Ballots is a new feature (Sept 2021) to collect member entries to be drawn into a future timesheet.  Ballot will likely replace lottery and other methods for all or some of the timesheets. Most effective when member demand for tee times exceed tee time availability.

Comparison below of all methods of member bookings

Ballots

released 2021


Available Bookings < Member Demand


Timesheet Configuration 
  1. Create or apply template
  2. Auto Open
  3. Auto Close
  4. Booking Rules
  5. Disable Ticketing
  6. Apply Fees
  7. Link Ballot
  8. Ballot - Apply Template or 
  9. Ballot - Add Group
  10. Ballot - Add Row
  11. Ballot - Auto Open 
  12. Ballot - Auto Close
  13. Ballot - Booking Rules
  14. Ballot - Apply Fees 


Ballot Auto-Open
  1. Ballot auto opens
  2. Event Status - Ballot

Member Entry

  1. Ballot entries added
  2. Select Partners
  3. Set Preferred Time
  4. Permit others to join entry if not full group
  5. On submission Ballot Confirmation email automatically sent
  6. Member can edit entry at anytime to remove, add or swap partners


Ballot Auto Close

  1. Ballot closes

Ballot Draw (Admin)
  1. Review of Ballot entries
  2. Consolidate Ballot entries (optional)
  3. Draw Ballot
  4. Consolidate Bookings in Timesheet (optional)
  5. Review Wait List
  6. Add Cart & Equipment for Cart Required Members
Post Ballot Draw
  1. Timesheet Auto Open
  2. Status - OPEN
  3. Booking Confirmation email sent
  4. Waitlist Allocation emails sent
  5. Members view timesheet
  6. Cart and equipment added

Lottery

released 2014


Available Bookings = Member Demand


Timesheet Configuration
  1. Create Timesheet or apply Template
  2. Auto Open 
  3. Auto Close
  4. Booking Rule(s)
  5. Enable Ticketing

Lottery Settings

  1. Countdown timer starts within 10 minutes for web site view
  2. First five after draw directly allocated to timesheet
  3. After 45 seconds next batch of five at front of queue allocated to timesheet All others in queue

Auto-Open
  1. Full site view displays count-down clock reverts to count-down clock and Join draw within 10 minutes of Open
  2. Mobile view displays count-down clock
  3. Event Status - Queue
Member Booking
  1. Selects Join Draw on web site
  2. Select Details on mobile
  3. Countdown reaches Zero
  4. Draw randomised
  5. First five advance to timesheet and make booking
  6. All others are queued and allocated ticket number
  7. Each member with a ticket enters timesheet in ticket order
  8. Equipment added at time of booking
  9. As timesheet fills, waitlist takes member bookings
  10. Booking Reminder email sent(if auto-reminder enabled)

Post Lottery

  1. Status - OPEN
  2. Any member that selects OPEN after whilst tickets remain in queue are allocated to end of queue
  3. Opens for all other members 15+ minutes after draw closes



Ticket
released 2012

Available Bookings > Member Demand

Timesheet Configuration 
  1. Create Timesheet or apply Template
  2. Set Auto Open Set Auto Close
  3. Booking Rule(s)
  4. Enable Ticketing


Ticket Settings

  1. Countdown timer starts within 10 minutes for web site view
  2. First five after draw directly allocated to timesheet
  3. After 45 seconds next batch of five at front of queue allocated to timesheet All others in queue

Auto-Open

  1. Full site view displays count-down clock reverts to count-down clock within 10 minutes of Open
  2. Mobile view displays count-down clock
  3. Event Status - Queue
Member Booking
  1. Waits on Fixtures in web site
  2. Selects Details on mobile
  3. Countdown reaches Zero
  4. Member selects Open
  5. First five to click
    advance to make tee time booking
  6. All others are queued and allocated ticket number
  7. Each member with a ticket enters timesheet in ticket order 
  8. Equipment added at time of booking
  9. As timesheet fills, waitlist takes member bookings
  10. Booking Reminder email sent (if auto-reminder enabled)

Post Ticket
  1. Status - OPEN
  2. Any member that selects OPEN after whilst tickets remain in queue are allocated to end of queue
  3. Opens for all other members 15+ minutes after draw closes

Countdown
released 2010

Available Bookings > Member Demand

Configuration 
  1. Create Timesheet or apply Timesheet Template
  2. Set Auto Open and Close times
  3. Activate Booking Rule

Countdown Settings
  1. Countdown timer within 10 minutes for web site view


Auto-Open

  1. Full site view displays count-down clock reverts to count-down clock within 10 minutes of Open
  2. Mobile view displays count-down clock
  3. Event Status - Open

