⛳ Visitor Yield & Society Pipeline Operational Review

Operational readiness assessment for automated visitor tee sheets, member competition protection, rain-check policies, and society lead triage.

1. General Club & Member Administration

Club Name * Your Name & Role * Your Email Address (For Direct Audit Copy) *

A complete copy of your submitted answers will be emailed here.

Primary Visitor Inbound Gateway Estimated After-Hours Visitor Inquiries (Post-17:00 & Weekend Overflow)

2. Master Tee Sheet, Competitions & Weather

Core Back-Office & Membership Management System Club Competition Draw Synchronization

The Concierge treats these times as completely off-limits, ensuring member competitions are never offered to external visitors.

Course Conditions & Inclement Weather Procedures Inclement Weather Cancellation & Rain-Check Policy

Determines the automated resolution offered to golfers when the ClubV1 board flags the course closed.

3. Extra Visitor Spend (Pro Shop, Hire & Dining)

🏌️‍♂️ PGA Lessons & Pre-Round Clinics

🚜 Buggies, Push Trolleys & Electric Trolleys (Fleet Management)

🍽️ Post-Round Food & Drinks Reservations

Active Hire Fleet Limits (Available to Visitors on Normal Days)

4. Rates, Concessions, VAT & Settlement

Merchant Payment Gateway Visitor Green Fee Settlement Policy Member-Guest Concessions & Verification County Cards & Reciprocal Courtesy Rules HMRC Sporting Exemption & VAT Accounting

5. Handicap Limits, Etiquette & Society Triage

World Handicap System (WHS) / CDH Requirements

The Concierge requests CDH credentials and sends the Club Dress Code & Soft Spikes Guidelines upon booking confirmation.

Beginner & Non-Handicapped Golfer Access Policy Society & Corporate Day Cutoff (Parties requiring Committee review) Designated Society Lead Routing Destination Human Follow-Up Response Target (SLA for Society Inquiries)

The agent communicates this exact timeframe to the society organizer to manage expectations.

Target Committee Sign-Off & Go-Live Window

6. Committee Governance & Frequently Asked Questions

Q1: Will the AI ever book over our weekend club competitions or member tee times?

No. The Concierge never operates in isolation. It reads live slot availability directly from the ClubV1/BRS master sheet. Any window reserved for member competitions, medals, or casual member play is a hard blackout. The system only quotes times flagged explicitly for visitor play (typically afternoon twilight).

Q2: How does the system handle frost delays, course closures, or trolley bans?

The system syncs directly with the ClubV1 Course Status Board. When the course is marked as closed, delayed for frost, or carrying buggy or trolley bans due to heavy rain, automated bookings pause immediately and visitors are alerted before any green fees or hire equipment fees are taken.

Q3: How are HMRC sporting exemption VAT rules handled on bundled bookings?

Payment checkouts are itemized into the club's specific nominal ledger codes. Sporting-exempt green fees route directly to visitor fee income accounts, while buggy hire, trolley hire, and post-round food and drinks are billed with standard 20% VAT.

Q4: What stops large visiting societies or corporate outings from taking over the tee sheet?

A hard committee rule is enforced in the software: any booking inquiry for 9 or more golfers (more than two tee times) bypasses auto-booking completely. The system captures the organizer's details, group size, and date preferences, routing a qualified lead to the Managing Secretary's desk.

Q5: What happens if a visitor claims a member-guest rate or County Card discount over chat?

The Concierge defaults to full visitor rack rates unless the visitor submits a verified 6-digit ClubV1 member number. Alternatively, the club can enforce full prepayment online with the concession adjustment applied in person at the Pro Shop upon showing proper credentials.

Q6: How does the system prevent slow play and protect course standards?

For courses with strict pace-of-play rules, the agent requires CDH / WHS handicap numbers before confirming peak slots. Every digital confirmation automatically dispatches the club's dress code, soft spikes policy, and pace-of-play guidelines to ensure visitors arrive properly briefed.

Q7: If the course closes due to inclement weather after an online prepayment, what is the refund/credit procedure?

The system enforces the club's committee-approved weather policy. By default, it generates an automated Digital Rain-Check Voucher valid for 12 months, allowing the golfer to self-reschedule online. If the club prefers card refunds, the concierge initiates an automated Stripe/ClearAccept refund transaction, sending a courteous confirmation without requiring Pro Shop staff intervention.

Q8: How do we prevent high-value society leads from sitting unanswered over the weekend?

When a 9+ player inquiry is captured, the system dispatches an instant multi-channel alert to the Managing Secretary's inbox and the Pro Shop's dedicated mobile line. The agent informs the organizer of the club's guaranteed response window (e.g., within 2 business hours or by 09:30 the next morning), maintaining high conversion while protecting committee control.