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Major events often have qualifying events associated with them. Players compete in the qualifiers in an effort to qualify the major event. Sometimes there is a single qualifier and sometimes there are multiple qualifiers.
To accommodate this type of competition, you can create a multi-stage event. When doing so, you can set up and manage the competition from one central location in the Customer Center. Furthermore, you can create a single portal that contains information for the major event as well as the qualifiers.
By default, you can create a multi-stage event with two levels. If you would like to create a multi-stage event with three levels, contact support.
In this article, we will discuss how to set up and manage multi-stage events.
(Note: This feature also can only be used if using Master Roster Registration.)
Multi-Stage Event Setup:
To set up a multi-stage event, follow these instructions:
Outline: Guides setup for the Multi-Stage Event.
Go to Customer Center > Season Management > Multi-Stage Events.
Click "Create New Multi-Stage Event".
Name the major event.
Select the number of levels (if you have three-level multi-stage events enabled).
Enter the terminology that defines each level. If setting up a two-level event, then you can enter the terminology for the first level (e.g., Qualifier).
Enter the number of events per level. If setting up a two-level event, you can enter the number of qualifiers that will be played.
Enter the maximum number of qualifiers a player may register for.
Switch the toggle if you would like golfers to be directed to the qualifiers portal. Use this option if you are adding details and taking registration on each qualifiers portal page.
Defaults for "1st Level" Events: Set player details for 1st Level of events. This can be changed on an event-by-event basis within the Event.
Player Limit: Enter the maximum number of golfers participating in the event.
Waitlist Limit: Enter the maximum number of golfers that can be on the waitlist. Once the waitlist limit is reach, additional golfers will not be able to register for this event.
Number of Players Advancing to "Next Level": How many players from this event will qualify to advance to the next level.
Defaults for "2nd Level" Events: Set player details for 2nd Level of events. This can be changed on an event-by-event basis within the Event.
Player Limit: Enter the maximum number of golfers participating in the event.
Waitlist Limit: Enter the maximum number of golfers that can be on the waitlist. Once the waitlist limit is reach, additional golfers will not be able to register for this event.
Number of Players Advancing to Final: How many players from this event will qualify to advance to the Final event.
Qualifier Events: Details for each Qualifying event (e.g. 1st and 2nd level events). You will need to do the following for each qualifying event.
Select an existing event (if you have created events already) for every qualifying event or create new events:
Create New Event: When creating a new event, define the following:
Name: Qualifier event name.
Player Limit: Total number of golfers participating in this event (auto-populated from the default entry in the previous step).
Waitlist Limit: Total number of golfers that can be on the waitlist (auto-populated from the default entry in the previous step).
Number of players advancing: Total number of golfers advancing to the next level (auto-populated from the default entry in the previous step). This can also be managed by going to the Directories & Registration tab of the Event Profile for the qualifying event.
Rounds:
Select the date of the first round.
Click "Add Another Round" to add additional rounds to the qualifier. Define the date of these additional rounds.
Courses:
Select the course being played.
Click "Add Another Course" if multiple courses are played.
Choose Existing Event:
Event: Select the existing event name.
Number of players advancing: Total number of golfers advancing to the next level (auto-populated from the default entry in the previous step).
Final Event: Details for the final event (i.e. Championship).
Select an existing event (if you have created events already) for every qualifying event or create new events:
Create New Event: When creating a new event, define the following:
Name: Final event name.
Player Limit: Total number of golfers participating in this event (auto-populated from the default entry in the previous step).
Allow Exemptions: Players will be able to either self-register or you can define exemptions using an invitation list. Set the total number of exemptions if allowing players to self-register.
Rounds:
Select the date of the first round.
Click "Add Another Round" to add additional rounds to the final eevnt. Define the date of these additional rounds.
Courses:
Select the course being played.
Click "Add Another Course" if multiple courses are played.
Choose Existing Event:
Event: Select the existing event name.
Click "Save." The initial setup will then be complete for the multi-stage event and you will be directed to the Summary page for the multi-stage event.
Multi-Stage Event Summary Page:
You can access the multi-stage event summary page anytime by going to the Season Management > Multi-Stage Events and select the appropriate event. Everything can be managed from the summary page for the multi-stage event (as shown below).
From the summary page, you can access the current Multi-Stage event setup and the primary portal (top right). The page is organized by a "Qualifier" and "Final" tab.
From this "Qualifier" tab, you can quickly access and manage:
Qualifying event template registration form
Registration payments
Exemption registration lists
Tournament competitions
You can also access each qualifier by clicking on the qualifier name.
From the "Final" tab, you can set up registration payments if you would like to collect payment for entry into the final. You can also access the final event by clicking on the event name.
Setting up Templates:
In scenarios where there are multiple qualifiers, it is suggested that you create a template for the registration setup, registration payments, and tournaments. When doing so, you can apply the templates across all of the qualifiers (assuming they have the same setup), rather than setting everything up separately for each qualifier.
