Spring 2025 is here, and with it comes the return of golf’s busiest season. For most of the nearly 16,000 courses across the U.S., this time of year brings full tee sheets, new programming, seasonal staff and customers eager to get back out there. While pristine course conditions certainly enhance the golfer’s on-course experience, operational efficiency behind the scenes plays a critical role in ensuring a smooth season.

Why Preseason Prep Matters

Golf has seen sustained growth since the pandemic, with rounds played remaining above pre-2020 levels. According to the National Golf Foundation (NGF), participation across public and private facilities has remained strong through 2024, driven by returning members and new players entering the game. This increased interest is great for business, but it also means more pressure on staff, more complexity in managing operations, and a higher standard for hospitality.

Clubs that prepare early and think holistically about their operations are better positioned to capture more value from each visit. Success in the peak season comes from smart planning, efficient systems, and a team aligned on goals. In speaking with course operators and industry experts, a key part of our continued innovation at Whoosh, several best practices stood out as essential for preparing for the months ahead.

That’s why we created this Preseason Checklist: a tactical, easy-to-follow guide to help your team align early, streamline operations, and deliver a top-tier experience.

Want to keep this checklist on hand or share with your staff? Download the one-page version here.

1. Audit Your Tech Tools

As clubs grow in complexity (offering simulators, racquet sports, clinics, and events in addition to tee times) many find themselves juggling too many disconnected tools. Manual workarounds and inconsistent workflows create unnecessary stress for staff and friction for customers.

Jimmy McNamara, partner manager at Whoosh, emphasizes the importance of clubs conducting preseason check-ins with their technology providers. “Preseason check-in calls with your technology providers, for example, is a great way to ensure your team is prepared for the season,” he explains. “You can also uncover new features or existing features you haven't been utilizing that can make a positive impact on your operation and/or golfer’s experience.”

• Schedule preseason check-in calls with technology providers to uncover new or underutilized features.

• Evaluate if your current technology still meets your club’s needs or if there are better solutions available.

• Streamline booking and scheduling systems to reduce administrative burden and eliminate conflicts.

While efficiency is crucial, the member experience remains at the heart of successful club operations. However, transitioning to a new technology platform isn’t always easy. “Members tend to get comfortable with systems clubs are using and don’t like change, even if it’s for the better,” McNamara explains. “We commonly hear golf staffs tell us that our system is better than what they are currently using, but it’s too hard to train members on a new platform.”

2. Take Busy Work Off Your Plate Before the Season Heats Up

From staff training and scheduling to event planning and policy review, the dawn of golf’s busy season comes with added responsibilities for club operators. And preparing your team for the invasion of added work is just as important as preparing your facilities. High staff turnover and the influx of seasonal workers make it essential to train early, especially on new tools and updated policies. 

Many clubs use the offseason to finalize event schedules and assign responsibilities, saving valuable time during busy weeks. According to McNamara, many golf staff begin building out events in Golf Genius, Whoosh, or other systems months in advance. The earlier these tasks are completed, the more bandwidth staff have to focus on hospitality and service delivery when demand picks up.

• Finalize event schedules well ahead of time to ease staff workload during peak season.

• Train seasonal staff on new or existing technology as soon as they arrive to ensure smooth operations.

• Assign staff responsibilities based on peak demand times and activity trends.

3. Familiarize Yourself with Your Data

Reviewing trends from previous seasons can help inform smarter decisions around scheduling, staffing, and programming. Whether it’s understanding when your club is busiest, which clinics sell out fastest, or what times members cancel most often, data helps you plan proactively.

Some clubs even use waitlist data to determine whether or not they have the capacity to take on more memberships. These types of insights can help clubs grow without sacrificing the member experience.

Connected data sources are instrumental for decision making, and Whoosh was built to deliver the fullest view of customer data. 

• Review past booking trends, peak usage times, and waitlist reports to inform operational decisions.

• Analyze lesson and event participation data to optimize scheduling and instructor availability.

• Use real-time data insights to adjust membership capacity and improve member experience.

To ensure clubs are using the best technology for their needs, McNamara recommends a proactive approach: “Clubs should vet out new technology solutions every year or two, even if it’s just to ensure what they are currently using is still the best tool for them. There might be features offered with a different solution that could drastically improve the member experience or day-to-day operations, but you’ll never realize it unless you take the time to explore newer solutions.”

4. Review and Optimize Tee Sheet, Restrictions, and Booking Windows

Tee sheet management may seem straightforward, but small adjustments can make a big difference in maximizing revenue and improving the guest experience. Adjusting tee time spacing, staggering lessons, or building in maintenance buffers can help avoid bottlenecks and paint the most accurate picture of daily activity at your facility.

• Adjust tee time allocations based on historical pace-of-play data and demand trends.

• Public Clubs: Set up dynamic pricing models to maximize revenue during high and low-demand periods.

• Ensure booking policies align with member/customer preferences and operational efficiency.

5. Prep Customer Communication Plans

The most effective communication strategies use a blend of email, push notifications, and in-club signage. Build a consistent cadence for announcements, reminders, and updates to keep members in the loop without overwhelming them.

Work with your marketing or membership teams to get templates or plans together ahead of the busy season so you’re more prepared to communicate quickly and effectively.

• Private Clubs: Inform members of any new technology implementations and provide training resources.

• Develop a strategy or templates to effectively communicate schedule updates, event announcements, and weather-related changes quicker. 

6. Check Equipment and Inventory Readiness

Operational success isn’t just about software. Ensure your physical assets (carts, simulators, range equipment, and inventory) are in good working order before the season kicks off. 

One resort course of ours used inventory tracking to better monitor cart usage and reduce maintenance costs, ensuring guests always had access to well-kept equipment.

• Stock up on pro shop inventory, including apparel, balls, and accessories, ahead of peak demand.

• Spend time verifying that customer-facing gear is fully operational (golf carts, range equipment, etc.).

7. Set Seasonal Goals with Your Team

Whether it’s increasing lesson bookings, improving member satisfaction, or boosting beverage cart revenue, every club should set a few clear goals before peak season begins. Aligning your team around shared objectives builds buy-in and accountability for all.

• Define key performance metrics for staff efficiency, member satisfaction, and revenue growth.

• Establish goals for lesson bookings, event participation, and membership retention.

• Regularly review progress and adjust strategies as needed to meet club objectives.

Want to keep this checklist on hand or share with your staff? Download the one-page version here.

By tackling these checklist items before peak season arrives, you’ll reduce stress, unlock new revenue opportunities, and keep golfers coming back. Clubs that take a proactive, data-informed approach to seasonal readiness are the ones best positioned to deliver great experiences and strong performance.

Looking for tools to help you execute your plan? Book a demo today to learn how we support modern clubs of all kinds.