Case Study
One Platform for Every Reservation and Every Gate
Pebble Beach ran world-class amenities on a patchwork of reservation systems, none of which talked to their access management. We extended their existing access platform to ingest, unify, and act on reservation data from every venue—so a member's spa booking, dinner, tee time, and gate entry finally live on one record, with payments handled in-platform through Shift4.
Challenge
The Challenge
Pebble Beach offers the kind of experience where everything is supposed to feel seamless—until you look behind the desk. Spa ran on SpaSoft, dining on SevenRooms, golf across Poppy Hills and Monterey Peninsula Country Club, campus life through Stevenson School, and membership data in its own system. Each did its job well, and none of them talked to the gate.
That left reservation data stranded in silos. Staff re-keyed information by hand, the same member existed as a different person in six systems, and there was no single record tying a booking to the guest who made it—or to whether that guest should be let through the gate today. Payments were handled outside the platform entirely, in yet another tool.
Pebble Beach didn't want a rip-and-replace; the systems their teams rely on work. They wanted those reservations to flow directly into the access platform that already governs their community—so booking a treatment, a table, or a tee time is the same act as being recognized at the gate.
Approach
Our Approach
We treated this as an extension of the existing access platform rather than a new product. The goal was to bring Pebble Beach's data domains—reservations, venues, folios, memberships—into the platform they already run, without disrupting the access management working underneath it.
That meant modeling the new domains into the current schema with careful, reversible migrations; exposing them through the same GraphQL API the apps already speak; and building an ETL layer that could ingest flat-file exports from every source on a schedule, with field mapping the team controls. Payments were brought in-platform through Shift4 so a charge lives on the same record as the reservation it belongs to.
Just as important, we handed the day-to-day to Pebble Beach's own staff. Bulk import, ad-hoc sync, and community-space management all became admin interfaces—so onboarding a new export or adding a venue is a configuration task, not an engineering ticket.
Solution
The Integrated Platform
We extended the platform from the data model up. New tables and extended fields captured reservations, venues, and folios alongside the existing member and access records, and every change shipped as a versioned, reversible migration so it reached production safely. The new domains are exposed through the same GraphQL API the apps already use, with client-specific CRUD for reservations and community spaces—so the front end reads and writes a booking exactly the way it already handles access.
Feeding that model is a configurable ETL pipeline. Scheduled cron jobs and on-demand runs extract each venue's flat-file export, transform and clean it against a mapping the team controls, and load it into the platform—matching each record to the right member and venue. Adding or changing a source is connection management and field mapping, not new code, so when a venue tweaks its export the team remaps fields in minutes.
We built configurable connectors for all six sources—SMS, SpaSoft, SevenRooms, Poppy Hills, MPGC, and Stevenson School—each with its own field mapping and connection settings, so every system Pebble Beach relies on now feeds the same unified record.
Details
Payments Without Leaving the Platform
A reservation isn't finished until it's paid for, so we integrated payment processing directly through the Shift4 API. When a member books, the platform tokenizes the card and authorizes the charge through Shift4—PCI scope stays with the processor, and no raw card data touches the system.
The result posts straight back onto the member's record: an approved charge tied to the exact reservation and folio it belongs to. Staff never leave the platform to bill, and reconciliation is automatic because the booking, the payment, and the member are the same record from the start.
Details
Tools for the Team
The people running Pebble Beach's venues needed to work the data themselves, so we built the admin interfaces to match. The Bulk Data Import Console lets an administrator pull thousands of rows from any configured source, preview them against the field mapping, and import with a live progress read-out and an error count they can trust.
The Ad-Hoc Reservation Interface sits alongside the scheduled jobs for the moments that can't wait—a guest added at the front desk shows up at the gate on the next sync-now, without waiting for the nightly run. And a set of custom community-space interfaces models each Pebble Beach venue with its own rules, hours, and booking flow, so access and reservations for the spa, the clubs, and the beach house are managed in one place.
Together these tools turned data operations from an engineering dependency into something the team does on its own, in minutes.
Details
Results & Impact
Six source systems now resolve to one. A member's spa treatment, dinner reservation, tee time, and gate entry live on a single record, and the same person is recognized at every touchpoint instead of existing six times over. Data flows in automatically on a nightly schedule and on demand, so the platform is never working from stale information.
Payments happen in-platform through Shift4, reconciled against the reservation and member without a side trip to another tool. And because we extended the existing platform rather than replacing it, the teams kept the systems they trust while gaining a single, cohesive place to run the community.
Most of the day-to-day is now self-service: staff import, sync, and manage community spaces without an engineer in the loop. What used to be a patchwork of disconnected systems became one all-in-one platform for reservations and access—purpose-built around how Pebble Beach actually operates.