This run sheet provides a helpful guide for installing the DotGolf/LightSpeed POS system. It outlines the key steps and procedures to help ensure everything runs smoothly and efficiently throughout the installation process. Designed to support clear communication between the Golf Club, staff and the DotGolf team, this document aims to minimize any issues and help ensure a seamless transition to your new system.
Install Overview
Typically this is a 6-week installation period is allowed (specific dates provided after agreement).
This timeframe covers:
Ordering and delivery of hardware.
Backend integrations synced with Xero, Lightspeed, and DotGolf.
Importing products into the new system and setting up sales.
Online and onsite training for staff and administrators.
There are specific tasks that are required for the club to complete during this 6 week process, all of which are mentioned in the weekly break downs below.
Week One:
Business Info Provided (what required is below)
Club Name
GST Number
Phone number
Email address
IT/IP Info Provided - Company/staff member that supports your club
Install Date Confirmed
Training Dates Confirmed
Product template will be sent to the club
Xero Instructions will be sent to the club.
If the club intends to use the DotGolf POS in the pro shop, it is required that the club has SmartPay as the EFTPOS provider.
If the club has an existing member account balance, you will need to practice exporting this information as a CSV in the required format. We will import the information on the Friday before the install week.
Week Two:
Club receives an activation email from Lightspeed (If not get in contact with DotGolf)
Your Product template is underway and in the final stages to be sent to DotGolf.
Xero set up and completed.
Week Three:
Hardware has arrived, check to see that what you have ordered from DotGolf has been received and inform the DotGolf support team.
Make sure that all locations for new hardware have ethernet ports and power points accessible for date of install. ( You may require additional ether cables and ethernet switches)
Once the DotGolf team is informed a meeting will be scheduled to configure your new hardware. It is critical that we do this together
Plug in Hardware and connect to the internet via Ethernet cables (Including Printers), This will provide DotGolf with IP addresses for your printers
Schedule in a time for DotGolf Support to access your Hardware via Team Viewer to install the required software
Product Template should be completed and sent to DotGolf. Please note if the products template is not completed in time the install date may be moved back at the clubs expense.
Week Four:
Payment details will need to be loaded into Lightspeed for the monthly subscription this step is required for us to set up your inventory correctly.
DotGolf Support will get in contact with the club to organizing a time to go over the new hardware. This is to test the hardware and software, making sure that when we go live that the system is 100% ready.
A meeting is made with the relevant staff to go over the Xero Account Integration process, This is to ensure that all sales are being coded to the correct account when we go live. Please ensure that if you use an external accountant that they will be available for this training
In this meeting we will also go over the initial LightSpeed POS setup.
It is best if the General Manager , Bar Manager/Cafe manager and Shop Manager are in on this meeting to see what the system looks like and if there are any changes required they may require.
Confirm that SmartPay terminals are wired and are ready for the week of install
Week Five:
Confirm that the old House Accounts will be frozen by EOD Friday , before the week of install and ensure the CSV file that includes members first name, last name, membership number and total house account balance are all visible for the import.
A meeting is had to ensure that the week of install is planned out.
Site operating hours
Bar
Cafe
Pro Shop
This includes staff coming to training on day one (Who will be there)
Going live time on day one after hardware is installed
Going over the adjustments for POS system if there were any changes required in previous meeting.
Install Day One :
DotGolf will arrive as early as possible, this could be as early as 7am or 11am depending on/if there are flights to your location
New POS Hardware is installed & tested, then we go live site by site based on operating hours
Once completed training will commence with staff. This will normally take 1.5 hours in each area. (Bar staff , Cafe staff) The Pro Shop staff training could be different if using DotGolf POS.
After the training has been completed, the back office staff and DotGolf Support team member will go through Back Office training, this can take 2.5 hours.
During the Back office training support will still be there for the team. Please allow time for interruptions and encourage staff to write down questions if they come up.
DotGolf support will be with the team from the start of business to closing. This is to ensure a smooth transition and to answer any EOD questions.
Day Two Install:
DotGolf on site from opening.
Once the DotGolf Support member is comfortable with the service and ability to use the system the back office staff and the DotGolf support member will completed a Xero Training Session. This will take 1.5 hours.
This includes:
Reconciliations in Xero
House accounts reconciliations - Matching with DotGolf Reports
Income clearing account
Variances checks - How to investigate?
Reporting groups and how they affect your invoices.
Insights reports - How to use effectively
After this time DotGolf will take a step back to allow the staff to use and explore the system on their own, during this time we encourage the staff members to to write down any questions they have during this period.
Day Three (If Flight Home Is Required):
During day three (If Flights are booked) we will review the reporting, go over Xero to confirm an understanding of reconciliation and answer any late questions before heading out.
Remember the club has the full support from the DotGolf team moving forward, any calls and requests can be made directly through to the support phone line or our helpdesk.
Number : 0800 89 88 00
Opening Hours: 7:00am - 10:00pm
On call Emergency : 02 741 21895
Email : Support@dotgolf.freshdesk.com
Post Install:
Once the install and training has been completed we will have a dedicated person checking the functions of your club regularly ensuring that everything is operating smoothly for you.
Things we will be checking:
Invoices for previous day(s) synced into Xero
Investigate revenue in Income Clearing Account
Reconcile House Account Balance - DG vs Xero
Verify manual journal to HS for Loyalty, Prizes and Manual Adjustments
Investigate Variances
Between the DotGolf support team and the club staff, we will schedule in time to follow up and go over anything we find through our investigations
Once the install has been completed, please pass on any feedback to Mathew Eagleson at mathew.eagleson@golf.co.nz. This includes training, Communication through the process, hardware setup and documentation that was left for the club. We always looking to improve our install process at DotGolf, All the feedback we receive from you is valuable as this helps with refining our processes.
By following this run sheet, we give ourselves (The Club and DotGolf) the best possible opportunity to deliver a final product that exceeds the clubs expectations.
If you have any more questions you more than welcome to reach out to the Support team and we will provide you with the information requested.
*Please note: This timeframe is based on tasks being completed on time and required club staff availability.