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No shows are costing course operators over $1 Billion in revenue per year - chargebacks make enforcing them challenging. Here is how operators can fight back and win.
Similar to restaurants, flights, and hotels - every tee time is perishable inventory. If a player fails to show up, that slot - and all the downstream revenue it could have generated (green fees, cart rentals, food and beverages, pro-shop sales, etc.) - is lost forever.
Surprisingly, 9-15% of all rounds result in a no show or short show (4-some dropping to 3 or 2), etc. According to data from the NGF, this problem is costing course operators over $1 Billion in lost revenue per year, and $142k on average per course.
But here's what's worse: When you try to enforce legitimate no-show fees, golfers dispute them. And credit card companies? They almost always side with the customer.
Until now!
With the rollout of Noteefy Confirm, operators have an automated pre-round texting capability (similar to the pre-appointment dentist, doctors, or restaurant reservations) that integrates into the tee sheet to confirm every golfer will be playing. Confirm also provides operators a detailed audit log that can be used in disputes with credit card companies as evidence against disputed charges.
Last week, a multi-course operator won not one but TWO no-show chargebacks using a simple but powerful approach. Here's exactly how they did it and how you can too.
Success Story: How An MCO Operator Just Won a No-Show Chargeback Using Noteefy Proof
October 11, 10:20 AM tee time. The golfer receives an automated confirmation text through Noteefy's system and replies "1" to confirm they're coming.
Then they no-show anyway.
The course charges the no-show fee. The golfer disputes it with their credit card company. Classic scenario, right?
But here's where it gets interesting.
On October 28, when the VP of Operations got the chargeback notification, they had something most operators don't: timestamped proof that the golfer explicitly confirmed their tee time.
They submitted Noteefy's SMS confirmation log showing:
- The exact time the confirmation was sent
- The golfer's "1" response confirming they'd be there
- Automated system timestamps (which carry more weight than manual notes)
The update? Chargeback overturned. Course wins.
Why This Changes Everything
Credit card companies rely on documentation. But not just any documentation — they need clear, timestamped, automated proof.
Manual notes from your staff? Not enough.
Your word against theirs? You'll lose.
But automated SMS confirmations with golfer responses? That's irrefutable evidence.
Think about it: The golfer can't claim they didn't know about the tee time when there's proof they texted back confirming they'd be there. This is the kind of evidence card issuers respect and in this case, it directly resulted in a win.
Your Step-by-Step Playbook to Win Chargebacks
1. Get the Right Technology in Place
You need an automated confirmation system that captures responses. Noteefy Confirm does this automatically, sending texts before every round and logging every response. No manual work, just bulletproof documentation.
2. Retain Proof of Confirmation
Your system should capture:
- Outgoing confirmation messages
- Golfer responses ("1" to confirm)
- Exact timestamps
- Delivery confirmations
This isn't just helpful, this is gold for chargeback evidence.
3. Include Confirmation Data in Every Chargeback Rebuttal
Each rebuttal should clearly demonstrate that the golfer acknowledged your reservation terms. Always attach:
- PDF or screenshot of the confirmation message
- Timestamped logs
- Your reservation policy stating no-show terms
4. Strengthen Your Written Tee Time Policies
Ensure your policies clearly outline that:
- Confirmed tee times are considered binding
- No-show and short-show fees will be applied
- Cancellation and modification windows are explicitly defined
- Credit card information is securely stored and charged when policies are violated
(A ready-to-use operator policy template is included below.)
5. Match Your Policy to Your Technology
Your written policy should reinforce how your technology supports fair enforcement. Clearly state that:
- You send automated reminders and confirmations
- A golfer’s confirmation constitutes agreement to your terms
Aligning your policy with your technology significantly strengthens your chargeback defense.
Recommended Tee Time Reservation Policy Template From a Course That Wins Chargebacks
Below is a refined version of the reservation policy used by a high-performing public golf course that routinely prevails in no-show chargeback disputes. Operators can adopt this language, customized with their own course details—to protect revenue and strengthen chargeback outcomes.
Tee Time Reservation Policies
Normal Booking Window (Up to 8 Days in Advance — No Fee)
Online tee times may be booked up to 8 days in advance for a maximum of four players per tee time at no additional cost.
Advanced Booking Window (More Than 8 Days in Advance — Fee Applies)
Tee times reserved further in advance require a non-refundable advanced booking fee, charged at the time of booking:
• 9–14 days in advance: $5.00 per person
• 15–45 days in advance: $10.00 per person
Advanced booking fees are non-refundable.
Cancellation & No-Show Policy
Cancellations or changes must be made at least 24 hours before the scheduled tee time.
Changes or cancellations may be made online or by contacting the golf shop.
If changes or cancellations are not made within 24 hours - or if the reservation is no-showed, you will be charged a no-show fee of no less than half the value of the reserved tee time for all players booked and not used.
Our confirmation system sends reminders and requires golfer acknowledgment; replying to confirm constitutes acceptance of these terms.
Credit Card Information
Credit card information is securely encrypted and collected during booking. It will be saved to your account for future reservations. Please remember your email address and password associated with your reservations account.
Final Takeaway
This policy framework illustrates a winning formula for operators:
Clear policies + automatic confirmations + timestamped proof = reliable revenue protection.
If you're interested in reviewing your policy and seeing the technology operators use to automate confirmations and win disputes, book a demo here.
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