Configuring Tee Time Confirmation Settings

This guide provides instructions regarding the set up and configuration of the Online Tee Time Email Notifications. This function allows the members to receive Email Notifications when a Tee Time booking is created, modified, or cancelled in-house or online. All related settings of Email Notifications are set up and configured within the Jonas Club Management Software. Any changes made to these settings will apply to both the In-House and Online Tee Time Email Notifications.

The guide is divided into two main sections described below. Click on the corresponding tab to access the desired section:

Email Configurations

Overview of available configuration of Course Options and Confirmation Notice Setup Options. These sections control when Email Notifications are sent (confirmation, modification, cancellation of tee time etc.), as well as what information appears on the Email Notifications, such as number of holes, names of players, date of tee time, confirmation number, and the like.

J-Mail Parameters

Overview of the configuration set up within the J-Mail Parameters section in Jonas Club Management. J-Mail Parameters define the mail server setting the system uses to send emails, the mail servers authentication credentials, the location of the Email template, the from address label on the notification, as well as an ability to test the configured SMTP settings for the mail server.

Email Configurations
J-Mail Parameters

The options to configure the Tee Time Email Confirmations are found in Jonas, with two main sections to configure. The Golf Course Options and the Confirmation Notice Setup. The former controls when the Notification is sent, the latter controls what displays on the Notification.

Golf Course (Email) Options

The options found under the Golf Course section of Jonas Club Management allows the configuration of when and if email notifications and/or push notifications are sent. Should notifications be sent when a Tee Time is modified or cancelled? Or just when it is confirmed? What if the reservation is made 30 minutes before the actual Tee time? Members can receive push notifications to the club's Mobile App for Tee Time reservations. For more information refer to the Enabling Push Notifications for Tee Time Reservations article.

^Note: The settings found within this section configure the Email Notification settings for both the online as well as In-house booking systems.

To access and modify the Golf Course Options section:

In Jonas Club Management Software navigate to Tee Time Management > Files > Golf Course
Select the Club
Select the Golf Course Code
Select Communications from the right navigation
Select the Confirmation Notice form and email format
- HTML Confirmation Notice Form: This field is used to identify an HTML confirmation notice form (template) that has been created specifically for this golf course. Typically, this field will be left blank and the default HTML form associated with the confirmation notice form specified in the Tee Time Management System Profile will be used. The content of the template is modified under another location, please see our section on Tee Time Confirmation Notice Options below.
- Default E-Mail Format: This option is used to set the default email format to be used for the confirmation notice. When Tee Time Email Notifications are sent to the user, the format that is used is based on the email format setting in your Member and/or Guest files. If an email format cannot be found, the format specified here will be used. Recommended setting is HTML.
Tee Time Events where notifications can be enabled. The notification will be sent to all players on the reservation that have an email address.
- New Reservation: When a new reservation is made, regardless if it was made directly in Jonas or from the website.
- Modified Reservation: When the reservation details (such modification of existing players, transportation options, club rentals, notes, etc.) have been modified directly in Jonas or from the website.
- Moved Reservations: When a reservation time is moved within the same day directly in Jonas or from the website.
- Reservation Cancellations: When a Tee Time is cancelled directly in Jonas or from the website.
- Reservation No-Shows - When a member doesn't show up for a tee time.
The following notification options can be configured for each Tee Time Event (New, Modified, Moved, Cancellations and No-Shows):
- Email - Only Email confirmations will be sent via the club’s email server.
- Push Notification - Only Push Notifications will be sent via the Clubhouse Online App.
- Text Message - Only Text Message notifications will be if the club has the Text Messaging module and member has provided a cell phone number.
- Unless Booked Within - Prevent notifications from being sent if the reservation is made close to the tee time.
  - If members should be notified even minutes before the tee time leave this box unchecked.
- Minutes Of/After Tee Time - Enter time in minutes to prevent notification to be sent.
  - Example if Email and Unless Booked Within was enabled and 60 minutes was configured. This means any booking that is made 60 minutes before the tee off time on the same day will not be sent the email notification.
- No Communication - Leave all the check boxes, unchecked and notifications will not be sent.
Click OK to save

^Note: If push notifications have not be enabled for the Tee Times Reservation module, refer to the Enabling Push Notifications for Tee Time Reservations article.

Tee Time Confirmation Notice Options - Reservation Details

The Tee Time Confirmation Notice section allows the club to configure the information that appears in the Tee Time Email Notices sent to members. This section reviews the core options available within the Reservations Details section such as configuring the Tee Time Email to show the Reservation Date, Tee Time, Golf Course Name, Names of Players, Golf Cart Assignments, and the like. For more information, please see description below.

