Winter Shutdown in Club Caddie
As northern facilities start winding down, it’s the perfect time to use the tools already built into Club Caddie to button up operations, protect your system, and continue generating off-season revenue.
Because Club Caddie is a single, unified platform—tee sheet, register, member portal, activities, events, and accounting all talking to each other—you can complete your entire shutdown right inside the software without jumping between programs.
This guide walks through the same essential process we covered on the Nov. 5 webinar, organized for operators who want to move through it step-by-step.
As northern facilities start winding down, it’s the perfect time to use the tools already built into Club Caddie to button up operations, protect the system, and continue generating off-season revenue. Because Club Caddie is a single, unified platform — tee sheet, register, member portal, activities, events, and accounting all talking to each other — you can complete your shutdown right inside the software without jumping between programs.
This guide walks through the same process we covered on the Nov. 5 webinar — just organized for operators who want to move through it step-by-step. At the end, you can download the full Winter Shutdown Checklist with the specific report names and Knowledge Base article references your team can follow.
👉 Want to watch instead?
1. Start with Reporting: Capture the Year Before You Change the Year
Before you block tee times or deactivate users, capture the critical data your accountant, owner, or municipality is going to ask for. Pulling these reports now means your exports reflect the current season, not the updated winter settings.
Recommended Reports (Matches the Checklist):
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Rounds Breakdown by Resource: Good for understanding where play actually came from.
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Rounds Played: Essential for knowing who played and how often.
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Sales by Department / Sales Detail by Department: Use this to reconcile credit, F&B, golf shop, and events against your buying plan.
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Inventory On-Hand: So you know what’s still in the building before spring ordering.
2. Inventory & Vendor Cleanup: Do It While the Shop is Quiet
Club Caddie already includes inventory, receiving, and vendor tools—you don’t need a separate system to do year-end counts.
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Switch to/end the year with an Inventory Audit and run final counts.
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Start RA/returns for warranty or defective items.
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Clean up vendor records so spring ordering is easier.
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Fix or add items and categories if you’ve been “parking” them for later.
3. Memberships & Accounts: Get Current While Members Are Reachable
Because Club Caddie’s member tools, billing, and the member portal are connected, year-end is the best time to make sure balances, expirations, and renewals all match what you actually intend to sell next year.
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“Who owes you money?”: Run Payment Management / Membership Aging and contact those members now.
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Expire vs. Auto-Renew: Confirm which passes should stop billing during the off-season and which should roll.
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Bad Debt: Write off what you know you’re not collecting.
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Next-Season Products: Create membership classes now for early-bird or bundled F&B discounts so you can market them during winter.
4. Tee Sheet Management: Shut It Down, But Keep Control
The advantage of the Club Caddie tee sheet is that you can close online inventory, block the sheet, or end-date the season—and still reopen for a good-weather day without rebuilding the sheet.
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Block closure dates in Tee Sheet Settings (End Date).
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Turn off online inventory for closed dates (booking windows/availability).
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Add staff-facing banner notes to the tee sheet for winter operations.
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Verify iFrame booking pages reflect closures.
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Pause any tee-sheet or Managed Marketing automations so you’re not emailing “come play” when there’s snow.
This is your “course is closed, software isn’t” step.
5. Vouchers, Credit Books, and Holiday Offers
Because Club Caddie handles credit books, voucher sales, and gift cards in the same ecosystem as your register, this is a good moment to reconcile outstanding liabilities and then promote holiday sales.
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Review outstanding vouchers and rain checks.
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Confirm expiration rules and COA mapping for credit books.
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Promote gift cards/holiday bundles right from the register.
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(If enabled) configure online promo codes for seasonal offers.
This is the “we’re closed for golf, not for revenue” section.
6. Staff & System Access: End-of-Season Best Practice
This is one of the most important Club Caddie best-practice items: remove users who aren’t coming back and manage permissions at the role level—not user-by-user.
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Deactivate seasonal staff in Course User Info.
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Set permissions by role in Manage Roles / User Role Permissions.
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Limit terminal visibility so staff only sees the POS locations they actually use.
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Require unique logins/PIN lock so you can audit who did what.
7. Off-Season Revenue: Promote What Is Open
Club Caddie’s public-facing tools (member portal, booking engines, iFrame banners, and Managed Marketing) make it easy to tell your golfers “the course is closed, but simulators/lessons/events are open.”
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Update banners and placements with winter messaging.
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Push gift cards and holiday bundles.
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Promote simulators, lessons, pickleball, or winter F&B events.
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Feature those items at the top of your app or member portal.
8. Events, Taxes & Compliance: Finish the Year Clean
To keep accounting happy, finish out events and verify tax settings before January.
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Post all event revenue and reconcile open events.
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Run event aging and close out 2025 outings.
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Review tax management and add 2026 rates.
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Confirm gift card and credit liabilities are mapped correctly.
Resources & Next Steps
All of this can be supported with the reports and GL tools already in Club Caddie—no separate system required. Club Caddie centralizes product updates, release notes, and help content under Resources → Changelog → Knowledge Base.
For a fully actionable, step-by-step guide, download the checklist:
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Download the Winter Shutdown Checklist HERE
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Includes: Report names, matching Knowledge Base article names, and links for every task area.
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