Member Names.
• Replacement Value for Member Names: Define the text that will appear instead of Members’ names if ‘Show Member Names’ is disabled.
• Show Guest Names: By enabling this option, guests’ names will be shown in tee sheet slots associated with their bookings. If this option is disabled, guests’ names will be replaced by the ‘Replacement Label for Guest Names.’
• Replacement Value for Guest Names: Define the text that will appear instead of Guests’ names if ‘Show Guest Names’ is disabled.
• Available Text: This text will replace the word "Available" on the Tee Sheet.
• Not Available Text: By default, if a tee time is not available to a user, ‘Not Available’ will appear in each of the slots. The text entered into this field will replace ‘Not Available’.
• Booked Text: This text will replace the word "Booked" on the Tee Sheet.
• Starter Text: By default, if a tee time is a starter time, ‘Starter’ will appear in each of the slots. The text entered into this field will replace ‘Starter’.
• Lottery Text: This text will replace the word "Lottery" on the Tee Sheet.
• Locked Text: By default, if a tee time is locked when a user views the tee sheet ’Locked’ will appear in each of the slots. The text entered into this field will replace ‘Locked’.
• TBD Text: This text will replace the words "To Be Determined" on the Tee Sheet.
• Default Time Range: This allows you to establish the default time range members can search within a day’s tee sheet.
• Show Hole Column: By enabling this option, the starting hole column will appear on the Tee Sheet.
• Tournament Text: By default, if a tournament is scheduled for a tee time, ‘Tournament’ will appear in each of the slots. The text entered into this field will replace ‘Tournament’.
• Default Golf Course: Indicate the course(s) that will be selected by default when a member views tee times for a particular day.
• Display Starting Hole in My Bookings: Provide members with instructional text with respect to getting added to an existing Lottery Request.

Player Preferences Configuration

Transportation

• Enable Column: Enable players to choose a transportation option.
• Column Heading: Edit the title, ‘Transportation’.
• Show Walk Option and Walk Label: By enabling this option, you are providing members with the ability to choose walking as their method of transportation. The text that represents walking can be specified in the ‘Walk Label’ field. By default, ‘Walk’ will appear.
• Show Pull Option and Pull Label: By enabling this option, you are providing members with the ability to choose a pull cart as their method of transportation. The text that represents pull cart can be specified in the ‘Pull Label’ field. By default, ‘Pull’ will appear.
• Show Cart Option and Cart Label: By enabling this option, you are providing members with the ability to choose a cart as their method of transportation. The text that represents cart can be specified in the ‘Cart Label’ field. By default, ‘Cart’ will appear. Default Value: Choose which transportation option is the default when players make a reservation.

Caddy

• Enable Column: Enable players to choose to use a caddy.
• Column Heading: Edit the title, ‘Caddy’.
• Default Value: Set the default for players when making a reservation

Rental

• Enable Column: Enable players to choose a rental club.
• Column Heading: Edit the title, ‘Rental Clubs’
• Show/Hide Column by default: Since the rental options utilize a great deal of real estate within the bookings page, this allows clubs to hide the option but show a link instead, allowing players to click on the link first prior to editing the rental options.

Help

Choose the videos posted to users within Tee Time Reservations. For example, if your club does not use Lottery Requests, simply hide the Help video on How to Make A Lottery Request.

Jonas Tee Time Management Settings

There are a number of options within Tee Time Management that have an impact on the Online Tee Time Reservation system.

Online Tee Sheet Schedules

In the Jonas Tee Time Management system, clubs have the ability to control when a Tee Sheet becomes available online.  Tee Sheets can be opened well in advance and, at times, for an entire season.  With this in mind, the Online Reservation schedule can restrict the number of days in advance a tee sheet is opened on a day-to-day basis. Navigate to Tee Time Management > Files > Golf Courses, choose a course and to the right side of the menu select 'Online Schedules'.

Setting Up a New Schedule

1. Click Enter to create a new schedule. To edit a previously created schedule, click on the magnifying glass icon or press F2. Enter the description of the schedule (you can have multiple schedules for one course).
2. To establish the Tee Sheet restrictions, check on a day to impose a restriction. By leaving a day unchecked, it will open according to the schedule established within Jonas Tee Time Management.
3. Establish the point in time before the tee sheet date at which you would like to open the online tee sheet by entering the number of days in advance and time of day at which you would like it to open. For example, if we wanted to ensure a Tee Sheet is closed until the week before at 5:00 p.m., we would specify seven days prior at 5:00 p.m. If we wanted to ensure that weekend Tee Sheets are not open online until Thursday at 8:00 p.m., we would specify two days for Saturday, three days for Sunday both at 8:00 a.m.

Clubs can set an Online Schedule override for one particular sheet, in the event where the club does not want the tee sheet to be available online at all or if the tee sheet should be available before the schedule is set to make it available.

1. Enter Tee Time Management > Processing > Tee Sheet Maintenance.
2. Open a particular sheet by choosing a course and a date.
3. Select Online Options to the right. The default is no override, select ‘override in effect’ and choose whether the tee sheet should not be available online, or available at a certain date and time. i.e., set today’s date and current time if the tee sheet should be available now.

