Portlethen Golf Club Significantly Improve Tee Time Utilisation on Members Competition Days
With the introduction of the BRS On-line Members Booking system, Portlethen have seen a reduction in the number of no shows on their busiest days from an average of 27 to 2 and radically improved the booking arrangements for their members. Members that weren’t previously getting on the timesheets now can get a game and the inconvenience of queuing at the club from as early as 5.30am has been eradicated.
Problems needed to be addressed.
Portlethen had a paper based system and in order to book a time on a Saturday, members had to go to the club 7 days in advance. Pressure on times was intense and members would start queuing at the club as early as 5.30am in readiness for booking sheets to be ‘open’ at 6.00am. Any member wishing to cancel a time would also have to do this at the club.
The club was aware that it had a reputation in the area that members could not get a game on a Saturday and were losing members because of this. The club were also experiencing an average of 27 no shows every Saturday and the whole situation was proving difficult to administer
Club Captain (2009/2010) , Terry Kennedy and the Committee reviewed the situation and considered changing booking times but realised that this would only move the problem around and not actually cure it. So it was decided to examine the possibility of an on-line booking system.
A sub-committee was set-up and after an initial review of the market, they concluded that BRS Tee Time Manager was the only credible system to review in more detail.
Portlethen talked with several other Clubs who were using the system and the feedback was very positive. The club contacted BRS in August 2009 and an on-site demonstration was arranged.
A professional company
As Terry openly states “the committee was made up of local business people and were set to give BRS a grilling and looking for problems! However, they were very impressed with the demonstration and the direct answers to questions provided by the BRS Account Management team. Everybody was very positive after the meeting, and also impressed that BRS had made a commitment to the Scottish market place by appointing an area Account Manager who was in attendance.”
After receiving all the cost details from BRS, the Committee made the decision to proceed with the BRS system in October 2009.
On-site Training was an essential Requirement
Terry had requested that all training was done on-site and although the programme took longer than expected was , he was very happy with quality of the course. “The commitment the BRS staff made to completing tasks and responding to questions was impressive. Our staff all felt very comfortable asking questions on the training course and making sure they understood how particular aspects of the BRS system fitted in with their roles at the club. They particularly highlighted the non-dictatorial approach taken by BRS staff and the readiness of BRS to discuss local concerns and issues.”
Keeping Members Informed
The priority for the club was to get the Members Booking sorted out and after announcing the new system at the AGM in January 2010, sent out explanatory emails and letters to members.
A trial Competition for on-line booking was set up on March the 10th and this went very smoothly with no problems and the new Booking system went fully live thereafter.
Members Reaction is Positive!
“The reaction from our members has been positive beyond our wildest dreams! Having been on the Committee for nearly 20 years, it is not often that we get any praise but the reaction from our members has been fantastic!”
A few members who did not have PC access at home were concerned when the system was introduced and indeed, one member approached Terry and said that he was leaving the club as he could not work PCs etc. The club had invested in the BRS Clubhouse PC module and Terry showed the concerned member how to use it. After using the facility twice, the member stated “I didn’t realise it would be so easy!”
A very successful Project.
Booking for Saturday Competitions now opens on-line on Thursday evenings at 7.00pm and within 5 minutes in excess of 160 bookings are made, without any problem.
The flexibility of the system and ease of cancellation has resulted in great improvement in tee time utilisation and the club is now averaging only 2 no shows on Saturdays – a massive improvement from the historic 27 with the old system!
“BRS have met the criteria we set and achieved the standards we required. They have met all the promises and delivered. “ – I Cruickshank, Club Captain 2010/11.
And a final word from a member….
Graham Penny, a member at the club, has seen the impact the new system has made.
“The BRS System recently installed is excellent for all members and visitors to Portlethen Golf Club. it is easy to use and is excellent for people at home, on business, working offshore, abroad on holiday or at the clubhouse to book or cancel Tee Off Times for yourself and playing partners.”
“Members can view online their tee times and times that are available to be booked nine days in advance and also view any future club competitions, open tournaments etc being held.
“How did we manage before !”