Last updated Sep 9, 2024
Managing events for a busy golf club can be a real challenge, especially with multiple facilities and complex bookings. If you’re overwhelmed by facility scheduling conflicts, event detail tracking, and staff communication issues, Teamup is here to help. Learn how to simplify facility scheduling for easier golf course event management, happier staff, and satisfied guests.
The challenge of golf course events management
Golf and social clubs often function as event venues for tournaments, clinics, corporate meetings, and private events. Besides the courses, they also have other facilities like the club house and dining areas. These can be booked together with golf events or separately.
For course managers and event organizers, it’s a challenge to handle scheduling and communication for these events. Regular tee times are easy with dedicated course management software. Special events, however, bring a lot more complexity. Each event is unique, so there’s no copy-and-paste formula to follow. All the details need to be confirmed and tracked. And each event involves several departments and many staff members.
It’s important to have a facility scheduling solution that’s flexible enough to handle all these details, from special requests to staff coordination to billing and follow-up.
Without a solid system in place, there will be issues: double bookings, uninformed staff, special request misses, and maintenance mix-ups. Those mistakes create a bad experience for guests and reflect poorly on the club. Plus, the lack of a system causes a lot of frustration and conflict for all the staff members.
Facility scheduling with Teamup
Just like every event is unique, every venue and club is unique, too. And that’s what makes Teamup a great solution: it’s feature-packed but flexible, so you can customize for your setup and scale as needed.
Centralized calendar for complete visibility
See everything you need to see in one place.
Having a centralized calendar for all special event bookings makes management easier and prevents scheduling conflicts.
Office staff, facility managers, event organizers, and department managers can all see what’s been scheduled, whether it’s a corporate golf tournament, a golf clinic, or a private party. Giving all key staff members direct access to the facility scheduling information makes work more efficient. Instead of waiting for event details to trickle down from one person to another, folks can get started on their part. The course manager can arrange for extra caddies and carts; the catering manager can confirm the menu and assign waitstaff.
It takes a lot of coordinated effort to produce a special event. Making the schedule and event details accessible to the people doing the work means it can be done sooner, with more organization and less last-minute frenzy.
Customizable configuration for scheduling
Use a system that’s flexible and scaleable so it works for you.
Configure Teamup in the way that makes the most sense for your venue and the type of events you’re typically handling. Manage all the areas, details, and individuals that factor into scheduling, so your planning doesn’t miss important details.
For example, you can set up color-coded sub-calendars to represent primary areas and key people:
- Office administrators who take the initial booking and manage billing.
- Event organizers who handle all the details of planning and overseeing the event.
- Staff availability to track who’s working during a specific event.
- Facility scheduling so everyone knows which facilities are booked.
Create your own custom fields to capture specific details like dietary restrictions, special requests, and equipment needs. This ensures that every aspect of the event is meticulously tracked and managed.
You can also take notes and add information about the event menu and tournament details in the description. Upload waivers, invoices, and other documents in the attachments. Everything about the event stays in one place, both secure and accessible.
Real-time updates and automated notifications
Keep everyone in the loop without extra work.
When everyone’s working from the same central system, you don’t have to send a dozen different updates down the email chain or message thread. Just update the event on the calendar, and everyone see the latest information automatically. You can stay synced across devices with the Teamup app, too.
Use notifications so that when an event is added or details change, all relevant staff members receive an automated email. Set up automated daily emails so everyone knows what’s on their schedule for the day. Clear updates and regular communication help things runs smoothly and keep everyone involved aware of any changes.
Seamless coordination between staff
Course managers, event organizers, and office administrators can all access the calendar to manage their respective responsibilities. For instance, office staff can use custom fields and filters to track statuses such as “Deposit paid” or “Invoice sent.” This makes it easier to follow up on payments and manage event progress, all within the same system.. Course managers can block off unavailable dates for course maintenance, and prep for upcoming tournaments and clinics. Event organizers can check availability for future events, oversee planning, and delegate tasks. And club managers can see the big picture of facility use over time.
Secure event sharing with the public
Share upcoming events with the public easily and securely.
You can embed Teamup in the club website. Choose which sub-calendars to include so site visitors only see the events you want to share publicly. To keep things private to a group, embed Teamup in a password-protected area that’s for members only. You can also share a secure calendar link directly, via social media, and in newsletters.
To promote individual events, use event pages. This feature automatically creates a stand-alone, secure event page for any event on your calendar. It’s essentially an event flyer you can use to publicize events, invite members, capture signups, and even answer questions about the event. If you change the event information on the calendar, the event page updates too; so everyone always has the latest information.
Try Teamup for facility scheduling
With a central calendar and smart setup, you’ll be more efficient managing corporate events and keeping facility schedules organized. Everyone involved can access the details they need. Everyone sees the latest updates, without the need to send emails, messages, or make phone calls to each department. It’s a simple but streamlined and effective way to manage golf course events and make facility scheduling easier. Get started with Teamup today.
