After creating your online order form, you will be ready to share it with your members on your Golf Shop roster and guests, allowing them to place their orders digitally. When sharing the online order form, you will have the following options:
Send by email (direct from online order form): When sending an online order form by email from the actions menu, this generates a unique link for members on your Golf Genius - Golf Shop roster. These links are unique to each member and allow them to complete the form without logging in or further validating their identity. This option is best when only sending the form to those individuals on your Golf Shop roster. When sending an online order form via email directly from the form, any customization to the email will be maintained if you need to send it again.
Send by text message (direct from online order form): When sending an online order form by text message from the actions menu, this generates a unique link for members on your Golf Genius - Golf Shop roster. These links are unique to each member and allow them to complete the form without logging in or further validating their identity. This option is best when only sending the form to those individuals on your Golf Shop roster. When sending an online order form via text directly from the form, any customization to the text will be maintained if you need to send it again.
Generic Link: As an alternative to member-unique links via email and text, you can use a single generic link for any online order form to share with members, guests, and members & guests. This option allows you to share the online order from outside of Golf Genius - Golf Shop (e.g., club website, social media, club bulletins, etc.). Members accessing the link can validate themselves with a member field, while guests can enter contact details.
Member Portals: In addition to share the form with members via email and text message. Add it to Member Portals, allowing members to access all their Golf Shop details, request demo clubs, make club repair requests, and more in one location. For more details on using Member Portals, Click Here.
**Golf Genius Tip**
Online Order form links in an email or text message are unique to each member in your Golf Genius - Golf Shop roster. When using those methods and you wish to share an online order form with someone NOT on your member roster, you must add them to the member roster. This will ensure each individual you want to fill out an online order form receives a personalized message and unique link to fill out their form.
*Alternatively, you can use the Generic Link that can be shared with members and guests.*
In this article, we will discuss preparing for your online order form, sending the form via email and text, generic links, and the member and guest experience with the form.
Review the Form for Accuracy (before sharing)
**Important Note**
Please review your entire online order form to ensure all information is entered accurately. You can only make edits to the order form before any orders are placed.
Once an order is placed, your ability to edit items within the form will be limited to the total number of units available.
To review your online order forms, follow these instructions:
Go to Orders > Special Orders > Online Order Forms > Action > Edit Form.
Review the entire form for accuracy.
Click Save.
Sending an Online Order Form via Email (Direct from the Form)
(Note: This option should be used when sending an online order form to individuals on your Golf Shop Roster.)
After creating your online order form, you can send it to some or all members on your Golf Genius - Golf Shop roster via email. When sending an online order form via email (direct from the form), it can only be sent to the members on your Golf Shop Roster, as each recipient will receive a unique link and personalized message to fill out the form. If you wish to email someone not on the roster, you must add them to the roster, so they receive a unique link.
To send your online order forms, follow these instructions:
Go to Orders > Special Orders > Online Order Forms > Action > Send by email (as shown below).
Select the recipients to send the email to:
All members: Send to your entire member roster.
Specific members: Search and select specific members.
Select by: Optionally filter the recipient list using the available custom fields. For instance, you can filter the recipient list by gender. After selecting the filtering settings, click "Apply Filter.
Customize the "From:" "Reply to," "Bcc," "Subject," and body of the email (if necessary). When customizing the online order form, the order form link must be included in the body of the email. You can add it by inserting the "Online Purchase Form Link" data field.
Set an alternate Logo or Banner (if necessary).
Click "Refresh Preview" to preview the email before saving, scheduling, or sending it.
Review the Recipient count to ensure the proper member are receiving the email.
Click one of the following options:
Cancel: Cancel the email. Note: all changes will be lost.
Save as Draft: Save the email as a draft to be updated and scheduled or sent later. All drafts will be saved to the Email Center in the Unsent tile where they can be updated.
Schedule: Schedule the email to be sent at a specific date and time. All scheduled emails will be saved to the Email Center in the Unsent tile where they can be updated.
Send Online Order: Immediately send the email to the selected members.
