Late dues caught early
Overdue accounts surface the day they age, not at quarter-end — so the collections conversation starts while the balance is still small, and every account is tracked the same way.
Automation / SMS
Club Coordinator.
Club Coordinator is the staff desk for your club — membership, dues, reservations, and events in one place, answered over text. Staff ask who is late, what is on the tee sheet, or which events are pending, and get an answer in seconds. It tracks every member and flags overdue accounts and booking conflicts to management — but it never comps a charge or overrides a reservation on its own. The numbers stay visible; the decisions stay human.
Workflow concept and scripted demonstration. The descriptions below preserve the original workflow scope; channels, integrations, response times, and actions must be agreed and tested for your setup. Sample dialogue is not a customer result.
Tracked, answered, flagged — management decides.
Track every member
Membership status, dues balances, who is current and who is late, at a glance or on demand.
Answer staff instantly
"Who is behind on dues?" "What is on the tee sheet today?" — answered in seconds over SMS or Telegram.
Flag, never override
Booking conflicts and overdue accounts get surfaced to management. The bot never comps a charge or overrides a reservation on its own.
Intake event inquiries
Wedding, tournament, banquet requests captured with guest counts and estimated value, routed to management to quote.
Keep management current
Daily and on-demand summaries of dues, reservations, and the event pipeline.
See the workflow unfold.
A Saturday-morning exchange at the staff desk: a manager texts the Club Coordinator about overdue dues, tries to comp a fee, checks the tee sheet, then pulls the event pipeline. Watch the live status record build on the right — and watch the bot hold the line on comps and conflicts.
Illustrative sample only. Playback sends no messages and connects to no accounts.
Read the complete sample transcript
- Staff
Who's late on dues this quarter?
- Club Coordinator
Three accounts are past due for Q3: Henderson — $450, 62 days; Whitmore — $400, 31 days; Castellano — $300, 18 days. Total outstanding is $1,150, oldest 62 days. Want me to send the standard reminder on any of them?
- Staff
Can you waive the late fee for the Hendersons? They're good members.
- Club Coordinator
I can't waive or comp a charge myself — that's a management decision. What I've done: flagged the Henderson account for management review and logged your comp request with a timestamp. A manager can approve the waiver, and I'll record it once they do.
- Staff
Got it. What's on the tee sheet for Saturday?
- Club Coordinator
Saturday's tee sheet has 14 times booked. One issue: two parties are double-booked at 8:10 AM — I've flagged it for management rather than bumping anyone. I won't auto-resolve a conflict; you decide who moves. Everything else is clean.
- Staff
Any new event inquiries?
- Club Coordinator
Two open event inquiries: a wedding, ~150 guests, est. $25K, and a corporate tournament, ~80 guests, est. $12K — about $37K in pipeline. Both are captured and waiting on a management quote; I don't price or confirm events. Want the full intake on either?
Why this workflow matters.
Staff stop digging
"Who is behind on dues?" "What is on the tee sheet?" answered over text in seconds — no logging into the system, no pulling a report, no interrupting the manager.
Members get faster answers
Dues and reservation questions get handled at the speed of a text, so the front desk spends its time on the members standing in front of it — not on hold looking something up.
Nothing financial without a human
The bot flags overdue accounts, booking conflicts, and event inquiries — but it never comps a charge, waives a fee, or confirms a booking. Management always makes the call.
Club status summary → management
The complete sample handoff, ready to inspect alongside the conversation. The actual record format is scoped to your systems.
Inspect the structured sample output
{
"record": "club_status_summary",
"club": "Sample Club",
"channel": "sms",
"generated": "Sat 09:14 MST \u00b7 on-demand",
"dues": {
"quarter": "Q3",
"late_accounts": [
{
"member": "Henderson",
"balance": "$450",
"overdue_days": 62
},
{
"member": "Whitmore",
"balance": "$400",
"overdue_days": 31
},
{
"member": "Castellano",
"balance": "$300",
"overdue_days": 18
}
],
"total_overdue": "$1,150",
"oldest_days": 62
},
"comp_request": {
"account": "Henderson",
"requested_by": "staff",
"action": "flagged_for_management",
"bot_authority": "cannot_waive_or_comp"
},
"reservations": {
"date": "Saturday",
"tee_times_booked": 14,
"conflict": {
"slot": "08:10",
"issue": "double_booked",
"status": "flagged_for_management",
"auto_resolved": false
}
},
"event_pipeline": [
{
"type": "wedding",
"guests": 150,
"est_value": "$25k",
"status": "awaiting_management_quote"
},
{
"type": "corporate_tournament",
"guests": 80,
"est_value": "$12k",
"status": "awaiting_management_quote"
}
],
"pipeline_value_est": "~$37k",
"guardrail": "comps, fee waivers, and conflict overrides require management \u2014 bot flags and surfaces only",
"transcript_ref": "sms-club-0914"
}Make it work for your setup.
Start with your inputs, systems, approval owners, and exceptions. We agree the permitted actions, test dry runs, and define who can pause the workflow.
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