DocsPhone agent setup

Phone agent setup

Rolling out

The phone agent answers calls to your pro shop, books tee times on your sheet, and hands the caller to your staff when a person is needed.

Rolling out

The phone agent is included in Pro and Group and is being turned on course by course. If you do not see Phone agent under Settings yet, email support@teemarshal.com to ask for a place in the rollout.

What it can do

Answer questions about your course: address, hours, policies, and today's conditions such as a frost delay.
Check availability and quote prices. It only quotes prices that come from your rates.
Book a tee time, reading the name, date, time, players, and total back before holding it.
Find, move, or cancel an existing booking by phone number or confirmation code.
Add a caller to the waitlist.
Text the caller a confirmation, directions, or a payment link.

When it hands off to your staff

The agent transfers the call to the number you choose when:

The caller asks for a person.
The call is about memberships, tournaments, lessons, or a complaint.
The caller is upset, or the call is going in circles.

Your staff hear a short summary before the caller is connected. If nobody picks up, the caller can leave a voicemail, which appears as text in your call log.

Setting it up

Open Settings, Phone agent, and switch it on.
Write your greeting. Keep it short, for example: "Thanks for calling Pine Valley. I can book a tee time or get you to the pro shop."
Enter your handoff number. Use a line that reaches a person and that is not itself forwarded to the agent, such as a second pro shop line or a manager's phone.
Choose when the agent answers (see below) and the largest group it may book.
Forward your course line to the agent number shown on the page.
Call your course from a mobile phone and book a test tee time. Check that it lands on the sheet.

Choosing when it answers

Phone agent answering modes
Mode	How it works	Good for
Always	Every call goes to the agent first.	Small crews who cannot leave the counter
After hours	The agent answers when the shop is closed.	Capturing evening and early morning bookings
On no answer	The shop phone rings first. If nobody answers after a few rings, the agent picks up.	Busy weekend mornings

Call forwarding

Forwarding is set up with your phone company, not in TeeMarshal. You will ask for one of three kinds:

Forward all calls (unconditional) for the Always mode.
Forward on a schedule for the After hours mode. Many business phone systems have a business-hours setting for this.
Forward when unanswered (also called no-answer forwarding) for the On no answer mode, with the number of rings you want.

How you switch forwarding on differs by phone company and phone system. Some use star codes dialed from the handset, some use an online portal, and some need a call to support. Star codes are not the same everywhere, so confirm the steps with your phone provider instead of relying on a code from the internet. Tell them: "I want to forward my main line to this number," and say which of the three kinds above you need.

To stop using the agent at any time, turn forwarding off with your phone company. Your line goes back to ringing the shop as before.

Payment on phone bookings

If your policy allows pay at course, the agent confirms the booking on the call. Otherwise it holds the tee time for 15 minutes and texts the caller a secure payment link. The booking confirms when they pay.

Call log and recordings

Every call is logged with its outcome, a written transcript, and any booking it created. Your dashboard shows calls answered, bookings made, handoffs, and average call length. Audio recording is off unless you turn it on. If you turn it on, the greeting tells callers the call may be recorded. Recording laws differ by state, so check the rule in yours.