Two people can't book the same bay
A booking that would overlap another on the same bay is refused before it's saved, even when two people try at the same moment.
One calendar for members and staff
Members book for themselves and staff book from the same calendar, so there is one record of the day.
Opening hours are firm
A session that runs past closing, or on a day with no hours set, is refused rather than guessed at.
Lessons and events can't clash with members
They book bays like everyone else, so a lesson or an event never lands on a bay a member has booked.
Price by day and time window
A price window is a saved rule: the days, a start and end time, and optionally a season. Whichever window covers an hour sets its price.
A rate for every plan in every window
Each membership plan has its own hourly rate in every price window.
No open hour left unpriced
You can't save price windows that leave open hours uncovered, and the system names the missing hours.
Price changes that start on a date
Enter a new rate now, with the day it takes over.
Rates that differ by location
One location can charge different hourly rates without changing the company default.
How far ahead each plan can book
Set the number of days ahead for each plan. The limit holds for staff bookings as firmly as for members.
Included hours, drawn down to the minute
A member's included hours and hours used are tracked on their record. Time covered by the plan costs nothing.
Pay for hours beyond the plan
Time beyond the included hours is charged at the member's plan rate.
Hours left, visible at check-in
The desk and the member see the same remaining-hours tally when they arrive.
No-show and late-cancellation fees
A no-show or a late cancellation can carry a fee, and stays on the booking record with its status.
Guests on a booking
Add named guests to a booking.
Group bookings with one payer
A group booking has one designated payer.
Event sign-up with a waitlist
Events take registrations, and a full event keeps a waitlist.
Competitions and standings
Runs a season of competition with member entries and a standings board.
A leaderboard on a screen in the room
Show standings on a screen at a location, through a link only that location has. The link can be replaced at any time.
Multiple locations and bays
Run several locations, each with its own bays, hours and prices.
A deposit holds the bay
Holds a deposit on the member's card at booking, takes it on arrival, and gives it back if they cancel.
Breathing room between bookings
Keeps a bay unbookable for a set number of minutes after each session so the reset is done before the next member arrives.
Plans with set terms
Each plan defines its price, billing schedule, included hours and booking window.
Monthly or annual billing
The same plan can bill monthly or annually.
Memberships that renew themselves
When a plan renews automatically, the next payment is charged to the member's saved card at the end of the term, and they're reminded beforehand.
Prices that match your payment processor
Plan prices sync with your payment processor, so the amount charged matches the price you've set.
Cancellation follows the plan
Each plan's own policy: none, at the end of the term, or immediate with the agreed fee.
Membership applications
Takes applications for staff to approve.
Membership agreements with version history
Each agreement keeps its versions and a record of who signed which one.
Sign by emailed link or at the desk
Members sign a membership agreement through an emailed link or at the front desk.
A worklist of outstanding signatures
One list shows who has signed, which version, and who is still outstanding, with reminders and when each went out.
Waivers, tracked per member and location
A waiver is separate from the membership agreement. It's tracked for each member at each location, and it expires.
Waivers signed by email, kiosk or embedded form
Members sign digitally, and the signature is filed to their record.
A waiver check before arrival
A daily worklist flags arrivals without a valid waiver, missing or expired.
House accounts with credit limits
Approved members can charge purchases up to a limit you set, and balances are collected by card on your schedule.
Statements on demand
A dated statement of charges and payments, on demand or by monthly email.
Members behind on membership are frozen
If a member falls behind on their membership, their house account is frozen automatically. You decide what happens next.
What each member owes
Every open balance, aged by days, with a worklist for follow-up.
Members book and cancel for themselves
Members reserve and cancel on the member site, without calling the desk.
Handicaps from GHIN
A member's handicap can sync from GHIN.
Rounds from golf-tracking apps
Rounds from Arccos and Shot Scope import into a member's record.
A year in review for each member
Each member gets a read-only summary of their year, built from their bookings, lessons and activity.
Community posts and moderation
Members can post, comment and like, and staff review reported posts in Moderation.
Members are asked how their lesson went
After a completed coaching session, the member is asked to rate it — once, and never if they already have.
Members check themselves in
If you have a kiosk at the door, members tap their own name to check in.
Check-in from the front desk
Staff check people in from the front desk screen, and can undo a check-in.
Arrivals at a glance
Each arrival shows as checked in, upcoming, late (30 minutes past the start) or no-show.
Waiver and agreement before arrival
Each arrival shows whether the waiver and membership agreement are in order.
Walk-in sign-up at the counter
Where a location allows it, staff create the account, choose a plan, and send the paperwork to sign on a kiosk or by email.