Member Booking
  1. Waits in Fixtures on web site
  2. Selects Details on mobile
  3. Countdown reaches Zero
  4. Member selects Open on web site
  5. Member automatically enters timesheet on mobile
  6. All members granted access to make bookings
  7. Equipment added at time of entry
  8. As timesheet fills, waitlist takes member bookings
  9. Booking Reminder email sent (if auto-reminder enabled)

Post Countdown
  1. Status - OPEN


Ballot to Timesheet Phase



Ballot Demonstration Video


Ballot (2021) Member Entry





Ballot (2021) Create & Configure



Ballot (2021) to Draw



Ballot Setup


What's New as pictured 

  • B+ icon - Link a new Ballot to a Timesheet
  • B icon - Quick access a linked Ballot
  • New Type of Event - Ballot Bookings marks the event as a Ballot
  • New Event Status - Ballot to accept entries when a Timesheet is linked to a Ballot
  • Within Timehseet - Link Ballot to Timesheet
  • Within Timesheet/Ballot - Go to Linked Timesheet/Ballot




Ballots in Brief


Admin links a Ballot to a Timesheet and auto-open changes status of the timesheet to Ballot. Ballot now ready to accept entries from members. Members select Ballot and add their entry, receive an email confirming a Ballot entry.  The Ballot auto-closes and the status of the Timesheet reverts to Locked.  

Admin then reviews Ballot entries, consolidate groups if required and runs the Ballot Draw to randomly allocate entries from Ballot to Timesheet. Admin reviews the drawn timesheet and consolidates entries, adds equipment bookings and checks-in members to deduct points. Timesheet auto-opens and members receive an email for a booking or wait-list. With timesheet Open members can view, delete or update wait list preference times.


What happens to a members Ballot entry when Ballot Draw is conducted:

  • Time available within their preference - Allocated a tee time
  • No time available based on time preference
    • Ballot entry added to the Wait List or 
    • Allocated a tee time if outside time preference

Setup considerations

  • Major changes
    • Do we want members to do similar
    • Do we want members to use the timesheets as their 'golf' calendar
    • How are we going to communicate this change to members
    • Are we going convert all Timesheets to Ballots
    • If not all, which events are we going to use Ballots
  • When does a Ballot open
    • Week in advance of Ballot Draw
    • Month in advance of Ballot Draw 
    • Three months of Ballots 
    • Whole year available as Ballot
  • When does a Ballot close
    • Hour before Ballot Draw
    • Day before Ballot Draw
  • What time does a Ballot close
    • During office hours
    • Outside office hours - not advisable
  • What time is Ballot Draw processed
    • During office hours
    • Outside office hours - not advisable
  • When is Equipment added
    • Admin add required carts after Ballot Draw 
    • Members add carts after Open
  • Timesheet Draw
    • Apply correct Booking Rules
    • Review Auto Open


Parameters to consider

  • Allow other members to join a ballot group
    A members has added a ballot entry with three or less players, the member has the option of not allowing others to join the entry when status of timesheet is 'Ballot'
  • Restrict Members to only one ballot per day (Advise MiClub help to enable setting for one member booking/entry per day


Admin - Setup Ballot


The fundamentals of the Ballot are similar to a Timesheet. 

  • Event Type set as Ballot Bookings
  • One group ie Ballot
  • One row ie 6am
  • New Ballot status to accept entries

 

Configuration

Link a Ballot to a Timesheet

  • Select Fixtures 
  • Select B+ icon on right of screen to Add and Link a Ballot or Enter the Timesheet select Configure Event > Link Timesheet to a Ballot > Create new Ballot for this Timesheet
  • A new event screen appears with details pre-populated from the Timesheet including
    • Ballot added to Title
    • Type of Event as Ballot Bookings
    • Same date as Timesheet
    • Naming examples below
      • Wednesday PM field Stableford 12.30pm Shotgun Start Ballot  
      • Wednesday All Day Stableford AM Ballot
    • Set Auto-Open to change Event Status to Ballot
      • Consider how long wanting members to book ahead of the timesheet draw eg.
        • Draw is normally 8 days prior at 2pm, allow 7 days to arrange groups so auto-open 15 days 00:00
        • Allow members to plan a month ahead auto-open 31 days 00:00
        • Allow members to use the ballot as their calendar auto-open 180 days 06:00
  • Set Auto-Close to remove from view of members in readiness to conduct Ballot Draw
    • Best to Auto-Close Ballot during business hours ie 1 to 3 pm to conduct Ballot Draw prior to at 4pm
    • Allow time for admin to review Timesheet and merge bookings into groups of 4
    • For 8 days prior set to 8 days 13:00
  • Select Save


Add a Group

  • Select Add Group or Configure Event > Manage Groups
    • Add as familiar name as this will appear in the members' My Information ie.
      • Ballot
      • Registration
      • AM Ballot
      • PM Ballot
    • Select correct Course if required, generally required for 27 or 36 hole courses or clubs with multiple resources
    • Only need one group