To access and modify the Tee Time Confirmation Notice - Reservation Details section:

In Jonas Club Management Software navigate to Tee Time Management > Files > Confirmation Notice Designs
Select the Club
Select the Design Code
Select Reservation Details from the right navigation
Select checkbox(es) beside option to be included in the Tee Time confirmation reservation details
- Print Reservation Confirmation Number: Display the Jonas Tee Time Confirmation Number associated with the Tee Time booking in Jonas.
- Print Reservation Date: Display the date of the reservation
- Print Reservation Tee Time: Display the time of the reservation
- Print Golf Course Name: Display the name of the Golf Course (as configured in Jonas)
- Print Number of Players in Reservation: Display the # of players booked for the reservation
- Print Number Of Holes to be Played: Display the # of Holes that the reservation is booked for
- Print Credit Card Guarantee: Deiplay the credit card guarentee
- Print Player Names in Reservation: Display the names of every player within the reservation
- Print Player Golf Cart Assignment: Display whether the reservation was booked with a Golf Cart request
- Print Player Caddie Assignment: Display whether the reservation was booked with a Caddie request
- Print Player Rental Club Assignment: Display whether the reservation was booked with a Rental Club request
- Print Player Handheld GPS Assignment: Display whether the reservation was booked with a GPS device request
- Print Starting Hole: Display the Starting Hole associated with the Tee Time
- Print Other Bookings On Tee Time: Display whether there are other bookings associated with this Tee Time
- Print Rounds of Golf Bookings Allowance: Display the remaining Round of Golf allowance for the member (Example: 32 out of 50 per year remaining)
- Print Guest Rounds of Golf Bookings Allowance: Display the remaining Guest Rounds of Golf booking allowance for this member (Example: 40 out of 50 per year remaining)
Click OK to save the Reservation Details options.
Click OK to save the Confirmation Notice Designs options

^Note: To ensure the settings are properly applied, the club must use the default Tee Sheet Form (template)

The J-Mail parameters section provides the user the ability to configure the labels (From Name, From Email Address, etc.) associated with the Email Notification, the type of Mail Client used, the path of the template file, and the Authentication information for the mail server. To access and modify the J-Mail Parameters for Tee Time Reservations:

In Jonas Club Management Software navigate to System Administration > System Setup > J-Mail Parameters
Select the desired Company Code
Select the following Form Type: TC Tee Time Confirmation Notices

^Note: The J-Mail Parameters menu may not appear for all users. If the Menu item is missing, please contact your Jonas Administrator or call our support line for further assistance. If you are currently not using J-Mail, please refer to the knowledge base article J-Mail Parameter Setups (1935) on the www.JonasSupport.com website

J-Mail Parameters - Fields Overview

Please see below a description as well as relevant configuration information regarding each field within the J-Mail Parameters section.

Mail Client: The SMTP configurations utilized by the mail server to send Email Notifications. It is highly recommended to use the K-SMTP with SSL/TLS encryption or the P-SMTP mail clients for outgoing emails. These options allow the configurations of the J-Mail settings to send emails to an SMTP server using a set of credentials. While it is technically possible to utilize the Outlook option, it requires for a user to click 'send' on the generated email message, and thus removes the utility of the automated Email Notifications.
SMTP Server Name: The address of the mail server that is sending the Tee Time Email Notifications. As Jonas does not host any type of email services for our clients, the club must provide their own mail server. Please contact the company hosting the clubs Email and/or your IT representative to obtain this information.
Default subject: The Subject that appears in the email message when sent to a member.
From Name: The From name label that appears in the Email Message when sent to member. This field helps the user receiving the email to easily identify the sender.
From Address: The From Email Address label that appears in the Email Message when sent to a member. This address is a label that appears in the email message, and is not necessarily the actual address the email is being sent from. However, it is still useful as a member can send a reply to this address with any questions. The club can also utilize something like [email protected]
Copy To Address (optional): Designated email address(es) that receive a Carbon Copy of the email Message sent to members. This may be useful for times when the club would like to keep track of all reservation booked online, or monitor the emailing of messages in general.
HTML Folder (UNC Path): The location path where the defined Email Notification template is located. This section defines the path only, the Course Options section defines the file name of the template that is used. The default location for the tee time confirmation email file (TTCNGJC.HTM) is \GJCWIN\TSHEET\. In order for all terminals to correctly locate this file (including your Jonas server for Online Tee Times Confirmations) a Universal Naming Convention (UNC) must be utilized in this field, pointing to the shared GJCWIN folder (example: \\jonassrv\GJCWIN\TSHEET). A Network mapped drive path cannot be used (such as J:\GJCWIN\TSHEET\). One way to obtain the UNC path for a specific drive is to open Command Prompt in windows, and enter the following command: "net use".

J-Mail Parameters - SMTP Authentication Overview

To ensure that the mail server is configured properly within the J-Mail Parameters please certify that:

The SMTP server name is entered within the SMTP Mail Server field
The appropriate Mail Client option is selected (K-SMTP / P-SMTP)
The authentication credentials are valid and configured with the applicable settings

^Note: Jonas Software does not host the mail Server of our clients. If club requires assistance in obtaining proper authentication information, or configuring the mail server itself, please contact your email provider and/or IT representative.

To modify or review the mail server credentials, click the Authentication button on the right side.

The following must be configured and/or entered:

Password Authentication Required - Checkmark this box if you the mail server requires a username/password to be accessed. This information is populated in the fields below.
Outgoing Mail Port - The Outgoing Port associated with the mail server
Login Name - The username associated with the mail server account.
Login Password -The password associated with the above username.
Encryption Required - The type of encryption used by the user account above. This option is only available if 'K-SMTP with SSL/TLS' is selected as the Mail Client.

To test the SMTP server and its authentication within the J-Mail Parameters click on the Test-Email button (located above Authentication), enter an email address and click OK. If the authentication information and mail server address are set up correctly, the prompt will display "OK" and an email will be sent to the designated test address.