A till on the kiosk
Staff who sign in at the kiosk get a Register tab, so a check-in can go straight to a sale.
Door access follows the booking
Optional. The door opens shortly before the start (15, 30, 45 or 60 minutes, or anytime) and closes after the end, or if the booking is cancelled or a no-show.
Open or close a door by hand
Staff can grant or revoke a booking's access, and see who has access right now.
Door failures are logged
Every failed grant or revoke is logged, shown on the Door Access page and retried.
Check-ins that work offline
A kiosk keeps taking check-ins with no connection and sends them when it's back online.
Cash sales that work offline
The till queues cash sales without a connection and applies each one once.
Waiver signatures that work offline
The waiver kiosk queues signatures without a connection.
One set of rules, overridden per location
Set once for the company and changed only where a location differs.
Settings side by side
Effective Values shows the company and every location together, with each value marked company, location override or default.
Roles and permissions by location
A role bundles permissions, and a person can hold them at every location or only some.
An audit log
Every administrative action is recorded, filterable by action and record type, and exportable to CSV.
Hours for each location
Set default hours for the company and override them for a location.
Money events that are never edited
Every payment, refund and payout is recorded as an event. A correction is a new entry.
Balanced journal entries
Events roll up into balanced journal entries, with the line items shown.
Routine entries post themselves
Entries up to a limit you set post automatically. Adjustments, reversals and anything over the limit wait for a person to approve.
Month-end close
A late event never changes a closed month; it becomes an adjustment in the current one. A locked month can be reopened only by a super admin, and it's logged.
Payouts matched to payments
Each payout is matched against the payments and refunds that make it up.
Posts to your accounting system
Approved entries post to FrontAccounting or QuickBooks Online.
Money owed, aged
House-account balances aged by days, with a collections worklist.
Each location's doors on its own controller
A location runs its doors on the controller that site actually has — UniFi or Kisi — chosen per location rather than per club.
Books posted to Xero
Approved journal entries post straight into the club's own Xero organisation, connected once through Xero's consent screen.
Products at the till
Sells products and bay time through the same till and the same books.
Taxes you define
Set up any tax you charge, such as GST, PST, HST, VAT or a local levy, each with its own rate and dates, added on top of the price or already inside it.
Tax classes
Food, shop items and bay time can be taxed differently, and one class can be exempt.
Tax kept with the sale
Each sale keeps the tax it was charged. Add a new rate with its dates and past sales stay as they were.
Quick picks
Mark a product as a quick key and it appears at the top of the till, at every location or just one.
Cash, house account or card in one cart
Cash and house-account sales complete straight away, and a card sale is added to the same cart.
Card sales wait for confirmation
A card sale shows as awaiting payment, and stays out of your books until your payment provider confirms it.
Void an unpaid sale
A manager can void a sale that hasn't been paid. Voiding has its own permission.
Switch the payment type
Change an unpaid sale to cash, a house account or another card payment without ringing it up again.
Refunds by line and quantity
Pick the lines and quantities, never more than were sold. A card refund goes back to the card, a house-account refund credits the balance, and a cash refund is recorded against the sale.
Manager approval for refunds
Staff without the refund permission can start one, and a manager enters their login at the till to approve it.
A record of every refund
Who made it, who approved it, which sale, the lines, the quantities and the amounts.
A stock count for every location
Each location keeps its own count for each product, and every sale lowers it as part of the sale.
Reorder points
Set a reorder point for each product, and change it for a location. A product is flagged when it runs low.
Every stock change on a list
Sales, deliveries and adjustments, each with a reason and who made it.
An online pro shop
Members can buy from the shop online, with the same price list, tax and checkout as the till. You choose which products appear.
Sold out stays on the page
A product that sells out stays in the shop, marked as sold out, with no Buy button.
Card payments
Takes card payments at the desk and online through your payment processor.
A counted cash drawer
Open with a counted float, record paid-ins and paid-outs, and close against expected cash with the variance shown.
Gift cards sold at the counter and taken back as payment
The club sells fixed-denomination gift cards at the till or online and takes them back at the counter as payment, with any remainder staying on the card.
Discount codes the club issues itself
Staff issue the club's own promo codes and take them at booking and at the till, with tax charged on the price after the discount.
Add-ons rung on when a booking is made
Balls, rentals or food can be sold onto a booking at the desk in the same action as making the booking itself.
Lessons on the bay calendar
A lesson sits on the same bay calendar as every member booking, so it can't overlap one.
Coach and bay reserved together
One booking reserves the coach and the bay, and neither can be booked twice.