Note 1: Your members will receive an email with a UNIQUE link. These links are unique for every member to identify the member when importing the form to the special order dashboard. Further, if multiple people receive the same link, they will change each others orders. Because of this, it is important to only send the form via email (from the form) to members on your Golf Genius - Golf Shop Member Roster so that each recipient receives a unique link.
Note 2: If you wish to share the online form with an individual not on your roster and without the requirement of adding them to your roster, you can use a generic link for any online form. This allows you to communicate the form outside of your Golf Shop roster (e.g., club website, social media, club bulletins, etc.). More details about generic links can be found later in this article.
Note 3: When sending a online order form via email directly from the form, any customization to the email will be maintained if you need to send it again.
Sending an Online Order Form via Text Message (Direct from the Form):
(Note: This option should be used when sending an online order form to individuals on your Golf Shop Roster.)
After creating your online order form, you can send it to some or all members on your Golf Genius - Golf Shop roster via text message. When sending an online order form via text (direct from the form), it can only be sent to the members on your Golf Shop Roster, as each recipient will receive a unique link and personalized message to fill out the form. If you wish to send the text to someone not on the roster, you must first add them to the roster so they receive a unique link.
To send your online order forms, follow these instructions:
Go to Orders > Special Orders > Online Order Forms > Action > Send by Text message (as shown below).
Select the recipients to send the email to:
All members: Send to your entire member roster.
Specific members: Search and select specific members.
Select by: Optionally filter the recipient list using the available custom fields. For instance, you can filter the recipient list by gender. After selecting the filtering settings, click "Apply Filter.
Customize the body of the text message (if necessary). When customizing, the online order form link must be included in the body. You can add it by inserting the "Online Purchase Form Link" data field.
Click "Refresh Preview" to preview the message before sending it.
Review the Recipient list to ensure the proper members are receiving the form. Note: Click on the member count to see a recipient list.
Click one of the following options:
Cancel: Cancel the text message. Note: all changes will be lost.
Save as Draft: Save the message as a draft to be updated and scheduled or sent later. All drafts will be saved to the Text Message Center in the Unsent tile where they can be updated.
Schedule: Schedule the text message to be sent at a specific date and time. All scheduled text messages will be saved to the Text Messages Center in the Unsent tile where they can be updated.
Send Online Order: Immediately send the text message to the selected members.
Note 1: Your members will receive a text message with a UNIQUE link. These links are unique for every member to identify the member when importing the form to the special order dashboard. Further, if multiple people receive the same link, they will change each others orders. Because of this, it is important to only send the form via text message (from the form) to members on your Golf Genius - Golf Shop Member Roster so that each recipient receives a unique link.
Note 2: If you wish to share the online form with an individual not on your roster and without the requirement of adding them to your roster, you can use a generic link for any online form. This allows you to communicate the form outside of your Golf Shop roster (e.g., club website, social media, club bulletins, etc.). More details about generic links can be found later in this article.
Note 3: When sending a online order form via email directly from the form, any customization to the email will be maintained if you need to send it again.
Generate a Generic Link for an Order Form
(Note: This option should be used if you want to share an order form with individuals NOT on your Golf Shop Roster through other sources, e.g., club website, social media, club bulletins, etc.)
You can use a single generic link for any online order form to share with members and guests as an alternative to member-unique links via email and text. This option allows you to share the form outside of Golf Genius - Golf Shop (e.g., club website, social media, club bulletins, etc.). Members can validate themselves with a member field when they access the link, while guests can enter contact details.
Generic Links for Guests
When using generic links and guests fill out an online order form, the order will be placed as a guest type on the special order dashboard with first name, last name, email, and cell phone number as provided in the form's guest details section.
Generic Links for Members
When using generic links and members fill out an online order form, the order will be placed as a member type and linked to the member profile. Note: If a member has already filled out an online order form and visits the generic link for the same form, the cart will be blank where they can place a second order. This second order will be added to the existing order and can be immediately modified once created.
Sharing Generic Links
To share an online order form using a generic link, follow these instructions:
Go to Orders > Special Order > Online Order Forms > Actions > Get Generic Link (as shown below)
Choose who can complete this online order form:
Members: Only members on your Golf Genius - Golf Shop roster with the link can access the form using member authentication.
