Tee Sheet Rules

Tee Sheet Rules governs who may book a tee time, and how far ahead. The Tee Times screen is the sheet itself — the slots and the bookings on them. This screen is the policy behind it, and it is where most member complaints about the tee sheet are actually resolved.

It is an optional module: turn on Advanced Tee Sheet Rules in Settings > Features to add it to the sidebar. Admins, Managers, Front Desk and Pro Shop can use it.

Three separate mechanisms live here, one tab each:

1. Priority Windows — how many days ahead each kind of member may book.
2. Lottery — for high-demand days, requests are collected and then drawn rather than taken first-come.
3. Standing Times — a recurring slot reserved for the same group each week.

Booking windows

The window is the number of days before play that booking opens.

• Default advance days (all members) applies to everybody who has no more specific rule. Leave it blank for unlimited.
• Per membership class overrides that for a class (leave a class blank to use the default) — a common club policy is full members at 14 days and social members at 7, so full members get first call on prime weekend times.

Click Save. Windows are evaluated per member class at the moment of booking, in the member portal, so a change here takes effect immediately for anything not yet booked. It does not retroactively cancel bookings that were legal when they were made.

A member insisting they “should be able to book that far out” is nearly always a membership-class question, not a tee-sheet bug. Check the member’s class first, then the window for that class.

Note that a member’s status is a separate gate. A member whose status has can_book_tee_time switched off — Suspended or Resigned, typically — cannot book regardless of their class or the window. See Member Management for statuses.

The lottery

For days where demand exceeds supply, collect requests and draw them instead of opening the sheet.

How it runs:

1. Requests are entered for a course and play date, each with a preferred time window (from–to) and a party size. Staff add them with + Add entry; members can also enter the lottery from the member portal.
2. Each request gets a priority automatically from the member’s class: the longer (or unlimited) the member’s booking window, the higher the priority. Requests sit as pending until the draw.
3. Run draw for the course and date. Requests are taken highest priority first (then earliest submitted), and each goes into the earliest tee time inside its window that has room for the whole party — the member plus guest seats for the rest of the party, all or nothing.
4. Each request ends up awarded (a real booking on the sheet) or unfulfilled. The draw reports how many requests and seats it placed.

Run the draw once for a given date. Running it again only looks at requests that are still pending — it will not un-award what has already been granted. Once a request has been awarded, cancel the resulting booking on the tee sheet if you need to undo it.

Standing tee times

A standing tee time is a recurring reservation — the same group, the same day of the week, the same time, over a date range.

+ Add standing time takes a member, a course (when the club has more than one), a day of week, a time, a party size and a start date. The form has no end date: a standing time runs until you pause or cancel it. Each standing time can be paused, resumed or cancelled. ClubCore places upcoming occurrences onto the tee sheet by itself every night, over a rolling 14-day horizon; Generate upcoming does it immediately. Dates the member is already booked are skipped.

Two things to know:

• Standing times occupy the slot, so they reduce what is available to the lottery and to normal booking for those days. Set them before you open a season’s sheet, not after members have started booking it.
• Nothing ends it for you. A standing time left active quietly consumes prime slots forever. At the end of the season, cancel it (or pause it) and add it again deliberately next season.

Troubleshooting

A member cannot book, but their class window looks right. Check their member status — a status with tee-time booking disabled overrides everything on this screen.

The sheet is emptier than expected for a date. Look for standing tee times covering that day of week, and for an unrun or partly-run lottery holding times back.

The draw awarded fewer times than there were requests. That is the normal outcome when requested windows cluster — requests that could not be fitted, with their whole party, into their stated window come back unfulfilled rather than being moved to a time the member did not ask for.

A member asks why someone else won the draw. Priority comes from the booking window of each member’s class. A class with a longer window outranks a shorter one.

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This page mirrors the ClubCore in-product manual. Club staff get the same content inside ClubCore itself — searchable, and on the ? button of every screen.