Coach availability and time off
Coaches set their weekly availability and time off, and members only see free slots.
Lesson packs
A pack is a number of lessons, a price and an expiry (180 days by default), and belongs to one coach. The holder can share it with one friend.
Using a lesson doesn't charge again
A lesson taken from a pack costs the member nothing more.
Multi-week programs
Members book a seat in a camp or series, a waitlist opens when it fills, and attendance is tracked for each member.
A missed lesson, handled on the record
A cancellation becomes a refund, a credit or a fee, with the reason recorded.
Coach pay: a flat fee or a percentage
Each coach is paid either a flat fee per lesson or a percentage of it.
Earnings fixed at that day's rate
When a lesson is completed, what the coach earned is recorded at their rate that day. A later rate change doesn't alter earlier earnings.
What each coach is owed
Each coach's pending earnings and their oldest unpaid lesson, on one screen.
Paying a coach
Marking a coach paid asks for a payment reference and posts the expense to your books in the same step.
Lessons left on the member's record
The remaining count sits on the member's record, next to the pack.
Program authorship is a permission you grant
Decides separately who may build coaching programs and templates, apart from who runs the day-to-day coaching calendar.
Compared with the period before
Utilization, revenue, engagement and busiest hours are each compared with the previous period.
How full your bays are
Utilization is the share of your available hours that are booked, with the busiest day marked.
Peak and off-peak, by your price windows
The peak and off-peak split uses the same price windows that price your bookings.
Revenue from the ledger
Revenue comes from the same ledger as your accounting, with the average per booking and per hour.
Revenue by type
Bay rentals, memberships, coaching, merchandise and events, each on its own line.
The whole week at a glance
A grid of every day and hour shows how full your bays are.
Busiest and slowest times
The busiest and slowest day and hour are called out.
A suggested rate for each time block
Busy blocks get a suggestion 20% above your usual rate and quiet blocks 20% below. You decide whether to use it.
Bay by bay
Every bay with its utilization, hours booked and bookings.
Revenue by location
Each location's revenue, share, bookings and average per booking.
Hourly and membership bookings
Pay-per-hour and membership-covered bookings, with the average value of each. Membership value is an estimate at plan rates.
Bay charges by payment status
Paid, pending and refunded bay charges, labelled as not total revenue.
An engagement score for every member
Every member gets a score from 0 to 100, built from how often, how recently, how regularly and how long they play.
Score spread and top members
How many members sit in each score band, and your most engaged members.
Set what engaged means
Set the bookings a month that counts as fully engaged, how many days until a member counts as cold, the session length that scores full marks, the four weights, and whether event signups count.
Who is drifting
Members grouped by risk of leaving, with the facts behind each score. Contact opens an email to the member.
Export to CSV
Utilization, revenue, engagement and at-risk members export to CSV.
One location or all of them
Every report can be filtered to one location or read across the group.
Sales by product, best sellers, and the membership mix
One report ranks every product by net units and net revenue, rolls sales up by category, and shows each membership plan's share of the active member base.
Same weeks last year, side by side
Each week's figures sit beside the matching week of last year, so this week is read against the same stretch of the calendar instead of the raw week before.
The seasonal shape of the year, month by month
A calendar-month view sets each month against the average of the same month in prior years, so the busy and slow months of the year stand out as a pattern.
An at-risk score you can tune, with a preview first
The weights and cut-offs behind the at-risk list can be adjusted in settings, and a preview shows how many members would move between risk levels before anything changes.
Not yet
Said plainly.Split payment
Not yet. A group booking has one designated payer. Splitting a bill evenly, or letting each guest pay their share, isn't available.
Standing weekly bookings
Not yet. A member can't set up an "every Tuesday, my bay" booking. Each booking is made one session at a time.
Loyalty and points
Not yet. There are no points, rewards or repeat-visit incentives.
More than one card reader provider
Not yet. Card payments at the desk run through one provider.
Paying coaches from HawthornHQ
Not yet. Marking a coach paid records a payment you made yourself. HawthornHQ doesn't send the money.
Control of the simulator itself
Not yet. HawthornHQ controls the door, not the machine: no power, lock or screen control for the simulator PC.
Wave
Not yet. Journals post to FrontAccounting, QuickBooks Online or Xero. Wave isn't built.
Card payments while offline
Not yet. Check-ins, cash sales and waiver signatures queue without a connection. Card payments need one.
Weather
Not yet. Seasonality is measured across calendar months and against the same weeks last year, but reports don't factor in weather itself.
Asking questions in plain language
Not yet. Reports are dashboards. You can't ask an assistant questions about your numbers.