How ClubhouseOS runs an operating day.
Who uses which screen, how one customer stays one customer, how a change reaches every department, what a manager sees, and how a facility moves onto it one area at a time.
An operating day
Saturday, August 15, at Bramble Ridge, an 18-hole public facility. Every entry is something a department did in ClubhouseOS, and each one is visible to the others.
- 6:05 AMRangeFirst bucket of the day. The golfer scans a Player Pass at the ball machine, it checks the purchase with ClubhouseOS, and the balls drop.
- 6:12 AMGolf shopThe 6:30 group checks in. Their carts show up on the starter's iPad.
- 6:30 AMStarterFirst tee time of the day. The starter tees the group off and closes the slot.
- 7:41 AMGolf shopThe Anderson group checks in for 8:10. Glove, bucket and breakfast follow within fifteen minutes, all on one record. See it on the home page.
- 10:16 AMThe turnHot dogs and drinks, charged to a member account at the window.
- 11:20 AMKitchenAcknowledges Sunday's Kessler brunch event order, 60 guests.
- 4:12 PMEventsThe coordinator changes the brunch to 72 guests. The change goes to the kitchen, bar and banquet to acknowledge.
- 5:40 PMManagerReviews what's open before Sunday: an unacknowledged change, a server short, four unpaid bookings.
- 11:00 PMPaymentsThe nightly check matches the day's card payments to sales and flags any payment without one for the morning.
- CloseThe day236 rounds and $21,760 across golf, shop, range and food and beverage, each dollar tied to the department that took it.
Where staff use it
Each role gets its own screen on the equipment it already stands next to. Big targets, few choices, the same records underneath.
- Starter, at the first teeAn iPad shows who's up now, on deck and next. The starter assigns carts by scanning them, tees each group off and closes the tee time.
- Range ball dispenserA scanner and controller at the machine. It asks ClubhouseOS whether the Pass has a paid bucket or a member allotment before it releases a small or large bucket.
- Tournament scoringScores come in from the course; leaderboards update for players and the clubhouse screen.
- Golf shop counterA desktop register for check-in, merchandise, running tabs, refunds and phone bookings, with the day's tee sheet beside it.
- Grill, turn and beverage cartOrders go to kitchen tickets and can be charged to a member account or an open tab.
- Kitchen, bar and event staffA department inbox with each event order, what changed and an acknowledge button. A day-of board shows every function's status and staffing.
- ManagerExceptions that need a person: payment mismatches, unacknowledged event changes, staffing gaps.
One customer record
A golfer can carry a Player Pass in Apple Wallet or Google Wallet. Scanning it identifies them at the starter, the range and the register. A Pass isn't required: staff can look anyone up by name or phone number.
Either way, the booking, the round, the range bucket and the lunch all land on the same record. The golf shop sees the same person the grill does, and the season adds up in one place instead of four systems.
John Anderson, member since 2019
Saturday evening. Sample data.
| This season | Spent |
|---|---|
| Green and cart fees, 15 rounds | $270.00 |
| Golf shop | $346.00 |
| Range | $180.00 |
| Food and beverage | $386.00 |
| Total | $1,182.00 |
John Anderson's Saturday
- Fri 9:48 PMOnline booking
Books 8:10 AM Saturday for four online. Guest rounds are charged at check-in; his cart fee goes on his member account.
- 7:41 AMGolf shop counter
Checks the group in. Carts 23 and 61 appear on the starter's iPad.
- 7:44 AMGolf shop
Buys a glove.
$28.00 - 7:49 AMRange
Scans his Pass at the ball machine. A small bucket drops.
$9.00 - 7:55 AMGrill
Two coffees, two breakfast sandwiches.
$23.00 - 10:16 AMThe turn
Two hot dogs and two drinks on his account.
$19.50 - 12:24 PMStarter
Carts back. The round closes on his record, his 15th this season.
Next time he calls the golf shop, whoever answers sees his rounds, his spending by department and his upcoming bookings on one screen.
When an event changes, every department sees the new version.
Saturday at 4:12 PM, the Kessler family adds 12 guests to Sunday's brunch. This is what that one edit does in ClubhouseOS.
