FACTS - Facility and Activity Scheduling System
FACTS Facility and Activity Scheduling System

FACTS is a superb Facility & Activity Scheduling system, developed primarily for the electronic booking of golf tee times. FACTS operates in many busy golf properties and is built to perform in the most demanding situations.

FACTS has evolved through the valued input of Directors of Golf and Golf Opeartions Managers since its inception in 1993. With over 10 years of growth, development and practical use, FACTS is a mature product that performs strongly and demonstrates a thorough understanding of the needs of private and commercial golf operations.

FACTS Overview

While FACTS is purpose designed to manage and control the bookings of players onto golf courses, it also accommodates other facilities available at golf properties such as booking of golf lessons, tennis courts, tennis lessons, through to function rooms if necessary.

The software enables bookings to be taken from multiple locations simultaneously and presents them in a neat, orderly manner, both on the computer screen and on printed reports. At a glance it is apparent as to the status of the course for a given day, where players may be booked into tee times either spare or to join existing player bookings. Players are processed through the booking procedure quickly and efficiently and with a consistent standard of service.

Equally the system offers simple professional procedures for golfer registration and payment, providing a high level of customer service potential.

The key to the ease of use of the system is the graphical presentation, rather than purely text. Incorporating icons, buttons and a mouse driven environment the system has the ease of use (and familiarity) expected from the Windows environment.

The FACTS system has been developed, refined and updated via input from experienced golf operators and has been designed to offer the greatest possible flexibility. The system will adapt to the requirements of the operation and it's customers, rather than the operation having to adapt to the computer system, as is often the case.

Bookings

The booking sheet, as presented on the computer screen, is completely user definable - tee time intervals can be changed and adjusted, opening and closing times can be set, cross-over intervals can be managed - and flexible to suit all operational needs. Importantly, the behaviour of the booking sheet can be adjusted day by day if required, allowing differing tee time intervals on any selected dates, or even within a single day. Restrictions on the types or categories of players that may book into any range of tee times may be imposed to give full control over the behaviour and acceptability of bookings being made by staff.

Bookings are presented as a coloured bar(s) on the booking sheet with the length and colour of the bar denoting the number of players booked into each booking time. By simply clicking on the desired tee time with the mouse the time expands to display the full booking details for the time selected.
Click here to view an example of a booking sheet - 80k .JPG.

When a booking is made player names, contact telephone numbers, zip/post code, booking categories, comments, handicap and hire details are all able to be entered into the booking screen. All booking categories are user definable and may include various individual, group and wholesale category groupings as required. There is no limit to the amount of categories able to be defined. Each category is allocated its own fees for hire items, green fees etc.
Click here to view an example of a single booking sheet - 82k .JPG.

As each booking is entered the computer calculates the charges to apply to each player and will produce an invoice / receipt for each player, or for any combination of players. Booking confirmations can also be generated in Fax, E-mail or printed form. The format of the receipt, invoice or booking confirmation is also fully user definable and tailored to suit the individual operation.

Group bookings are entered as easily and quickly as individual bookings. Groups may be booked into single tee, two tee or shotgun start formats. All details pertaining to the group are entered into the booking. Cart cards may be produced for the players in each group to display on cart windscreens. Visually the booking sheet shows groups in different colour formats to ensure they are immediately identifiable. Shotgun starts are immediately identifiable from single or two tee starts, and buffers may be created around a shotgun start to prevent bookings being made which may otherwise interfere with play.

Any booking type can be altered or amended quickly and neatly. Bookings may also be copied or moved to other times and dates at the click of a button. FACTS v3.0 allows players to be dragged from within any booking and dropped onto any other booking, making management of last minute player changes a simple task. Players may also be cancelled or flagged as "no shows" with ease.

Analysis of the booking data is available instantly and is presented in a wide variety of statistical reports. These statistics can be compiled for a single day or any date range specified. The reports are comprehensive, apply historically or in forecast and can be viewed in many formats, via Windows applications.

The FACTS system provides excellent security of booking and player information. Management can control who has access to the various modules and functions within the system, and a comprehensive audit trail is created for each booking transaction. A detailed history of any booking can be displayed showing the time, date, operator and action performed against that booking, whether that be the original creation of the booking, or subsequent modifications.

Member and player files are comprehensive and are updated automatically via each booking. They contain all relevant personal information, player history and photographic information if required.

The combination of ease of operation, accuracy and accessibility of bookings from any location, and the operational and managerial reporting and controls provided by the software make it an essential tool in the management and control of the course booking function.

FACTS - Operational benefits

Operational benefits provided by the FACTS system are numerous, ranging from greatly enhanced customer service procedures to immediate statistical analysis of operations.

  • Client convenience - customers are better serviced by being able to book (and register if required) at multiple locations at each course.
  • Less delays for telephone bookings - customers are less likely to have to wait on hold until a booking operator is free. Instead their inquiry can be handled by any staff member with access to the system through a computer.
  • Consistent service - player booking and registration procedures become standardised offering consistent levels of service to patrons. This has benefits to not only individual courses but also multi site management programs.
  • Customer service is able to be personalised - via the player detail files a profile of each customer is created enabling personalised individual service to be offered rather than a generic service plan only.
  • Player history files create a valuable and accurate data base to be used for promotional activities.
  • Member or VIP player verification - photographs may be stored on file to verify members, VIP's etc as required.
  • Loyalty rewards - customer loyalty reward programs may be operated within the FACTS system, thereby providing recognition to individuals for their continued patronage, and promoting multiple usage. These can be accessible through individual courses, or across multi-sites.
  • Group servicing - group reports provide alphabetical player lists, chronological lists of tee times, cart cards for windscreens, summaries of groups booked over selected date ranges, monthly groups booked (forecast or historical), comments and details relevant to each group and many other functions. Collectively these serve to ensure that groups are well serviced and preparations are in place and information shared well in advance of the group arrival.
  • Greater control and security on revenue - all booking creations, modifications and deletions are automatically logged to the staff member creating an audit trail and making it difficult for bookings to be fraudulently altered and revenue removed.
  • Ease of access to information - reports are printed in seconds for distribution and all areas of operations are aware of the golf course activity for the day. Via multi-terminal viewing the F&B department can be aware of the days activities and bookings through viewing their computer (enabling better preparation of staffing for example) without being able to access the booking sheet.
  • Administrative time and cost savings - reports and operations statistics are available at the press of a button with resultant wage cost savings. Ease of use of the system allows for greater productivity of staff and multi skilling.
Central Control

FACTS offers the ability to automate data transfer back to a central location. The implication of this is that data from all managed / owned courses can be collated at central head office on a daily basis and done so automatically by your computer system.

Click here to download a Demo Version of FACTS>>