CHELSEA INSTRUCTIONS

CHELSEA INSTRUCTIONS CHELSEA TEE TIME REQUESTS & TEE TIME BOOKINGS Beginning January 1, all Chelsea Tee Time requests, Chelsea Tee Time Bookings and G...
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CHELSEA INSTRUCTIONS CHELSEA TEE TIME REQUESTS & TEE TIME BOOKINGS Beginning January 1, all Chelsea Tee Time requests, Chelsea Tee Time Bookings and Golf Event requests must be made through the website or by calling Chelsea. The golf shop will be unable to perform these the tasks in 2014. The tee sheets are transferred to the Golf Shop at 4pm the day before and once this process occurs, you can call the Golf Shop for day of tee times and changes. Tee times can be accessed through Chelsea as follows: Internet: Phone: Directions:

www.golfheritagebay.com and click Chelsea Tee Times (Scroll down to bottom left side of the page) (239) 300-2000 www.golfheritagebay.com and click Chelsea instructions

WHAT IS CHELSEA? The Chelsea automated tee time system is a phone/internet based reservation system designed to set up golf course tee times in a fair and consistent manner. The tee times are granted to members on a preferred placement methodology that is explained in more detail in this instruction booklet. Tee times are procured through the Chelsea system up to 10 days in advance through advanced tee time request, from the third day out after 10AM through booking request. Only tee times on the day of play will be made through the golf shop at (239) 353-2561. One of the best features of Chelsea is that the system is available to serve the membership 24 hours a day, 7 days a week. The internet is the preferred method of making requests; however, if you choose to use the phone option the most popular (heaviest used) times for the Chelsea System phone calls are between the hours of 5PM and 8PM. When you call and get a busy signal, the system is in use, please call at another convenient time or use the internet option. INTERNET INSTUCTIONS To make tee time requests, bookings and changes, please access the tee time system through the club website by clicking on the Chelsea icon: • • •

• • •

Enter your user ID (your member #) and a password (initially 1234). *When you are in the system please change your password for your protection. The first time in the system please go to profile and complete the information form and REMEMBER to enter your email address. **Chelsea will email your confirmation for your request and for your tee time. Choose your option: 1. Enter a request 2. Cancel a request 3. Sign up for an event 4. Review tee times 5. Enter a booking 6. Cancel a booking After you select your option, please follow the online instructions Your member number is determined by taking your member number and placing a: 1 at the end for the primary member 2 at the end for the spouse member Enter member number again for any guest and please refer to your member list for a another member *If you are not sure of another member’s # click on the magnifying glass and search by last name

CHELSEA INSTRUCTIONS MEMBER NUMBER IN CHELSEA Your Heritage Bay membership number (0999): • • •

Chelsea number for male is 09991 Chelsea number for female is 09992 Chelsea number for a guest is your member number entered again, then follow the instructions or answer the prompt

PHONE INSTRUCTIONS To make tee requests, bookings and changes, please access the tee time reservation system by calling (239) 300-2000: •

• •

Prior to requesting a tee time, you will need to have the following: 1. A touch tone phone (set to tone not pulse) 2. The day you wish to play [using numbers on your phone (i.e. – 010114 for January 1, 2014) 3. The number of players in your group 4. The number of holes (9 or 18) you wish to play 5. Member numbers for all players in your group (you will enter guests and companion guests under your own member number Your member number is determined by taking your member number and placing a: 1 at the end for the primary member 2 at the end for the spouse member Enter member number again for any guest and please refer to your member list for a another member *If you are not sure of another member’s # click on the magnifying glass and search by last name

IMPORTANT PHONE SYSTEM GUIDELINES • • • • • • •

You are entitled to use only your membership number and the numbers of the members that are playing with you You MAY NOT use another member’s number, who is not playing with you in order to receive a better tee time placement A member may never be a guest, unless his membership has been transferred Substitutions are permitted on the tee sheet on day of play; however, points will be given to the player whose name appears on list and to the player who substitutes When you book a tee time or are an add on to the tee sheet you do not receive a placement point. You will receive a play point on the day of play. When you link teams together you must have all of the correct member numbers and remember that Chelsea will give you the closest times together unless you let her know that you will accept the closest times together that aren’t linked. You may link up to 4 groups. Transfer members do not start with zero points; they start with the mean number of points from a priority report from a heavily requested day.