The templates can be accessed from the summary page (as shown below).
To set up your templates, follow these instructions:
Click "Registration Form" to set up the registration first. After saving registration, it will be propagated to all of the qualifying events. If a registration setup previously existed for a qualifier, it will be cleared.
Click "Registration Payments" to set up the Stripe payment gateway. Click Here for more details on setting up the payments with Stripe. If any registration payment gateways previously existed for a qualifier, they will be updated.
Click "Tournaments" and add the tournament(s). If the qualifiers have more than one round, you can set up a multi-round event.
Your templates will then be set up and propagated to the qualifiers and the major event.
Keep in mind that you do not need to set up templates for your multi-stage event. You can alternatively set up the registration, registration payments, and tournaments separately by going to the Manager Site for each event. This is typically done when the registration fee is not the same for every qualifier.
Setting Up Registration Payments for the Final Event:
If there is an additional entry fee for playing in the final event, you can set up registration payments for the final. To do this, follow these instructions:
Go to the "Final" tab.
Click on the final event (to access the Manager Site for the final).
Go to Event > Registration Center > Registration Enablement tab.
Enable registration and credit card payments.
Click "Save".
In the Registration Center go to the "Registration Setup" tab, select "Member" as the registration type. You do not need to apply any other settings in the form (e.g., registration open/close time, registration description).
Save the form.
Go back to the "Final" tab in the Multi-Stage dashboard.
Select "Registration Payments".
Set up the payment option.
When a qualifier is promoted (discussed later in the article), and you select to promote and charge the player, they will be charged the fee set-up in step 9-10 above.
Managing the Multi-Stage Event Portal:
Every multi-stage event has a portal that contains information from all qualifiers and the major event. Each qualifier and major event will also have its own portals for registration and event details. When a player selects a qualifier from a directory, they will be directed to the events portal (and not the primary portal). Because of this, it is important to contain all event information within the event portal.
To access and customize the primary portal, click "Manage Portal" on the summary page (as shown below). Note: To edit an event portal, select the event, and navigate to the App tab and select the event portal.
The primary portal can be managed and customized like any typical event portal. Click Here for more details on customizing a portal.
When viewing the All Tournament Results Portal Page or Tee Sheet Portal Page, the round dropdown will include the rounds of all qualifiers and the major event. In other words, you can view the results and tee sheets for all qualifiers and the major event within this portal.
The portal will also contain a player registration option (as shown below).
When a player selects the registration option, they can select their qualifier or register as exempt if exemptions are permitted (as shown below).
After selecting their registration option, they will then go through the typical registration flow to complete registration.
While this single portal is great to keep all information together in one place, keep in mind that you will still use the portals specific to each qualifier and the major event for registration.
Managing the Qualifiers:
Every qualifying event can be managed just like a normal event. You view the status and access your qualifiers on the summary page (as shown below).
If registration is open, you can click on the registration status (in green) to change the registration status if necessary (as shown below).
When selecting a qualifier, you will be directed to the Manager Site where you can create pairings, create tournaments, print material, enter scores, and take other actions available in The Manager Site.
After a qualifier event has been completed, you can promote the qualifiers to the major event. To do this, follow these instructions:
Go to the qualifier event.
Go to Golfers > Manage Promotions.
Select the tournament that determines the qualifiers in the available dropdown (if there are multiple tournaments in the qualifier).
Select the players to be promoted to the major event.
If payment is being collected for the final event, select if they should be promoted and charged or promoted and not charged. If there are multiple registration options in the final event, select which registration option the selected players will be registered for.
Click "Go".
The selected players will then be promoted to the major event.
Managing Exemptions:
In cases where players are exempt from qualifying, you can take one of the two following approaches:
Create an exemption list
Use Pending Registration
To create an exemption list, follow these instructions:
Select the "Exemption" event from the summary page. The exemption event will be found in the "1st Level" or "2nd Level" tab depending on the number of levels you are using. You will be directed to the exemption event created for you.
Set up registration and registration payments for the exemption event.
Open Registration.
Go to Event > Invitation List and set up the invitation list to include only the exempt players. On the invitation list page, send an email invitation for the exempt players to register. The email will include a link for them to register for the exemption event. Once they register, they will be added to the major event roster.
To manage exemptions using Pending Registration instead, follow these instructions:
Set up the registration and registration payments for the exemption event. When setting up registration, select the option to use pending registration and allow any golfer on the Master Roster to submit the registration.
Open Registration.
As players register for the exemption event, you can approve them by going to Golfers > Manage Waitlist > Pending Registrations. Once approved, they will be added to the major event roster.
Managing the Final Event:
You can access the final event by going to the "Final" tab in the Multi-Stage dashboard and selecting the final event. The roster will be populated with exempt players as well as qualifiers who were promoted. You can then complete the setup of the event (e.g., create tournaments, create pairings, enter scores, etc).