Your Golf Booking
Onboarding and basic training
Getting into your account
You can access your account by going to:
https://yourgolfbooking.com/account/venues
Then just tap the administrate button for your venue.
If your venue isn’t listed, or you don’t have an “administrate” button, please get in touch with the owner for your venue or contact YGB support:
Navigating to the Organisation View
You can access your Organisation view by going to your admin panel. In the top right of the screen you will see the name of your Organisation with a black background which is next to the name of the venue that you’re viewing.
The Organisation view allows you to:
System Structure
How objects interact
Organization Hierarchy
Super Golf Co.
Super Golf NYC
Super Golf Los Angeles
Organization, The legal entity
Venues,
Physical trading locations
The Organization is the highest level object in YGB. This would be the company that owns your facilities.
Venues are the physical trading locations where your customers attend and make bookings.
Unless you’re a company with multiple venues, these objects will probably have the same details.
Understanding Purchases
John Smith
Booking: #00001
Line items
Product: Coffee
Payments
$50 cash
Purchase #00001
User
Purchases are the core transactional object in the system. A purchase is linked to a specific user (customer).
A purchase will have line items which represent the items being bought.
Line items have different types, for example “booking”, “product”, “gift card”.
A purchase also has “payments”. For a purchase to be “paid” its payments must be equal to the total of its line items.
Line item types
Product
Bay Booking
Top-up / Gift card
Course Booking
There are a few different types of line items that can be added to purchases. These are the main 4 you will interact with:
A fixed saleable item, like a chocolate bar, a pair of gloves or a coffee.
A booking made for a specific bay, at a specific time with a specific bay option.
A booking made on a specific course, at a specific time with a specific course option.
Prepaid credit that is either added straight to a user’s account (topup) or for sending to a friend (gift card).
Bay Booking Ecosystem
Super Golf NYC
Venue
A bay booking is the kind of booking made for a driving range, or indoor simulator. It has a start/end time, and will have to take place on a specific bay. To be able to make a bay booking, we need to have a few things set up:
First is a Range. Venues have ranges, and ranges have bays. A Range is a collection of bays. A bay is a specific bookable part of your Range.
Range
Super Range
Bays
Bay 1
Bay 2
Bay 3
Bay Option
60 Min Session
Player Options
Adult
Child
For a bay to be bookable, it has to have a Bay Option.
Think of this as the “product” that you’re buying. For example “60 minute session”.
The Bay Option itself can have a price, but doesn’t have to.
Likewise, for a Bay Option to be bookable it needs to have a Player Option.
Player options can also have a price if you want to charge per-head.
On Bay Options: A bay option isn’t limited to being a period of time. If you have a driving range, maybe one of them is “large bucket”. If you have a golf shop on site, maybe you have a bay option for “Club fitting session”.
Bay Booking Structure
Booking #00001
Now that we know the objects necessary to create a bay booking, let’s see how they’re composed.
Bay
Bay 1
User
John Smith
Status
Confirmed
Player Options
Adult x 1
Child x 1
Bay Option
60 Mins
Start
6th Nov, 16:00
End
6th Nov, 17:00
Booking statuses can be:�
Bookings also have a “source” which is an indicator of how they were made:
Notes
….
Source
Customer
Value
$10.00
Course Booking Ecosystem
Super Golf NYC
Venue
Course
The Old Course
Course Option
Full 18 Holes
Time Options
MON, Morning Tees
Player Options
Adult
Member
A course booking is the kind of booking made for a golf course, mini golf, foot golf course etc.
First is a Course. The course is the actual tee sheet, and controls availability. For a course to be bookable, it needs a course option. To understand the difference, a Course is a physical course, while a course option is like the “product” you’re playing. “The Old Course” is a physical 18 hole course with tees every 10 minutes.
“Full 18 Holes” or “Front 9” could be the course options available to play on this course.
TUE, Morning Tees
WED, Morning Tees
Course Options have Time Options. This lets you make different player options available at different times of the day, and different days of the week.
Your time options can let you set Morning tees, Twilight or whatever else you can think of.