CHELSEA INSTRUCTIONS PHONE SYSTEM VOICE PROMPTS Main Menu “Welcome to the Heritage Bay automated tee time system” • To make an open request (open request menu), press 1 • To make an event request (event menu), press 2 • To make an Booking request press (booking menu) 3 • To review assigned tee times press (review menu) 4 • To make a name greeting (greeting menu) press 5 • To exit system press 9 Open Request Menu 1 – 10 to 4 days out • To make a request, press 1 • To cancel a request, press 2 • To edit a request, press 3 • To return to the main menu, press 8 • To exit the system, press 9 Event Menu 2 – 10 to 4 days out) • To make an event request, press 1 • To cancel an event request, press 2 • To return to the main menu, press 8 • To exit system, press 9 Booking Menu 3 – 3 after 10AM to 1 day out before 4PM • To make a booking request, press 1 • To cancel a booking request, press 2 • To edit a booking request, press 3 • To return to the main menu, press 8 • To exit system, press 9 Review Menu 4 • To have your party reported, press 1 • If not, press 2 • Follow prompts • To return to the main menu, press 8 • To exit, press 9 Greeting Menu 5 • To review name greeting, press 1 • To review course conditions, press 2 • To review upcoming events, press 3 • To review pro shop greeting, press 4 • To Review Welcome greeting, press 5 • To return to the main menu, press 8 • To exit, press 9

CHELSEA INSTRUCTIONS PHONE SYSTEM REQUEST/BOOKING EXAMPLES Press 1 to make an open tee time request (Requests to be entered into “tee time placement” from 10 to 4 days out): • • • • • • • •

Step 1 – Enter the number for the day; example 09/14/04 Step 2 – Press 1 for 18 holes or 2 for 9 holes. Step 3– Enter the number of players in your party. Step 4 – Enter the captain’s number (all member numbers have a 1 at the end of it for men and a 2 at the end of it for women.) Enter the member numbers for all of the other members in your group. Step 5 – If you have a guest you enter the member number again and it will ask you if this is a guest – press 1 for yes and 2 for no. Step 6 – Enter 4 digits for the hour and minute you wish to play (military time). Step 7 – Chelsea will then repeat your request back and you press 1 to accept or 2 to reject. If you accept, you will receive a confirmation number. Step 8 – You may then link this request to another time

Cancel a tee time request: • • •

Step 1 – To cancel an open request, press 1. To cancel an event request, press 2. Step 2 – Enter your 5-digit conformation number. Step 3 – Chelsea will then repeat your request and ask you to press 1 to delete or to keep the request.

Edit a tee time request, Chelsea has a couple of different options: • • • •

To change the time requested, press 1. To change the # of holes, press 2. To change the # of players, press 3. To return to the main menu, press 8.

To edit the tee time you requested: • •

Step 1 – Enter your 5-digit conformation number. Step 2 – Chelsea will then ask you to type in the NEW 2-digit hour you wish to play.

To edit the number of holes you requested: • •

Step 1 – Enter your 5-digit conformation number. Step 2 – Chelsea will ask you to press 1 for 18 holes or 2 for 9 holes.

Press 2 - To make a tee time booking (a request for a tee time 1-3 days out, after 10am - after open requests have been placed) • • •

Step 1 – Press 1 to make a booking request, press 2 to cancel a booking request, press 3 to edit a booking, press 8 to return to the main menu, press 9 to exit the system Step 2– Enter the date of the booking and confirm (correct press 1 / incorrect press 2) Step 3 – Enter 4 digits for the hour and minute you wish to play (military time).

