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 the 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 also receive push notifications to the club's Mobile App for Tee Time reservations. Prior to enabling Push Notifications for JCM Tee Times, you will need to have a feature activated by our Web Support team. 

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:
 
  1. In Jonas Club Management Software navigate to Tee Time Management > Files > Golf Course
  2. Select the desired Club Code
  3. Click the Communications menu item located at the top right
  4. Modify the desired options:
    • 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. 
  1. Configure the notification options for each Tee Time Event:
    • New Reservation: The system will send an email and/or push notification to all of the players on the reservation with an email address. Checkmarking the "Unless Booked Within", and populating the field with a number, allows the club to prevent emails and/or push notifications from being sent if the reservation is made close to the current time.
    • Modified Reservation: The system will send an email and/or push notification with a Tee Time Modification notice to all of the players on the reservation with an email address. This email is sent only when the reservation details (such modification of existing players, transportation options, club rentals, notes, etc.) have been modified by an online user or in-house at the club. Checkmarking the "Unless Modified Within", and populating the field with a number, allows the club to prevent emails and/or push notifications from being sent if the reservation is modified close to the current time.
    • Moved Reservations: The system will send an email and/or push notification with a Tee Time Moved notice to all of the players on the reservation with an email address. Moving a reservation can be done both by online users as well as within the in-house system. Checkmarking the "Unless Moved Within", and populating the field with a number, allows the club to prevent emails and/or push notifications from being sent if the reservation is moved close to the current time.
    • Cancelled Reservations: The system will send an email and/or push notification with a Tee Time Cancelled notice to all of the players on the reservation with an email address. Cancelling a reservation can be done both by online users as well as within the in-house system.  Checkmarking the "Unless Cancelled Within", and populating the field with a number, allows the club to prevent emails and/or push notifications from being sent if the reservation is cancelled close to the current time.
      • Notification Options for each Tee Time Event include:
        • No Communication – No communications will be sent
        • Email – Email confirmations will be sent only via the club’s email server
        • Push Notification – Only Push Notifications will be sent via the Clubhouse Online App
        • All Methods – Both Email confirmations and Push Notifications will be sent
Note: If push notifications have not be enabled for the Tee Times Reservation module, contact our Web Support team. 
  1. Click OK to save

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:
 

  1. In Jonas Club Management Software navigate to Tee Time Management Files > Confirmation Notice Setup
  2. Select the desired Club Code
  3. Click on the Reservation Details menu on the right hand side
  4. Checkmark or uncheck the desired options:
    • 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 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)
  5. Click OK to save the Reservation Details options.
  6. Click OK to save the Confirmation Notice Setup 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:
 

  1. In Jonas Club Management Software navigate to System Administration > System Setup > J-Mail Parameters 
  2. Select the desired Company Code
  3. 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 fields 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 noreply@yourclubsdomain.com
  • 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 send to the designated test address.

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