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USER GUIDEWe support all our products, programs and services, and promise to helpresolve any challenge you face as quickly as possible 24/7/365.(844) 800-GOLF

User GuideTable of Contents2System Basics3Customers9Tee Sheet10Point of Sale15Inventory18Billing and Accounting22Food & Beverage29Reporting40 June 2020Copyright 2020 GOLFNOW. All rights reserved.

User GuideCreating a new user Log into Reservations as your Admin user.Navigate to the Setup tab, click “Users.”Click on the star icon (pictured, top right).Enter in a username and password. Username suggestions: Variation of name Password requirements: minimum of 8 characters with 1lowercase letter, 1 uppercase letter and 1 number.Click “Create” to add the new user into the list of existing users.Follow the tabs across the top to further define the user’saccessibility (pictured, bottom right).Once complete, click “OK” to save changes. The user is now ableto login at any Reservations workstation.Advanced user setupGeneral tab Active: Gives the user access to login to Reservations. Un-check“Active” to deactivate a user.Administrator: Gives the user admin rights. As an admin, you cannot have a FastPass ID and is notrecommended for a normal user.Install Automatic Updates: Gives the user permission to install any Reservations updates. Updates aretriggered by Partner Cares support.Automatic Schedule Updates: Automatically prompts the user to update the season template upon logout, ifno schedule exists one year from today’s date. This is typically left unchecked.View Credit Card Numbers (2013-14): Gives the user access to full customer credit card number. This featuretriggers an automatic logout when idle for 15 minutes, and is not recommended for a normal user.View Processor Settings (2015-17): Allows the user access to credit card processor settings screen.Security Level: Grants the user access to features defined by the security level setup.Password tab Only utilize this tab if a user’s password needs to be reset.POS tab Rain Check Management: Gives the user access to RC Admin in the Shopping Cart.Manager Discount: Gives the user access to the Manager Discount option in the touch screen.Enable Fast Pass: Enables quick login for users. This is a 2-4 digit code and cannot start with zero.Color: Assign a color for a user’s tabs in the touch screen.Process Internet Sales: Allows the user the ability to process a sale from the website.View/Save Signatures: Allows the user to view saved signatures from a pin pad device.Third-party and Other tab 3Third-Party: Used to allow program third-party access to the database.Other: Tie a customer record to a user apply a Facility, Department, Sub-Department or user number for PMSintegration. June 2020Copyright 2020 GOLFNOW. All rights reserved.

User GuideFacility setup screenThe Facility screen houses all data about the golf facility such as demographics and accounting setup information.1. Navigate to the Setup tab, then Facility.2. The General Facility Setup screen holds the fields that are displayed on reports, printed on receipts, and used inE-Mail Marketing. Facility (Legal Entity): The legal entity name (e.g. Your Golf Course, Inc.). Letterhead Name: The facility name used on report headers and reports. Address/City/State/Postal Code/Country: The demographics of the course displayed on returnaddresses and receipts. Phone/Other Phone/Fax: The phone and fax numbers for the course displayed on receipts. E-Mail/Name: The e-mail and contact of the person who handles course operations. The e-mail address isused in mail merge fields in E-Mail Marketing. Web page: The address of the main web page of the course. This is used in mail merge fields in E-MailMarketing. Book Link: The address of the booking page of the course. This is used in mail merge fields in E-MailMarketing.3. The Accounting Facility Setup screen holds the fields that are utilized for accounting setup information. Sales Exchange #: The sales exchange account number is the general ledger number for the course. Cash Short/Over Acct#: The cash shortage/overage account number for the general ledger. Billing Information: The Billing Information fields contain information on where A/R statements should beremitted. This is helpful for courses whose statements should be sent to a central office or managementcompany. The information that you enter here will show up in the return address portion of an A/Rstatement. Facility Tax: The tax grid displays each tax and corresponding account and tax numbers. To edit thesenumbers use the mouse to move the cursor inside the designated cell.4 June 2020Copyright 2020 GOLFNOW. All rights reserved.

User GuideOptions screenThe Options screen is where you can tweak Reservations to run effectively. Most of the options are set up at thetime of installation.1. Navigate to the Setup tab, then Options.2. The following tabs are available under the Options screen:System General: Setup the defaults for the general basics of the software like - customer search method, link 9hole courses, tee sheet flags and more.Backup: This area shows how many days are specified before a backup in needed. This area is not editable.Entry Order: This area is where you can change the entry order when setting up a customer. You can alsodesignate if areas are “required” or not.Security: This area allows you to specific the security levels for users.Table: Changes should not be made here without the GOLFNOW Partner Support team’s supervision.Point of Sale General: Setup the defaults for the point of sale basics of the software like - area and machine, the defaultscreen and more.Receipt: This area allows you to designate receipt options.Defaults: This section allows you to set up defaults for reporting and item creation.Security: This area allows you to specific the security levels for users.PMS: This screen holds the settings for a Property Management Software integration, these should besetup or adjusted by the GOLFNOW Partner Support team.Security page within the Options screen5 June 2020POS setup page within the Options screenCopyright 2020 GOLFNOW. All rights reserved.