CHELSEA INSTRUCTIONS • • • • • •

Step 4 - For 18 hole play press one, for nine hole play press 2 Step 5 – Enter number of golfers in your party Step 6 – Enter the captain’s number (all member numbers have a 1 at the end of it for men and a 2 at the end of it for women.) Step 7 – If you have a guest you enter the member number again and it will ask you if this is a guest – press 1 for yes and 2 for no. Step 8 – Chelsea will then repeat your request back and you press 1 to accept or 2 to reject. If you accept, you will receive a confirmation number. Step 9 – You may then link this request to another time

Cancel a tee time booking: • • •

Step 1 – To cancel an open request, press 1. To cancel an event request, press 2. Step 2 – Enter your 5-digit conformation number. Step 3 – Chelsea will then repeat your request and ask you to press 1 to delete or to keep the request.

Edit a tee time booking, Chelsea has a couple of different options: • • • •

To change the tee time, press 1. To change the # of holes, press 2. To change the # of players, press 3. To return to the main menu, press 8.

To edit the tee time: • •

Step 1 – Enter your 5-digit conformation number. Step 2 – Chelsea will then ask you to type in the NEW 2-digit hour you wish to play.

To edit the number of holes requested: • •

Step 1 – Enter your 5-digit conformation number. Step 2 – Chelsea will ask you to press 1 for 18 holes or 2 for 9 holes.

Press 3 to make an event request for men’s and ladies day. Some special events will be golf shop sign up only. • • • • •

Step 1 – Press 1 to make an event request / 2 to cancel an event request an event request Step 2 – Enter the # for the event you wish to play in, 1 – Wednesday (Men’s day event) and 2 – Tuesday – Ladies event Step 3 – If correct press 1, if incorrect press 2 Step 4 – You can only sign-up one player for Ladies’ and Men’s Day (enter your member number) Step 5 – Chelsea will then repeat your request back. Press 1 to accept or 2 to reject.

**If you get the “Welcome Message” and a busy signal, your phone may be set on pulse instead of tone. You must have a touch-tone phone and it must be set on tone. If your home phone system has call waiting and you attempt to use it while using Chelsea, the system will hang up on you. Once you have been connected and there is no activity for a 30second period, Chelsea will hang up on you.

CHELSEA INSTRUCTIONS HOW MANY TELEPHONE CALLS CAN CHELSEA HANDLE IN A DAY? Remember, since this is not a first come first serve system, the time of the call is not important. Members have the ability of calling whenever the club has the system running (any time of day except between 2 PM and 5 PM). An average call is approximately 35 seconds. Most members will find the internet option the most efficient method of using the system. HOW DOES THE SYSTEM HANDLE DUPLICATE SIGN-UPS? Duplicate sign-ups will be rejected at the time of the attempt. WHAT IS PREFERRED PLACEMENT? Preferred placement is a methodology whereby members receive tee times. At Heritage Bay, the method of Preferred Placement used is “team composition combined with play history”. Team Size and Composition – Chelsea ranks requests based upon team’s size and composition first, it then looks at team points from play history. Team composition priority as follows: • • • • •

3 to 4 player teams without guests 2 player teams without guests 3 to 4 player teams with guests 2 player teams with guests Single player requests

PLAY HISTORY Placement is based on the last 15 days. The Chelsea system assigns 1 point per player at placement and 1 point at end of day of the day of play for two points total for all rounds at the club including events. Events receive the same points as any other placement or round. Transfer members receive 1.5 points per player at both placement and at end of day. Guests attached to member receive the same point total as the members to which they are attached and these totals are added to the members point total. Total number of rounds a member played plus guest plays with in the last fifteen (15) days is added for an aggregate team total. The total is then divided by the number of players in the team. Here is an example: Today’s date is January 14 and the number of “plays charged” between January 1 – 14: Member A 5 Member B 0 Member C 10 Member D 5 TOTAL 20 Divide Total by # of Players = 4, Average Team Total = 5 The team with the lowest average team total gets placed first within their team composition priority, the second lowest second, and so on. Two teams with the same average number of plays are decided by random numbers assigned by the computer.

CHELSEA INSTRUCTIONS WHY IS PREFERRED PLACEMENT BETTER THAN “FIRST COME, FIRST SERVE”? • • •

Preferred placement is fair and equitable because it places the teams based on play history. Tee time requests can be made any time up to 10 days in advance at the member’s convenience. Member arguments regarding placements and favoritism have no basis. The member questioning his placement can look at the points of all the members on his team, the team average and the ranking of his team against the other teams.