Guests: Anyone with the link will be able to complete the form. No member authentication will be available, and the orders will not be linked to a member profile. When selecting guests, fields for collecting guest information will be shown and required to complete the form.
Members & Guests: Guests and Members can complete the form. The following will be applicable when filling out the form:
As a Member: When an individual select to fill out the form as a member, specified field(s) will be required to be filled out to authenticate the member.
As a Guest: Fields for collecting guest information will be shown and required to complete the form.
If allowing Members or Members & Guests, select the field(s) members have to answer to authenticate. Note: As a best practice, use two unique fields for authentication to ensure member orders are linked to their profiles (as shown below).
Select the "copy" button next to the generic link URL and add that to your communication outside of Golf Genius - Golf Shop (e.g., club website, social media, club bulletins, etc.).
Click "Save."
Automated Receipt Messages
When using online ordering, there are some automated email messages. For example, when a member or guest places an online order, they will receive an email and text confirmation that the club has received their order (if enabled). This is a great message to send your members and guests to ensure they know the club received their online order. It also includes details of their order and a link to modify the order if the online order form is still open.
You will want to review the member's automated messages to ensure they meet your facility's needs as outlined below. Note: Only members' messages can be customized.
Customize Automated Email Message
To customize the automated emails that members and guests receive, go to Communication > Emails > Automated Emails > Online Orders. Click Edit for the notification titled "When an order has been placed..." (as shown below). Note: An automated email is available and customizable for member and guest.
Customize Automated Text Message
To customize the text message the member and guest receive, go to Communication > Text Messages > Automated Text Messages > Online Orders. Click Edit for the notification titled "When an order has been placed..." (as shown below). Note: An automated email is available and customizable for member and guest.
Online Order Process
As members receive their online order form via email and text message or members and guests click on the generic link, they can place their order with the club.
If they access the online order form from the generic link, members will be required to authenticate their profile, and guests will be asked to fill out their details (e.g., First and last name, email, and cell phone) (as shown below).
When placing an order, members and guest will select options from the available field dropdowns defined when creating the order form and fill out any free text fields that are required. After selecting the available fields and entering a quantity, they can click "Add to Cart" (as shown below).
Items added to the cart will be displayed in the cart count, in the upper right-hand corner. They can click the cart icon to view the items they have added to their cart. These details will include the item name, description, and quantity select, plus the ability to add special instructions (if enabled). If they need to remove an item, this can also be done by clicking the trash can icon (as shown below).
Verifying an Online order form was Delivered (when sent directly from the form)
You can view the Email Delivery Report to ensure emails were delivered successfully and identify those that were not. This reporting tool allows you to filter and find emails sent to individual members based on a specific order form. You can view the email content, delivery status, and see if the member opened the email. Click Here for more details.
Resending Online Order Forms (sent directly from the form)
As long as the order form is open, you can send the online order form to members so they can access the form in case they delete the original email. Click Here for more details. When resending an online order form via email or text message, if you customized the original message, it is maintained for your convenience.
Sending Online Order Form Reminders (sent directly from the form)
If you notice a poor response rate from your members, you can send an online order form reminder email to encourage more responses/orders. As long as the online order form is still open, you can send a reminder email to all original member recipients who haven't already completed the form. Click Here for more details.
Modifying an Order as a Member
A member will inevitably want to modify their order. Because of this, as long as the online order form is still open, members can return to their order form via the order form link sent by email or text to access and edit their current order. Members must contact the golf shop to edit/modify their orders if you share the online order form via the generic link.
You can also resend the email to encourage more responses and allow members to edit their orders (if necessary). Click Here for more details.
Modifying an Order as a Guest
If you allow guests to submit an online order form via the generic link, they need to reach out directly to the club to edit/cancel an order.
Closed Order Forms
When the order form is closed by the auto close date set up with the form or manually by a manager, if members try to access the order form from the email, text message, or generic link, they will see a message that the order form is closed. New orders or modifications to existing orders will no longer be available.
For members who have already made an order and are accessing a closed order from a unique email or text message link, a summary table of their order will be shown (as shown below). A shipping truck icon will indicate if the order has been placed with a vendor.