User GuideUtilizing Message of the Day1.Navigate to the “Message of the Day.” This is located underHome Message/Weather.2. In the “Message” section, you will see a new box titled “Area.”This space allows you to display a message within a specific areaof the facility, or to display the message everywhere by selecting“All” from the drop down menu.With this feature, you can now have one message scrolling on theF&B machine, while a different message is scrolling on the Golf Shopmachine.Utilizing the Compact Ribbon1.In the options screen, there is now an appearance option called “Compact Ribbon.” The Compact Ribbon willshrink the ribbon at the top of the software making it take up less space.2. This option is located under Setup Options System General Appearance (pictured, below).3. Check the box next to “Compact Ribbon” and click OK. You will need to log out and log back in to the softwarefor the change to take effect.6 June 2020Copyright 2020 GOLFNOW. All rights reserved.

User GuideHow to use the Time Clock featureClocking in1.2.3.4.5.Log into Reservations and click the Home tab.Click the Time Clock button.User is able to add an optional note.Click the “IN” button.Click Close.Breaks1.2.3.4.5.6.7.8.Click the Home tab.Click the Time Clock button.When clocked in, the user can select Start Break.Select either the option: General or Lunch.Click Close.When returning from a break, go to Home Time Clock.Select End Break.Click Close.Clocking inClocking out1.2.3.4.5.Click the Home tab.Click the Time Clock button.User is able to add an optional note.Click the “OUT” button.Click Close.Logging BreaksTime Clock administration functionalityClocking out an employee1.2.3.4.Log into Reservations and click the Home tab.Click the Time Clock button.Click “Clocked In” under the Admin menu.To clock out an employee, select the employee that needs to beclocked out.5. Click the OUT button.6. Click OK.HistoryAdmin users have the ability to view the time clock history, add newtime clock entries, update time clock entries and delete time clockentries.Clocking OutViewing History1.2.3.4.5.7Click the Home tab.Click the Time Clock button.Click the History link in the Admin section of the Time Clock Screen.Enter the specific date range in the date text fields or quick date option.Click the Refresh button. June 2020Copyright 2020 GOLFNOW. All rights reserved.

User GuideTime Clock administration functionality, continuedAdding a new entry1.2.3.4.5.6.7.Click the Star button.Choose the Employee.Choose the Area.Enter the In time for the employee.Enter the Out time for the employee.Add any optional notes.Click Save.Updating an entry1.2.3.4.Select the entry that needs to be updated.Update the employee, area, notes, in and out time as necessary.Click the Update button.Click OK to save changes and exit.Adding a new entryDeleting an entry1. Select the entry that needs to be deleted.2. Click the Delete button.3. Click OK to save changes and exit.Please note, to access the time clock admin functionality, you willneed the proper security level - assigned under the Options menu.8 June 2020Updating an entryCopyright 2020 GOLFNOW. All rights reserved.

User GuideCreating a customer typeCustomer Types are used to define the different customer segments.It is used for fee calculation and to enable prioritization of the waitlist (larger priority values are sorted first).Additional uses for the Customer Types are for report analysis andmarketing.FeesGreen fees primed in the Shopping Cart when collecting fee from thetee sheet can be configured in the Fee Setup screen.Fee definitionTo set the fee for a Customer Type on a specific course, select theCustomer Type in the list and then change the fee in the grid for thecourse in question.Default feeWhen a new Customer Type is created, this is the default fee used tofill the fee grid.Customer categoriesCustomer Categories are customer characteristics similar to Customer Type, but not limited to just one percustomer. The categories are also used to help streamline the billing process as a query option in the Billing Wizard.Categories are also used to select groups of customers when sending email marketing.Creating a customer1. From the Home tab, click on “Customers.”2. Click the star for “Add New.”3. Enter in the required fields: first name, last name and phone number. You can additionally add otherdemographic information and a customer type.4. Save your new customer.Details screenAdditionally, you can assign more details to a customer under the“details” tab on a customer profile. Customer categories: Specify a category to a customer (e.g.mens league member, etc.) Pop-up message: Create a pop-up message that is specific tothat customer. Picture: Assign a picture to a customer. Other: Includes gender type, expiration and more.9 June 2020Copyright 2020 GOLFNOW. All rights reserved.