If your committee votes in November or December, your first Saturday on a new tee sheet can be in January, with the whole of February and March to spare before the clocks go forward. The course is quiet, so switching tee sheet software over the winter costs you nothing in bookings, and the work on our side takes three weeks. The plan below runs week by week, from the vote to the first Saturday.
The eight weeks, in short
- Weeks 1 and 2: the committee decides and the secretary gives notice to your current supplier.
- Weeks 3 to 5: we move your tee sheet, prices and member list across. You check it over. You're live.
- Weeks 6 and 7: members download the club's app. The office and the pro shop already work from the new tee sheet.
- Week 8: the first Saturday.
- Tuvabook is £149 a month for a single club, no setup fee.
Pick your first Saturday, then count back eight weeks
Everything in this plan hangs off one date. Choose the Saturday you want members booking on the new tee sheet, and the other dates fall out of it. This is how it looks for a vote at a December committee meeting.
| Week | Example dates | What happens | Who does it |
|---|---|---|---|
| 1 to 2 | 1 to 14 December | Vote, notice to your current supplier, exports requested | The secretary |
| 3 to 5 | 15 December to 4 January | Tee sheet, prices, members and bookings moved across; you check it; go-live | Us, with one check from you |
| 6 to 7 | 5 to 18 January | Members download the club's app; desk and pro shop on the new tee sheet | Members, with one letter from you |
| 8 | Saturday 23 January | First Saturday on the new tee sheet | Everyone |
A January vote works the same way. Vote on Tuesday 26 January and your first Saturday is 20 March, a week before British Summer Time starts on 28 March. Either way, members walk into the season with the new app already on their phones.
Weeks 1 and 2: vote, then give notice
The committee's job is one decision. Once it's made, the secretary does two things.
Give notice in writing. Check the notice period in your current contract and send the letter in week 1. Your old system keeps running until that notice ends, and that's fine: it becomes your reference copy while every new booking goes on the new tee sheet.
Ask your current supplier for your exports. You want two files: the member list (names, email addresses, membership categories) and your booking history, including every booking already made for dates after your first Saturday. Send them to us as they arrive, along with this year's price list and your tee time intervals.
That's the whole of the secretary's paperwork. The data work starts at our end.
Weeks 3 to 5: we move the club across
We do the data work. We set up your course, your booking options and prices, your opening hours and your tee times, and we move your tee sheet, members and history across from the exports. Bookings your members have already made come across with them, so a member who booked a February fourball in November still has it.
You have two jobs in these three weeks.
Connect the club's Stripe account. This is the one step that has to be the club's own, because it's your bank account the green fees land in. In the dashboard it's the Payments step of setup: follow the Stripe screens and you come back to the setup page when it's done. Golfers pay in full when they book, and the money goes into the club's account, not ours.
Check it over. Look at the tee sheet for a normal Tuesday and a busy Saturday. Check the prices for members, guests and visitors. Search for a few members by name. Once everything is right, click Run go-live check. It runs four checks (API health, venue config, courses and tee times) and shows each one green when it passes.
We also get your office and pro shop up to speed on the tee sheet they'll use from day one, and our UK team is an email or a phone call away after that. That's the three weeks: we move your tee sheet, prices and member list across, you check it over, and you're live.
Weeks 6 and 7: members download the club's app
Your members get your club's own app on the App Store and Google Play, with your name, your crest and your colours. They download it, sign in and book. Members who'd rather book on a laptop use the booking page on your club website, which feeds the same tee sheet as the app.
Put it in the subs letter once. The letter is the one thing every member reads. Add a short paragraph: the app's name, where to download it, and the date of your first Saturday. If your letter has already gone out, send the same paragraph as one email. Members hear about it from the club, in the club's words. If renewals are moving into the app at the same time, membership renewals in your club's own app covers the categories and the letter.
The office and the pro shop are already on it. Staff have been working from the new tee sheet since go-live at the end of week 5. A member who rings on Monday morning gets booked straight onto it:
- Click New booking.
- Pick the course, date and tee time, the booking option and the number of players.
- Choose Existing golfer and search by name, or choose Guest and type their details.
- Choose how they're paying: Pay on arrival, Send payment link to email them a link, or Paid externally if they've paid at the counter (cash, card machine, bank transfer, member's account).
Phone bookings, walk-ins, app bookings and website bookings all land on one tee sheet, so nobody keeps a second diary and two golfers can't end up on the same time.
Week 8: the first Saturday
The first Saturday runs from the Tee sheet. Switch to Day view, open Arrivals as groups turn up, and click Check in group. If someone owes money at the club, Take payment shows the amount and records how they paid. The arrow keys move you to the next tee time without closing the panel, which the starter will appreciate by about 8:15.
Members who booked in the app get a day-before reminder by push or email, whichever they chose. Members who change their plans move or cancel their own bookings inside the rules you set, so those calls stop reaching the office. A visitor who booked online and doesn't appear has already paid.
The old system stays open as your reference copy
From go-live at the end of week 5, every new booking goes on the new tee sheet. Nothing new goes into the old system, so nobody double-keys a booking.
The old system stays open as a read-only record until your notice period ends. Staff can look something up in it if a member asks about a round from last summer, and the history we moved across means they rarely need to.
One published price, and the data stays yours
Tuvabook is £149 a month for a single club, with no setup fee, and you can export your members and bookings any time. Golfers never pay a booking fee. The pricing page lists everything the £149 covers.
If you're comparing systems before the vote, our guide to golf club booking software for UK clubs sets out what to look for, and we've set out Tuvabook beside BRS Golf, ClubV1 and intelligentgolf row by row. If your members are on ClubV1, what the new HowDidiDo app costs your club is worth reading first, because they're downloading a new app this year whichever way you go.
Send us your first Saturday
Tell us the Saturday you want members booking on the new tee sheet and the date of your committee meeting. We'll send back a dated, week-by-week plan in your club's name that the secretary can put in the committee papers. Or book a demo and we'll show you the tee sheet with your course already on it.
Common questions
How long does it take to switch tee sheet software?
Three weeks from signing to taking bookings with us. We move your tee sheet, prices and member list across, you check it over, and you're live. Add two weeks before for the vote and notice, and two weeks after for members to download the app, and you have eight weeks from committee vote to first Saturday.
What should we export from our current booking system?
Your member list (names, email addresses and membership categories) and your booking history, including every booking already made for future dates. Send this year's price list and your tee time intervals with them. We do the rest.
Do we have to enter the data ourselves?
No. We move your tee sheet, members and history across for you. Your part is connecting the club's Stripe account and checking everything over before you go live.
Can the pro shop still take phone and walk-in bookings?
Yes, from day one. Staff click New booking in the dashboard and book any golfer onto the same tee sheet that members use in the app, then choose pay on arrival, a payment link or paid at the counter.
What does Tuvabook cost?
£149 a month for a single club, with no setup fee, and you can export your members and bookings whenever you want.
