Browser - Settings : Guest Rates

A guest rate is a discounted price for someone playing as a member's guest. You build the rate once and choose which membership classes it applies to.

Here's how it plays out. A member books a tee time for themselves and three guests. If guest rates are set up for that member's class, the guest rates become available for the other players - and if none are set up, those players fall back to rack rate.

One detail matters here: the rate is tied to the booking member's class, not to the guest. If a rate seems to have vanished, check which classes it's attached to first.

Finding guest rates

Open Settings, go to Class Rate Management, then select the Guest Rates tab. The screen opens on Class Rates, so the tab switch is a step people skip.

Guest rates live here rather than in Rack Rate Management, which is where operators used to set them up before this tab existed.

The heading at the top reads GUEST RATE MANAGEMENT, and everything below it is your existing guest rates - one per row.

Creating a guest rate

Step 1 - Select ADD. The ADD GUEST RATE VIEW panel opens from the right.

Step 2 - Fill in the rate details. Give it a Title your staff will recognise, set the Rate($), pick the Class Type - at least one is required - and set when it applies: Start Date and End Date, Start time and End Time, and the Day of the Week checkboxes.

Then set the play details - the holes and cart/walk dropdowns, Booking Window and Online Booking Window in days, Maximum Usage, Occupancy(%), and Display Sequence for where it sits in the list. Available Online controls whether guests can book it themselves, and On / Off controls whether the rate is live at all.

Step 3 - Select Next. This moves you to BUILD GREEN FEE PACKAGE, where you decide what the rate actually charges for. On this second page the buttons are Back (return to the details), a Next button that stays greyed out on this screen, Save and Close.

Step 4 - Point the rate at a green fee. Two routes:

• Link Rate to Existing Green Fee - the common one, when you already sell the green fee. Use

Item Search, select the matching row from the results, then ADD ITEM.

• Create a new Green Fee and/or Combo Item - when it doesn't exist yet. Choosing this opens a

BUILD / TITLE GREEN FEE section with its own Create New Green Fee as Inventory Item / Link New Rate to Existing Green Fee Item choice.

Step 5 - Handle the cart. What you see depends on the route you picked in Step 4.

On Link Rate to Existing Green Fee, a cart rate searches a combined item under Link to Existing GREEN FEE/CART FEE COMBO. On Create a new Green Fee and/or Combo Item, you get separate ADD CART TO BUNDLE and ADD INVENTORY TO BUNDLE sections, each with its own Item Search and ADD ITEM.

Either way the result shows under BUNDLED ITEMS, with the item, inventory type and sub type, price, and an action to edit or remove it.

Step 6 - Select Save. If the rate includes a cart, adding anything to the bundle triggers Save's cart-fee check - cart rates need a cart fee in the bundle, and walking rates are the reverse: Save will stop if a cart fee is among the bundled items. The screen tells you so while you're building it. One thing to know: on courses where the "Rack Rate As Inventory" course setting is off, this check only runs once the bundle already has items in it - so build the bundle deliberately rather than counting on Save to flag a missing cart fee.

Changing which classes get the rate

You choose the membership classes in the Class Type field when you build the rate, and at least one is required before it will save.

To change them later, open the ... menu on the rate and choose Class Type. The Select Class Types window lists the classes currently attached. Pick another from the Membership Class dropdown to add it, or use Delete on a row to take one off. Both take effect immediately - there's no save step, no confirmation prompt, and no cancel. Close the window with the X when you're done.

The rest of the row menu

The same ... menu carries the other things you'll want:

• Edit - reopen the rate and change it
• Copy - duplicate an existing rate as the starting point for a similar one, which is much

faster than rebuilding it

• Partner - choose which third-party distributors can sell this rate
• Remove - delete the rate (you'll be asked to confirm)

Scheduling and bulk changes

GUEST RATE SCHEDULES on each row lets you schedule the rate across a date range rather than managing it by hand. Rows that already have a schedule show the button in green.

At the bottom of the screen, the Bulk Export and Bulk Import icons each open a short menu - Guest Rates or GuestRate Schedule - so you can move either the rates themselves or their schedules as a file. Worth knowing about if you're setting up a season all at once instead of rate by rate.

Finding a rate in a long list

The filter row across the top narrows the list by Class Type, date, time, Rate, % Occupancy, Holes, Cart/Walk, and the day-of-week checkboxes. Select Search to apply, Clear Search to reset.

Common Questions

I created a guest rate and it isn't showing up.

Work down the list: is the rate On? Is Available Online set the way you need it? Does today fall inside the Start Date / End Date range and the Day of the Week you picked? Is the booking inside the Booking Window? And remember the rate only appears when the booking includes a member whose class it's attached to.

What's the difference between Booking Window and Online Booking Window?

Both are set in days and both appear as columns on the guest rate list. If it matters for how you're setting a rate up, check with support to confirm which one applies to your booking flow.

Can I copy a rate instead of building each one from scratch?

Yes. Use Copy in the ... menu, then edit the copy. For seasonal rates that differ only by date, this is much quicker.

Where do I set up the green fee itself?

Either inside the rate, using Create a new Green Fee and/or Combo Item, or beforehand in your inventory - then link it with Item Search.