Staff Resources
Order Management Guide
Learn how to accept, fulfill, and complete orders efficiently. Master the order lifecycle to deliver fast service and keep golfers happy.
Order Lifecycle
Every order moves through four stages from placement to delivery.
New
Order placed by golfer
Accepted
Cart operator confirms
In Progress
Preparing and en route
Delivered
Order complete
Accepting Orders
Review the Order
- Check the item list for availability before accepting
- Note any special instructions or modifications
- Confirm the golfer's location and hole number
Estimated Delivery
- The app auto-calculates an ETA based on your distance
- You can adjust the estimate if needed before accepting
- The golfer sees the ETA immediately once you accept
Preparing Orders
Item Checklist
- Tap each item to mark it as prepared
- Items highlight green when checked off
- All items must be checked before marking as ready
Special Instructions
- Special requests are highlighted in orange at the top
- Common requests: extra ice, specific brands, allergies
- If you cannot fulfill a request, contact the golfer via in-app messaging
Delivering Orders
GPS Navigation
- Tap Navigate to open the on-course map
- Follow the highlighted cart path to the golfer's pin
- The golfer's position updates in real time as they move
Confirming Delivery
- Hand off the items and verify the order with the golfer
- Tap Mark Delivered to complete the order
- Process payment if not pre-paid (card, cash, or room charge)
Handling Issues
Out of Stock
- Mark items as unavailable in the app
- The golfer is notified and can pick a substitute
- Update your cart inventory to prevent future issues
Modifications
- Tap Modify Order to add or remove items
- Price adjustments are calculated automatically
- The golfer approves changes before they take effect
Refunds
- Initiate a refund from the order detail screen
- Select full or partial refund and add a reason
- Manager approval may be required for refunds over a set amount
Tips for Fast Service
Batch Nearby Orders
When multiple orders are close together, accept them as a group to minimize drive time between deliveries.
Keep Inventory Updated
Mark items as out of stock immediately so golfers only see what you actually have available on the cart.
Use Quick Responses
Tap pre-written messages like “On my way!” or “2 minutes out” to keep golfers informed without typing.
Restock Strategically
Set your status to “Restocking” during natural lulls. The app pauses new orders so you can refill without pressure.
See how Fareplay can transform your operations
Streamline every order from notification to delivery with a system your staff can learn in minutes.