Running the Pattern Tee Time Program
RecTrac 3.1
Table of Contents
The Pattern Tee Time program allows you to:
- Generate multiple tee time reservations in a set pattern for a specific golfer ID, set of golfers, regularly scheduled league play or for a tournament.
- Clear Pattern Tee Times were created using the Pattern Tee Time Book option.
- Set the Web Booking flag to "On" or "Off" for any existing Tee Times.
This document provides the basic steps required to perform each function. If you have additional questions regarding the Pattern Tee Time program after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Pattern Type: Book
The Pattern Type Book is used to generate multiple tee time reservations in a set pattern for a specific golfer ID, set of golfers, regularly scheduled league play or for a tournament.
- In RecTrac, go to Management Ribbon • Golf Management • Tee Time Pattern.
- Expand the Drop-down list for Patten Type and select "Book."
- In the Golf Courses DataGrid, select the golf course(s) for which you wish to generate the Pattern Tee Times. Multiple selection is allowed.
- In the Player 1 Member ID field, click the Picklist icon to select the Player/Member for whom you are making this Pattern Tee Time. You will proceed to the Family Member Lookup Screen.
- Lookup the Member. Highlight/select the record and click Select. You will be returned to the Pattern Tee Time screen and the Member's information will populate the various fields along the row. Check the fields for accuracy.
Optionally, you can skip the Member Lookup and enter a free form name for instances, such as Daily Play. - In the Player 1 Pass* field, accept the default entry or expand the Drop-down list and select the Pass Code you wish to link to pattern Tee Times you are generating for this golfer. This is a mandatory field when generating pattern tee times for the Player Row with which you're working.
- If generating Pattern Tee Times for a Member, then this field will contain the Member's passes, if any. Select the appropriate pass for that Member.
- If generating Pattern Tee Times for a non-member/daily player, then this field will contain the list of Daily Passes that you have linked to the Golf Course for which you are generating the tee times.
- If this list is blank, then you do not have a Golf Course selected in the DataGrid above OR you have a Golf Course selected in the DataGrid but there are no Daily Pass Codes linked to it in Golf Course Management.
- Repeat steps 4-6 as needed for the Player <x> Member ID fields for any additional golfers.
Note:
If reserving multiple Slots for the same golfer, you do not need to list the golfer in each slot. Rather, you can list the golfer in the Player 1 Member ID field and then enter the number of slots you wish to reserve for that golfer in the Number of Slots field on the lower right-hand panel of the screen.
- Enter the Begin and End Dates for your Pattern in their respective fields.
- Enter the Begin and End Times for your Pattern in their respective fields
OR
Select a Begin Time only and then enter a value in the Consecutive Tee Times field. Begin Time is a mandatory field in the standard Vermont Systems Design. Your design may vary.
The Begin/End Time and Consecutive Times fields work as follows:- Enter a Begin Time, no End Time and a number of Consecutive Tee Times - The system will assign as many consecutive Tee Times as you enter, starting at the Begin Time. For Example: Your Begin Time is 1:00pm. Your End Time is blank. You enter "3" for Consecutive Tee Times. The system will book your 1:00pm, 1:07pm and 1:15pm tee times.
- Enter a Begin Time, an End Time and leave Consecutive Tee Times at "0" - The system will assign as many consecutive Tee Times as your time range allows. For Example: Your Begin Time is 1:00pm. Your End Time is 1:15pm. You enter "0" for Consecutive Tee Times. The system will book your 1:00pm, 1:07pm and 1:15pm tee times.
- Enter a Begin Time, no End Time and leave Consecutive Tee Times at "0" - The system will one tee time only. For Example: Your Begin Time is 1:00pm. Your End Time is blank. You enter "0" for Consecutive Tee Times. The system will book your 1:00pm tee time only..
- Enter a Begin Time, an End Time and Consecutive Tee Times: - The system will assign as many consecutive Tee Times as you enter in the field. Example 1: Your Begin Time is 1:00pm, your End Time is 1:15pm. You enter "1" for Consecutive Tee Times. The system will book your 1:00pm tee time only. Example 2: Your Begin Time is 1:00pm. Your End Time is 1:15pm. You enter "4" for Consecutive Tee Times. The system will book your 1:00pm, 1:07pm, 1:15pm and 1:22pm tee times.
- Click the Combo Box icon for Week Days to select the Day(s) of the Week on which you want Tee Times in this Pattern.
- Select your Starting Hole, Number of Holes, and Number of Slots options.
- Determine whether you wish to Assign Tee Times as Checked In and Override Tee Time Rules.
- Click Process when ready and acknowledge the message. The program runs on the AppServer. The notification center will alert you when the process is complete.
Note:
Upon completion, the system generates a byproduct report detailing the changes made. You can view this report from the Notification Center alert or you can open it in the Document Center • --All Document Types --, if desired.
- Upon completion, go to your Tee Sheet, if desired, to spot-check dates and times.
Note about how the System Books Pattern Tee Times:
When generating Pattern Tee Times, the system will make every effort to book the Times and Slots as dictated by your settings in the Date/Time/Days/Number of Slots fields. In the event the system comes across a pre-reserved Tee Time, the system will attempt to book the Pattern for the next available Tee Time. If the next available Tee Time is also booked, the system will look to the one after that, and so-on.