Calendar Restrictions

Calendar Restrictions allow the Club to setup multiple restrictions on, one per season, month to month, or split month range basis. Click on ‘Calendar Restrictions’ to put it into effect for this particular Tee Sheet Schedule. Using the month drop downs, select a month range you would want to enforce these restrictions. You can also enforce these restrictions on two ranges within a year.

Golf Courses: Online Options

​Navigate to Tee Time Management > Files > Golf Courses
 

• Golf Course Not Available To Online Users
• Assign Golf Carts to Tee Time Reservations (Golf Cart Inventory)
• Tee Time Exclusivity In Effect For Online Users
• Override Reservation Classification
• Override Reservation Source
• Golfer Classification for Public Reservations

Identifying Online Reservations on The Tee Sheet Using Icons

Tee Time Display Restrictions

Clubs have the ability to restrict specific tee times within the tee sheet with respect to online usage. Four scenarios exist, they are as follows:

• Displayed To Online Users
• Not Displayed to Online Users
• ClubHouse Online Users Only
• Displayed to Third Party Users Only (e.g., GolfSwitch, Cypress Golf)

Additionally, you can specify to whom, among online users, the tee times will be displayed. Members, Public Users, and Reciprocal Network users can be set to Yes or No.

Restrictions can be implemented with respect to open tee sheets or tee sheet templates. In order to do so, navigate to the Starting Times option and double click on a time to access the Tee Sheet Maintenance Starting Times/Tee Sheet Template Maintenance Starting Times menu (depends on whether you’re editing an open tee sheet or a tee sheet template). Within this menu, you can restrict the online display for each bank by utilizing the Online Display dropdown and selecting the restriction you wish to employ.

Email Tee Time Confirmations Through Jonas J-mail

There is a 2-step process to configure and send tee time confirmation emails; 1) configuration of J-Mail parameters to send the email confirmation notices and 2) configuration of the Tee Time Golf Course Options.

Setting Up J-mail

Since e-mail can be created from different areas of the Jonas program, this screen is used to define the rules for the specific types of e-mails that are to be generated. In multi-company Jonas installations, these setups can be different from company to company. If you setup parameters for different companies and different form types, the program will use the default parameters as the initial setup. 

• Company: Select your company code from the drop-down list or click the large down arrow to the right of the field to choose the company code. Start with the 00 Default Parameters setting first.
• Form Type: This field defines the various rules for each area of Jonas where e-mails can be created. Use the "TC Tee Time Confirmation Notices” to configure tee email configurations.
  We recommend setting up the K-SMTP with SSL/TLS encryption or P-SMTP mail clients to outgoing emails. These two will allow you to configure J-mail to send email to an SMTP server using a set of credentials. Since Outlook requires human interface to proceed with mailing out confirmations, this is not a viable solution for any club using Online Tee Time Reservations through ClubHouse Online or interfaces to a third party public booking engine.
  Fill in the details regarding your SMTP server. If your SMTP server requires Authentication, click the button on the right side to set up an alternate port and authentication information.
• HTML Template: The default location for the tee time confirmation email file (TTCNGJC.HTM) is \GJCWIN\TSHEET\. In order for all your terminals to correctly locate this file (including your Jonas server for online tee times) please ensure you are using the Universal Naming Convention (UNC) to your GJCWIN share.

Send a test email to ensure your SMTP settings are correct.

Configuring Tee Time Golf Course Options

The purpose of this option is to setup default codes associated with the golf courses that you wish to establish. Navigate to Tee Time Management > Files > Golf Courses. Choose the club and course to which you wish to setup email confirmation notices. Click OPTIONS on the top right side of your screen. You will be presented with the following display:

HTML Confirmation Notice Form

This field is used to identify an HTML confirmation notice form that has been created specifically for this golf course. Typically this field will be left blank and the default HTML form associated with the confirmation notice form specified in the Tee Time Management System Profile will be used.

Default E-Mail Format

This option is used to set the default e-mail format to be used for the confirmation notice. When e-mailing confirmation notices to your clients, the format that will be used is based on the e-mail format setting in your Member and/or Guest files. If an e-mail format cannot be found, the format specified here will be used.

E-Mail Player(s) - New Reservation

Would you like to e-mail a tee time confirmation notice upon completion of the entry of a new tee time reservation? If this option is enabled, the system will attempt to e-mail a confirmation notice to all of the players on the reservation with an e-mail address.

Modified Reservation

Modified Reservation: If this option is enabled, the system will attempt to e-mail a confirmation notice to all of the players on the reservation with an e-mail address.

Reservations Moved

If this option is enabled, the system will attempt to e-mail a confirmation notice to all of the players on the reservation with an e-mail address.

Once you have properly configured J-mail and Tee Time Management, test your email confirmations on various terminals to ensure it is working correctly. In addition, test booking or editing reservations on the Jonas server; email confirmations must work on the Jonas server in order for online reservations to work correctly.