Club Steward: One Platform for Multi-Club Golf and Country Club Operators

Introduction

Club Steward is golf and country club management software for operators that run more than one club. It gives a portfolio one platform and one member record for club websites and online join, membership sales, contracts, dues, the member app, the tee sheet, the pro shop, private events and reporting. Ardn designed and built Club Steward, and runs it as a managed service.

Challenge

Multi-club operators usually run each club on its own stack, and the gaps show up in the same places:

• One member, many records. A member who belongs at one club and plays at another exists twice, with two balances and two histories.
• Joining takes paper. Prospects fill in forms, wait for a contract, sign on a visit, and are billed by hand weeks later.
• Leads sit with whoever answered. Nobody sees the whole sales pipeline, and a stalled lead has no one chasing it.
• Reports stop at the club. Regional and corporate questions are answered by exporting from each club and pasting into a spreadsheet.
• Access is all or nothing. Club staff either see too much or need head office for routine work.

Solution

1. One member record across every club

A member is one record in the portfolio, with their membership, benefits, dues, standing and activity at every club on one timeline. Reciprocal access and benefits follow the member, not the club.

2. A website and a six-step online join

Each club gets a website on the platform, and prospects join online in six steps: choose a plan, add the household, review the agreement, sign, pay and set up the member app. The record, contract and billing are created as they go.

3. A sales pipeline with a shared lead pool

Leads from every club land in one pipeline. A shared pool means a lead is never stuck with one person, and escalation rules move a stalled lead to a manager automatically.

4. Contracts, e-signature and dues

• Contracts are generated from the plan and signed in the platform with built-in e-signature. Payment is blocked until the contract is signed.
• Dues run on card or ACH autopay, with standing visible on the member record.

5. The member app, the tee sheet and the club floor

• A member app with a digital membership card, benefits and bookings.
• Tee sheet, cart assignments and the pro shop on the same records as membership.
• Private events and catering, from inquiry to the day.

6. Reporting and security for a portfolio

• Reports scoped to club, region or corporate, from the same library.
• Per-club data isolation enforced in the database, so a query scoped to one club cannot read another.
• More than 400 permissions, grouped into roles, so a pro shop clerk and a regional director each see exactly their job.

Results

• One record per member, however many clubs they use.
• Joining without paper: plan to signed contract to first payment, online, in six steps.
• A sales pipeline the whole operator can see, with leads that escalate instead of stalling.
• Answers at club, region and corporate level without a spreadsheet.
• Club data kept apart in the database, with access shaped by role.
• Accounting is in preview. Ardn runs the platform as a managed service.

Related

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