For Example: You're creating the following Pattern for Ty Webb: 4 Slots every Monday in June at 9:30am. When processing the Pattern, the system will book the 9:30am Tee Time for Ty provided all 4 Slots are available. Should the system find a 9:30am Tee Time booked on a given Monday in June, the system will roll Ty's reservation for that day to the 9:37am Tee Time, if available. If the 9:37am Tee Time has a reservation, the system will look to the 9:45am Tee Time, and so-on. However, if Ty wants only 2 Slots for his Pattern, then the system needs to find only two open slots per Tee Time to make the reservation. In the event the there was a single or twosome booked for 9:30am on a given Monday, the system would book Ty's pattern along with the existing reservations.
Lastly, the system sees 'Starter' Tee Times as booked Tee Times. If you generate Starter Tee Times, and if you attempt to create a Pattern that falls on the Starter's Tee Time, the system will roll the reservation to the next available Tee Time as described above.
Pattern Type: Clear
The Pattern Type Clear is used to delete/erase Tee Times that were created using the Pattern Tee Time Book opiton. "Clear" deletes Pattern Tee Times provided the Tee Time Status is NOT Tee2 or Tee'd Off. The Include Checked In? toggle option (discussed in detail below) allows you to clear Pattern Tee Times made with the Assign Tee Times as Checked In option.
- In RecTrac, go to Management Ribbon • Golf Management • Tee Time Pattern.
- Expand the Drop-down list for Patten Type and select "Clear."
- In the Golf Courses DataGrid, select the golf course(s) for which you wish to clear the Pattern Tee Times. Multiple selection is allowed.
- Enter Beginning and Ending Dates for the Pattern Clear in their respective fields.
- Enter the Begin and End Times for the Pattern Clear in their respective fields
OR
Select a Begin Time only and then enter a value in the Consecutive Tee Times field.Note:
The Time/Consecutive Tee Times fields work as described in the Pattern Type: Book section above. If Clearing Tee Times for a specific pattern, you will want to take care in these fields to ensure your selections are accurate. If Clearing ALL Pattern Tee Times, you can leave your time range "wide open" and enter "0" in the Consecutive Tee Times field." Pattern Tee Times only will be cleared. Regular" Tee Times will not be cleared.
- Click the Combo Box icon for Week Days to select the Day(s) of the Week on which you want Clear Pattern Tee Times.
- Select your Starting Hole and Number of Holes options.
- Determine whether you want to Include Checked In? Tee Times.
- Select this option to have the system include Tee Times with a Status of "Checked-In" (aka: 'Show') when running the Clear. When this option is selected, the system will clear all Pattern Tee Times within the date range including those that were created using the Assign Tee Times as Checked In option enabled.
- De-select this option to have the system clear Pattern Tee Times that were created without the Assign Tee Times as Checked In option enabled. When this option is selected, the system will clear only those Pattern Tee Times within the date range that were created without using the Assign Tee Times as Checked In option enabled.
- Click Process when ready and acknowledge the message. The program runs on the AppServer. The notification center will alert you when the process is complete.
Note:
Upon completion, the system generates a byproduct report detailing the changes made. You can view this report from the Notification Center alert or you can open it in the Document Center • --All Document Types --, if desired.
- Upon completion, go to your Tee Sheet, if desired, to spot check dates and times.
Pattern Type: Turn Web OK Toggle…
The various Pattern Types for changing the Web OK Toggle are is used set the Web Booking flag to "On" or "Off" for any existing Tee Times. You would use this option in the event you generated Tee Times and forgot to enable the Allow WebTrac reservations toggle option(s) OR if you generated Tee Times with the Allow WebTrac reservations enabled and decided you did NOT want to allow booking through WebTrac.
- In RecTrac, go to Management Ribbon • Golf Management • Tee Time Pattern.
- Expand the Drop-down list for Patten Type and make your selection.
- Turn Web OK Toggle On Front and Back - This option will set the All Web Tee Time Booking flag to "Yes" for Tee Times starting on Hole 1 or 10.
- Turn Web OK Toggle Off Front and Back - This option will set the All Web Tee Time Booking flag to "No" for Tee Times starting on Hole 1 or 10.
- Turn Web OK Toggle On Front Only - This option will set the All Web Tee Time Booking flag to "Yes" for Tee Times starting on Hole 1 only. Web bookings will not be allowed for tee times starting on Hole 10.
- Turn Web OK Toggle Off Front Only - This option will set the All Web Tee Time Booking flag to "No" for Tee Times starting on Hole 1 only. Web bookings will not be allowed for tee times starting on Hole 10.
- In the Golf Courses DataGrid, select the golf course(s) for which you wish to set the Web OK flag.
- Enter Beginning and Ending Dates for the Web OK flag in their respective fields.
- Enter the Begin and End Times for the Web OK flag in their respective fields
OR
Select a Begin Time only and then enter a value in the Consecutive Tee Times field.Note:
The Time/Consecutive Tee Times fields work as described in the Pattern Type: Book section above. If setting the Web OK flag for specific tee times only, you will want to take care in these fields to ensure your selections are accurate. If setting the Web OK flag for ALL tee times, you can leave your time range "wide open" and enter "0" in the Consecutive Tee Times field.
- Click the Combo Box icon for Week Days to select the Day(s) of the Week on which you want to set the Web OK flag.
- Select your Starting Hole and Number of Holes options.
- Click Process when ready and acknowledge the message. The program runs on the AppServer. The notification center will alert you when the process is complete.
Note:
Upon completion, the system generates a byproduct report detailing the changes made. You can view this report from the Notification Center alert or you can open it in the Document Center • --All Document Types --, if desired.
- Upon completion, go to WebTrac, if desired, and attempt to make a Tee Time to verify your results.