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Visiting societies

One enquiry, one record, one bill.

Fescue manages visiting societies and outings through a single booking record that the office, the kitchen, the tee sheet and the accounts all write to, so a society day is not rebuilt from emails and memory each time it arrives. Eleven emails, a pencilled tee sheet, a chased deposit, a list of names that lands the night before, and a kitchen that finds out on the morning. For most clubs societies are the busiest workflow the office runs, and the one held together entirely by somebody remembering. Enquiries become held tee times, deposits sit against the booking, the organiser fills in the names through a link, and the final bill lands on one account instead of three separate documents arriving the next week. Repeat bookings copy the whole day forward with dietary notes and covers already in place, so next year starts from the last visit rather than from scratch.

Enquiryan email arrivesHeldtees reserved, not pencilledConfirmeddeposit against the bookingNamesorganiser fills them inThe dayarrivals, covers, cardsOne billsettled onceONE SOCIETY BOOKING · EVERY STAGE WRITES HERENo stage hands a copy to the next one, so nothing is re-keyed and nothing is lost between departments.
The spine is the point. Six stages, five departments, one record that all of them write to, society days go wrong in the gaps rather than in the work.
The day sheetOne screen, every department
TeesReserved against the booking rather than pencilled on a sheet somebody else can overwrite.
CoversThe kitchen sees the number change when it changes, not on the morning.
DietaryRecorded against the name, carried to the next visit.
NamesCollected by a link, the organiser fills them in, which is the one job nobody at the club should be doing.
CardsPrinted from the field as it stands.
DepositHeld against the booking and shown on the same screen, so nobody has to ask the office whether it arrived.
The accountOne bill to the organiser, settled once, instead of a green fee sheet, a bar tab and a catering note arriving separately.
Next yearThe whole day copies forward with the names, covers and dietary notes already on it.

Questions

Asked by the office.

Who collects the players' names?

The organiser does, through a link on the booking, which is the one job nobody at the club should be doing by hand the night before.

Does the kitchen see changes as they happen?

Yes. Covers and dietary notes sit on the same booking record, so the kitchen sees the number change when it changes rather than on the morning.

How is the deposit handled?

It is held against the booking and shown on the same screen, so nobody has to ask the office whether it arrived.

What happens the following year?

The day copies forward with the names, covers and dietary notes already on it, so a repeat booking starts from the last visit rather than from an empty sheet.

See it at your venue

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We will come to your club, with a blank notepad, and show you your own Saturday in Fescue.

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