With course bookings, the only items that have a price are your player options.
Because of the time options above, this means you can have different prices for different times of day.
Senior
Course Booking Structure
Booking #00002
Now that we know the objects necessary to create a course booking, let’s see how they’re composed.
Course
The Old Course
User
John Smith
Status
Confirmed
Player Options
Adult x 1
Child x 1
Course Option
Full 18 Holes
Start
6th Nov, 16:00
Booking statuses can be:�
Bookings also have a “source” which is an indicator of how they were made:
Notes
….
Source
Customer
Value
$10.00
The Admin Panel
For staff usage
The Admin Basket
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Point of Sale
Point of Sale (POS) is where you can sell Products to customers. A product is a fixed, simple item. Products are arranged on a grid called a Layout. If you want to learn how to set up new products, we’ll cover that later. If you want to skip ahead, go here.
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4. A Category type tile. This tile is an alias for several products, and will launch a browser when selected.
Creating a Bay Booking
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Creating a Course Booking
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Searching & Managing Open Purchases
Tapping “Search Sales” from any Admin Basket will bring up the purchase finder. By default this will show any purchases that need action for today. For example anything unpaid, part paid or overpaid. Your main role day to day is to balance any purchases sitting in this list. It’s good practice to regularly tap “search sales” and review the purchases shown.
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The Booking Editor
If you open up a booking from either a range or course view, you’ll get presented with the Booking Editor. The editor is slightly different depending on whether it’s a course booking or a bay booking, however the difference is fairly minimal.
It’s a tool you’ll use a lot operationally, so we’ll go over a few things here:
Customer: The currently assigned customer. This cannot be changed after making a purchase. It will also show any current balance or memberships the customer has.
Associated Purchase: This allows you to access the purchase that this booking was made as a part of. Tapping the left hand part of this widget will open the purchase, tapping the payment status will open the charger.
Moving a booking: Depending on the booking type (course or bay), you will have different settings for moving a booking. In the case of this bay booking, you can change the date, start time and bay. Change the values, and a button will appear to save your changes.
Booking Actions: Here we have some common use actions. “Check in” will set the booking to “attended”. This is good for reporting and general visibility. Some integrations will do this for you automatically.
“Cancel booking” will set the booking to cancelled - this cannot be undone. It will remove the booking from the schedule, but the booking is still liable for payment. If you want to refund an item, you’ll need to do something to the Purchase. We’ll go over this in more detail later.
Retry Booking Integrations: If you have other systems integrated and you notice that they haven’t been executed, you can press this button to re-attempt the integration.
The Purchase Editor
Fully opening a purchase will present you with the Purchase Editor. Here you can see all the items purchased by the customer, as well as access a few other useful functions.
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Charging
The Charger is how payments are made from the Admin Panel. Remember that a purchase will transition in status when its payments or line items change.��Depending on the charge type you select, you may see some additional settings. For example, if you select a physical “terminal” charge type, the system will ask you which terminal you’d like to use.�
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Refunding
The natural counterpart to charging. Refunds must be done on a specific payment. The charge types available when refunding will depend on the source payment that you selected.
Refunding also creates a payment, but one with a negative value.
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Customer Management
Your customer database
Customer Search
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Going over to the customers tab will show you the full list of customers that have booked at your venue. This is why we recommend always adding a customer when creating a booking. It will help you populate a powerful customer database.
Customer Balances
A customer can have a balance with your venue. Balances are like credit - they essentially give the customer a monetary value that they can use at checkout, or that you as a staff member can use to create a payment for them.
As a venue, you decide what you’d like customers to be able to spend their credit on. A common setup is to allow customers to use credit for bookings, but not for products. The decision however is up to you.
One of the main ways that customers can end up with a balance at your venue is through refunds. If you choose to refund a customer to “YGB Balance” as the charge type, then they will receive that amount on their balance.
This is a great alternative to returning their funds. You make it much more likely that the customer will return, and you aren’t charged twice for processing fees.
If you ever need to manually amend someone’s balance, you can do so as shown on the right.
You will always have to provide a reason, and this feature would normally be restricted to only certain types of user on your platform. For example, “Finance” users.