HOW DO I CHANGE MY VOICE MESSAGE IN THE SYSTEM? Select option #7 (Change your name greeting) on the initial menu and follow the instructions. HOW DO I LINK A GROUP TOGETHER? You may link up to 4 groups together through the system. You must have all of the correct member numbers. After you receive the confirmation number for the first group stay on the line until you here the question “To link this time press 2”. You then press two and it will ask for the next group’s information. Chelsea will ask you if it is OK to break the link of the groups. If you answer yes to this question, Chelsea will search 120 minutes before and after the preferred time prior to breaking the link. If you answer “no” to breaking the link Chelsea will search 120 minutes from the preferred time and if unable to place the “linked” groups will place the linked teams on the “standby report”. HOW MANY DIGITS SHOULD MY MEMBER NUMBER BE? Chelsea recognizes six digit numbers. To find your number for Chelsea follow the following guidelines: • Owner Members – Use your member number with the “0” prefix and suffix “1” for men and suffix “2” for women. • Annual Members – Use your member number with the “0” prefix and suffix “1” for men and suffix “2” for women. • Transfer Members – Use your member number with the “7” prefix; add the suffix “1” for men and suffix “2” for women. Transfer member points 1.5 per placement / DOP. HOW DO GUESTS COUNT IN THE SYSTEM? You are charged one point for each guest through Chelsea. When you sign up a guest they will be placed under your Chelsea number. This will count for one point (1.5 for transfers) just as if you played twice. A member may have up to three guests when making a tee time request, no un-sponsored guests will be allowed to make a request or a booking. HOW ARE GUESTS FIGURED WHEN MY REQUEST IS PROCESSED? Guests will assume the points of the member when the request is processed. For example: Player 1-3.2 Points Player 2-Guest of player 1-3.2 Points Player 3-2.7 Points Player 4-Guest of player 3-2.7 Points Team total = 11.8 (11.8 is then divided by 4 to give a total of 2.95) HOW DO I CHECK A TEE TIME? You can call the system 3 days prior to your requested day and select option #2 (Review assigned tee times). The system will then ask for your member number in order to tell you what time you received

CHELSEA INSTRUCTIONS I REQUESTED A 9AM TEE TIME AND RECEIVED A CONFIRMATION NUMBER. WHEN I SHOWED UP FOR MY 9AM TEE TIME, I WAS TOLD THAT MY TIME WAS 10:37AM, HOW DID THIS HAPPEN? You must remember that the confirmation number is telling you that your request has been accepted. This does not confirm that you actually got that tee time. When Chelsea processes the tee times 3 days in advance your request is then placed based on your groups play total ranking. (Example: You request a time for Tuesday. You will be able to check what time you were given Saturday after 4:00 pm.) HOW DO I CANCEL A REQUEST OR ASSIGNED TEE TIME? You can call the system before a day is processed and select option #3. The system will ask for your confirmation number and you will be able to cancel this request. Once a day has been processed (same day or after 4pm the day before) you must call the golf shop in order to cancel your assigned time. You will not be assigned any points if you cancel before the day of your time. HOW DO I EDIT A REQUEST IN THE SYSTEM? You can call the system before a day is processed and select option #4. The system will ask for your confirmation number and you will be able to edit this request. IF I AM BOOKING ON THE CHELSEA TEE SHEET, AM I CHARGED A POINT? Yes, points are calculated from end of day from the tee sheet to assigning points to players that were on tee sheet at the beginning of day. Remember you receive one point for placement and one point when your name remains on the Chelsea tee sheet at end of day the day prior to your tee time. If you are placed and cancel your tee time before the day before deadline you will only be charged a placement point. WHY DO I NEED TO REMEMBER MY CONFIRMATION NUMBER? Your confirmation number allows the player and the staff to access the information of your request, booking or cancellations. Without your confirmation number you have no record of making contact with the system and we will have difficulty assisting you with any problems that you might have. HOW DOES THE SYSTEM DETERMINE WHERE MY TEE TIME REQUEST IS PLACED? Chelsea looks at group composition first and then at the average play totals for the group. The group composition prioritization is as follows: • First 3 to 4 player teams (members and companion guests) without guests • Second 2 player teams (members and companion guests) without guests • Third 3 to 4 player teams with 1 or more guests • Fourth 2 player teams with a guest • Fifth Single player requests IS THERE AN ADVANTAGE FOR PLACING A TEE TIME REQUEST 10 DAYS IN ADVANCE? No, your group is placed solely on play point totals and it does not matter what day or time your request is placed.

