TeeBox Indoor Golf’s 24/7, unmanned automation blueprint

In a fully unmanned facility, there’s no front desk to fall back on. Every step of the customer experience has to work without any human intervention.

TeeBox 24/7 Indoor Golf owner Brian Stenson built exactly that: a full automation stack where a single booking in AllBooked triggers everything from door access to bay power-up, with no manual steps in between. The result? 

He "literally spends zero time managing bookings," and saves an estimated 10 to 20 hours per week on back-office operations.

Here’s the full blueprint, broken down by what his members see versus what’s happening behind the scenes at every stage.

Click here to see his full success story. 

How to automate golf simulator memberships and payments

What TeeBox members see: They visit the TeeBox website, browse the membership tiers, pick one (White Tee, Blue Tee, or Founder), and click through to pay. They enter their credit card, and they're a member. Done.

What’s happening behind the scenes:

1. Member clicks a membership tier on the TeeBox website
2. They're directed to AllBooked's portal, where they create an account, then to Stripe to process the subscription payment
3. A webhook fires to the custom backend on Render
4. The member's subscription data flows into HubSpot: deal created, tier and billing cycle recorded
5. A Slack notification alerts the operator
6. The member's AllBooked account gets tagged with their tier, unlocking their specific booking access (weekday-only for White Tee, full 24/7 for Blue Tee and Founder)

This is a one-time action: from here on, every booking is already paid for with their membership.

Online booking for golf simulator bays

What TeeBox members see: They go to AllBooked, either on desktop or mobile. They're already logged in. They click the time slot they want and hit go. No payment step; their membership covers it. Booking confirmed. 

What’s happening behind the scenes: 

1. Member clicks a time slot in AllBooked
2. AllBooked fires a webhook that Zapier relays to the custom backend on Render
3. The backend generates a unique door PIN through the UniFi Access API, set to activate 15 min before the booking and deactivate 15 min after
4. The PIN is emailed to the member automatically, within 60 seconds of booking
5. The member's contact record is updated in HubSpot
6. A Slack notification alerts the operator

"Within 60 seconds, they have an email in their inbox with a pin code to my door."

Access control for unmanned golf simulator facilities

What TeeBox members see: They walk up to the facility, enter the PIN they were emailed, and the door unlocks. No staff, no check-in desk, no waiting.

What’s happening behind the scenes:

1. The PIN is time-bound: it only works during their booking window (plus a 15-minute buffer on each side). No manual code assignment, no text thread with the owner, no key handoff. You can't share a PIN to get someone else in later; it won't work outside the reservation window.
2. The camera system (also Ubiquiti/UniFi, the same platform as the door) monitors the facility to support safety and accountability without staff onsite.
3. The cameras are visible and customers know about them; he's intentionally transparent about their capabilities, which itself acts as a security measure.
4. The entire security system (cameras, door access, network) runs on Ubiquiti with no ongoing subscription cost, just electricity.

"I couldn't do 24/7 without being able to integrate with other systems."

How to automate golf simulator bay power-up from booking data

What TeeBox members see: They walk into their bay. The computer is already on, the sim software is loaded and logged in, ready to go. They just pick up a club and play.

What’s happening behind the scenes:

1. Booking data flows from AllBooked into a Google Sheet
2. Each of the six bay PCs polls the sheet every 60 seconds
3. When the next reservation is approaching, the system powers on all the computers
4. Sim software auto-launches and gets everything ready before the member walks in
5. When the schedule is clear, it shuts everything down automatically

According to Stenson, six gaming PCs pull about 600 watts on idle and 3,000 watts when they're running. Automating the on/off cycle based on AllBooked's booking data cuts into what was a $500–600/month commercial electric bill when everything ran 24/7.

"The lower I can keep my expenses, the better off I am."

How to drive repeat bookings without front desk staff

What TeeBox members see: Ten minutes before their session ends, a branded popup appears on the screen with a QR code. They scan it and they're back in AllBooked reserving their next slot, with no friction, no searching for the website.

What’s happening behind the scenes:

1. A local script on each bay PC monitors the reservation sheet
2. When a session is winding down, it triggers a branded countdown popup automatically
3. The QR code links directly back to AllBooked's booking page

This turns a session-ending moment into a rebooking moment, driven by booking data from AllBooked and executed without any staff. Essentially, he has put upselling on autopilot.

Automating review requests for golf simulator businesses

What TeeBox members see: After their visit, they get an email asking them to leave a Google Review.

What’s happening behind the scenes:

1. A scheduled process queries HubSpot for eligible contacts
2. Google Review request emails go out automatically, with no manual outreach, no remembering to ask

If you’re building a facility that runs without a front desk, we can help. Click the button below to connect with our team to see how AllBooked fits into your stack.