Creating & Exporting Customers
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Adding a customer can be done by using the button shown below from the customer search, or from the customer selector on the Admin Basket.
The customer creator requires only a first name, last name and email. However if you can collect a phone number as well, that’s even better.
If you add a customer that already has an account on the platform, don’t worry, you won’t create a duplicate - the two accounts will be joined together. Users are unique by their email address. Make sure to correctly enter email addresses - customers will receive an email to ask them to confirm their account.
Venue Settings
Configuring your venue
Range Opening hours
One of the first things to configure is the opening hours of your Range/Indoor facility. Head over to Settings > Range > Opening Hours.
By default and unless told otherwise, your venue is always open, and you can use this utility to save when it isn’t. The reason for this is it makes it easier if your opening hours have to go past midnight.�
Bear in mind that these opening hours are not the only way to prevent or allow customers to book, and other restrictions such as time rules on bays could also affect whether a customer can book.
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Bay Time Rules
Here we can alter settings on when bays can be booked. Select a bay on the Range view as shown above to access the settings for that bay.
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Managing Player Options
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Whether a player option is used for a range or a course, they are managed in the same place. You can even re-use them for multiple things. Head to Settings > Player options to start configuring them.
Most of the options when editing a player option are self explanatory. There must at least be a name, an image and some “people”.
3. “People” on a player option dictate how many actual players this player option counts as. You may think this is obvious, but consider setting up a player option “Small Family”. In this case you might want one Player Option that counts as 2 adults and 2 children.
Managing Bay Options
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Like Player Options, we recommend keeping your Bay Options in groups for easy management. You can do so with the “group” field show below. There are quite a few options when creating or editing a bay option, so let’s take you through the key ones.
The mandatory fields to create a bay option are: “Name”, “Image”, “Duration” and “Player Options”.
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Assigning Bay Options
Just because you’ve created some bay options, it doesn’t mean they’re immediately available to start using. Remember the object hierarchy earlier - we first need to have them assigned to bays.
There are two ways you can do this. Firstly by going to the Range view, and selecting a bay as shown above. This is fine if you only have a couple of bays, but that can get tedious.
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Managing Course Options
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Course Options - Time Options
Now that we have some course options, we need to give them Time Options. If you’re working on a new Course Option, save it, reopen it and you should now have a new button “Edit time options” - tap it to get started and you should see an interface like below. Refer back here if you’re unsure of the structures we’re talking about.
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Managing Courses
With fully fleshed out course options, the only thing remaining is to add them to the courses that we want to use them on. You may want to create completely separate course options for each of your courses, but if you had two courses with the same prices and the same opening hours, you can just re-use the course options.�
Going to Settings > Courses will show you a panel like the one ro the right for each of your courses.
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Course Time Rules
Here we can alter settings on when courses can be booked. Click on the settings cog as shown above to access the course settings.
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Managing Products
Once you’ve created your product, you’ll still need to add it to a POS layout to start using it. If you need a refresher you can go here.
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Taxes and Flags
If you go over to Settings > Payment, the first option you’ll see is Taxes. Taxes are easy enough to set up, and come in two main types.
Additive: The standard American sales tax is an additive tax. Items with additive tax will have their price inflated at checkout. The price you set on these items is the price without tax.�
Inclusive: European VAT would be an inclusive tax. When dealing with items with this tax type, the price you set on them is with tax.�
When it comes to applying these taxes, you will be using Flags.
Think of Flags as kind of like labels. You might create a flag called “Has Tax”. The flag itself doesn’t do anything, but the system will use it to pair up different objects with different rules.
In the case of taxes, you create a tax, and give it a flag. Now when you want the system to apply that tax to a product or similar, you just need to give that product the same flag that you gave the tax.�
Flags are an advanced topic, and can be used for many more interesting things than just taxes. However, that’s outside the scope of this basic training.
Recap Test Time
Bays
(Please use the slides for you to help)
Recap Test Time
Course
(Please use the slides for you to help)
Recap Test Time
POS
(Please use the slides for you to help)