Add a Row

  • Select Add Row
  • No need to change time as this will not display anywhere to the member
  • Only need a single row as this is the master row
  • A rows will be created automatically as members add a Ballot entry
  • Submit

Apply Row Specifics

  • Select Row > Edit Rows > Edit Rows
  • Edit Row Setup
    • Review number of cells normally 3 or 4 or 6 for foursomes
    • Review maximum bookings
    • Allow visitors
      • Set to 1, 2 or 3
      • If max one visitor per member in group of 4 set 
        • Visitors max to 2 
        • Visitors per member to 1
  • Apply Booking Rules 
    • If requiring restrictions ie Full members
    • Only require one booking rule
    • Restricted members will be able to book through the Timesheet after Ballot Draw as the scheduled booking rules still apply
  • Submit

Fees

  • Any fee applied to a booking ie Points or Dollars will be added to a Ballot entry but not charged
  • A points member must have enough points to allow a Ballot entry
  • Review associated Fees in Fees > View Daily Fees
  • Equipment 
    • Carts and other Hires cannot be added on the Ballot
    • Carts can be added by members and admin to bookings after the Ballot Draw in the Timesheet
    • Admin can add carts for Member Required after the Ballot Draw and before Timesheet opens
    • Setup Cart Required members with a medical certificate in their Member Profile to easily identify those requiring medical carts

Templates

  • Create a Ballot Template to automate the above process
  • Coming Bulk Upload of Ballot Events and Bulk Apply Template


Ballot Phase


Members - Status set to Ballot

  • Select Ballot
    • Select Book Group
      • Add Default Playing Group if set
      • Add Members in each cell
      • Add Playing Partners
      • Add Visitors (if permitted)
    • Add Earliest and Latest start times
    • Only book me if my preferred time is matched
          Entries balloted out of preferred time range will be moved to wait list not other times
    • Allow others to join my ballot booking, on by default
          No other members can add themselves to the ballot entry 
  • For Points members Ballot entries cannot be added if insufficient points at time of entry
  • Fees applicable will display and will require payment on day of play or by admin prior, member cannot pre-pay any fees
  • No carts can be added to a Ballot entry

  • Add to Ballot
  • Members can 
    • Return and remove themselves or the whole group
    • Cannot add a Ballot entry without themselves booked also
    • Cannot have multiple entries on the same Ballot
    • Cannot have a ballot in a AM and PM ballot on same day by default



Members - My Information (New Feature)

New calendar view of upcoming bookings and ballot entries

Member can easily view

  • Next event with booking or ballot details and others in booking
  • See any future bookings or ballot entries
  • Quickly go to the booking or ballot entry


Draw Phase

  • Ballot auto-closes
  • Optional - Club staff review the Ballot and join groups together if over subscribed by swapping cells, mindful of the time preferences of each entry ie
    • 4 with 3 + 1
    • 4 with 2 + 2
    • 4 with 2 + 1 + 1
    • 4 with 1 + 1+ 1 +1
    • 3 with 1 + 1 + 1
    • 3 with 2 + 1
    • 2 with 1 + 1
  • Club staff review the Timesheet for the Ballot Draw, ensuring any rows are reserved for committee, sponsors etc
  • The Draw
    • Select Utilities then Ballot Draw
    • Ensure the correct timesheet in the drop-down. Ballot and Timesheet need to have same event date
      • If players are not to go to wait list unselect 'Add groups who missed the draw in to waitlist'
      • If only wanting to add the booker ie Cell 1 to wait list select 'Only add creator of ballot group into waitlist' - NB. VERY SPECIFIC SETTING
    • Select Draw. Be careful Ballot Draw cannot be undone and Ballot Field cannot be reused as the original Ballot entry is converted to a 'Non-member' record like a Reserved cell
  • Groups will be randomised using in-built accredited software ie no preferential ranking and allocated a booking within preferred time range, sent to wait list if selected in entry to not want to play any other time range or allocated another time outside preference
  • Any groups missing a tee time will be placed in order of their allocation ie group 37 in a 36 group field will fill the first four spots on the wait list


Admin - Review Draw in Timesheet

  • Review the timesheet
  • Add any Cart Bookings for Required Cart members
  • Open timesheet for members or allow Auto Open to open timesheet
  • Booking Confirmation and Wait-List Notification email will be sent when Timesheet status changed to Open


Confirmation Phase

  • Members review timesheet
  • If available spots can delete booking and re-book
  • Can add carts and hire equipment
  • Can add booking to personal calendars


What's not in initial release

  • For Members
    • Add equipment to a Ballot entry
  • For Admin
    • Reporting on Ballots
    • Removing ballot record from booking reports