- The coordinator changes the guest count.The change is logged against the event order, with the old and new count.
- Food and staffing follow the new count.Food charges and the servers needed for a plated brunch are recalculated.
- Each affected department acknowledges the change.The kitchen acknowledged the event order this morning. The new count needs a new acknowledgment.
- What's still open stays visible.Unacknowledged changes and the staffing gap stay on the day-of board until someone resolves them.
Kessler 60th birthday brunch
Sunday, Aug 16, 11:00 AM, Fairway Room
Numbers
- Guests
- 6072
- Food, $38 a guest
- $2,280$2,736
- Servers needed, plated, 1 per 20
- 34
- Servers scheduled
- 3
Acknowledged
- KitchenYesNot the new count
- BarYesYes, 4:31 PM
- BanquetYesNot the new count
2 departments haven't acknowledged the new count, and brunch is 1 server short.
What a manager sees
Day to day, a manager needs the exceptions: what's unpaid, unsigned, unmatched or understaffed. Week to week, an owner needs the totals by department. Both come from the same records the staff worked in.
| Bramble Ridge, sample week | Rounds | Green and cart | Golf shop | Range | Food and beverage | Events | Total |
|---|---|---|---|---|---|---|---|
| Mon, Aug 10 | 128 | $5,642 | $1,180 | $486 | $1,904 | $0 | $9,212 |
| Tue, Aug 11 | 151 | $6,523 | $1,310 | $552 | $2,688 | $0 | $11,073 |
| Wed, Aug 12 | 159 | $6,981 | $1,402 | $603 | $2,415 | $960 | $12,361 |
| Thu, Aug 13 | 147 | $6,479 | $1,255 | $540 | $2,230 | $0 | $10,504 |
| Fri, Aug 14 | 182 | $8,742 | $1,740 | $738 | $3,610 | $0 | $14,830 |
| Sat, Aug 15 | 236 | $12,213 | $2,960 | $1,107 | $5,480 | $0 | $21,760 |
| Sun, Aug 16 | 214 | $10,902 | $2,415 | $954 | $3,960 | $3,348 | $21,579 |
| Week | 1,217 | $57,482 | $12,262 | $4,980 | $22,287 | $4,308 | $101,319 |
Bramble Ridge, sample week, before tax and service charge. Sunday's events line is the Kessler brunch: $2,736 of food for 72 guests plus $612 of hosted bar.
Your current systems
Start with the part of the operation that hurts most, keep the rest running, and replace more when it makes sense.
| Area | How it works |
|---|---|
| Tee sheet and online booking | ClubhouseOS has its own tee sheet, rates, online booking and cancellation rules. While you're still on your current tee sheet, its bookings can be brought in on a schedule so the starter and check-in work from them. |
| Booking button on your website | Your website links to a ClubhouseOS booking page for your facility. |
| Golf shop register | Native register with tabs and refunds. During a transition, orders from the register you have now are imported each day so reports include them. |
| Card payments | Processed through Stripe, on your facility's own account. Payments are matched to sales every night and mismatches are flagged. |
| Wallet passes | Player Passes for Apple Wallet and Google Wallet, issued by your facility. |
| Accounting | A nightly file of the day's sales and refunds, ready to import into QuickBooks Desktop. |
| Texts and email | Sent by ClubhouseOS, to golfers and to department leads. |
Getting started
ClubhouseOS is a managed service. We set it up, train your staff and keep running it with you.
- Walk the operationWe spend time at the counter, the first tee, the range and the kitchen.
- Set it upRates, tee sheet, catalog, menus, departments and staff, with your data brought over.
- Install and trainHardware at each station, and each role trained on its own screen.
- Go live, area by areaRun real days alongside your current system, then switch.
See ClubhouseOS
A 30-minute walkthrough on the Bramble Ridge sample facility. Nothing to prepare, no data to send.
Later: see it with your operation
After the first walkthrough, we can load a recent week from your facility, usually a tee sheet export and a sales export, and show the same views on your own numbers. We agree on what's included, who sees it and when it's deleted before you send anything.