CHELSEA INSTRUCTIONS HOW DOES THE AVERAGE PLAY TOTAL WORK? The system takes the average play total of the entire group: Player 1 Points-0 Player 2 Points-3.1 Player 3 Points-2.7 Player 4 Points-0 **This total =5.8, the total of 5.8 is then divided by 4 to give a total of 1.45 The system will put your group in priority order according to this total. Groups with lowest team average will be placed first by the system. When groups are linked together, the system will figure an average taking into account the points of all members in the entire link. WHAT IS THE TEE TIME WAITING LIST? The golf shop keeps a daily tee time waiting list for those players placed on overflow or at a time that will not work for their group. The golf shop monitors this list and will attempt contact to place players at cancellation times. It is the member’s responsibility to get on this list which comes out three days prior to day of play. I PLAY IN AN ORGANIZED CLUB EVENT (LADIES DAY, MEN’S DAY, ETC.), AM I CHARGED POINTS? Any organized club events will be charged the same points (placement and play points) as any other round of golf. WHAT IS A COMPANION GUEST? A companion guest type is only available for owner members and annual members. Each individual member is allowed 3 companion guests in one calendar year. The preferred placement for companion is the same priority as a member. The procedure for booking a companion guest has been simplified and is as follows: • • • • • • • • • • •

Go to the Heritage Bay website and click Chelsea Tee Times Login with your user name and password Make a request (4-10 days) or booking (1-3 days) Select the date Request a time Select the number of holes (9 or 18) In the white rectangular box under member, enter your 6 digit Chelsea number To enter the Companion guest, click the down arrow button next to the box with “no guest” Select companion guest Type in the companion guest’s first and last name Confirm your reservation (Companion = 1 placement point and 1 play point)

COMPANION GUIDELINES • • • • •

Remember you are only allowed 3 companion guests per year and you must keep track of your own usage If you forget how many you have used you can check in your history. The system will track the companion guest usage and automatically change the preferred placement priority back to the same as a regular guest. The system does not send you an alert when you have reached your limit. Companion guests can’t be shared between spouses or other members and are only 3 per person. Companion request are only completed through Chelsea. You don’t call the golf shop for companion guests.

CHELSEA INSTRUCTIONS CHELSEA DISCIPLINARY GUIDELINES The Chelsea system is designed so that all members have equal access to all available tee times. For this system to operate equitably, all players must adhere to Chelsea policies. Chelsea will monitor the system daily for abuses of the system. Points will be applied at placement and on the end of day of play. All players on the tee sheet at 5:30pm the day prior to play will receive day of play points. Cancellations/no shows after this time will receive their day of play points and the member will be charged the corresponding cart fee for the no show tee time. INCLEMENT WEATHER POLICY In the case of inclement weather (rain, frost, lightning, etc.) the cancellation/no show policy will be waived. The decision to waive no show points and golf charges will be made by the golf professional staff prior to 7am on the day of play. DISCIPLINARY ACTIONS • •

Offense 1: Making a tee time cancellation/no show after 5:30pm day prior. Action 1: All placement and day of play points will remain, appropriate fees will be charged.



Offense 2: Substituting a name of a non-playing member into a spot of a member with greater points or a guest to afford better placement position. Action 2: First Offense – All players involved in inappropriate change will receive placement and play points. The substitute player will receive placement and play points. The captain will be put on notice. Second Offense – All players involved will receive double placement and play points. The substitute player will receive double placement and play points. The captain will receive a final warning. Third Offense – Suspension of Chelsea privileges for all players involved.