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Multi-Event Series

Updated over 2 months ago

This feature is only available with the following products:

Note: If you would like this feature enabled, please contact support.

If your associations or clubs organize multiple events that entail a similar framework, for instance, one of the following examples:

  • Member Play Days

  • Weekly Club Events

  • Bi-Annual Member/Guest

  • Other similar events that occur several times throughout the year.

Each requires the same basic format, including registration, payments, and tournaments. The Multi-Event Series feature facilitates the setup of several similar events simultaneously while also enabling the propagation of registration setup, payments, and tournaments to all the associated events. When setting up events using this feature, you can set several events at once, substantially reducing the amount of work on your part.

Moreover, you can also utilize the Lottery Management to run lotteries for events that are part of the Multi-Event Series. If you are interested in a step-by-step guide in setting up the lottery feature, check out these two common use case guides:

  • Club Event (e.g., Member/Guest, Member/Member, etc.): A detailed description of creating a lottery for future event(s) based on participation in past events.

  • (Coming Soon) Play Days (e.g., association "play days" or weekly club events): A detailed description of creating several future events using the Multi-Event Series feature and a lottery to ensure fair playing opportunities for every golfer.

In this article, we will discuss in great detail how to set up and manage your Multi-Event Series.

In this article, we will discuss how to set up and manage Multi-Event Series.
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Multi-Event Series Set-up:

To set up a Multi-Event Series, follow these instructions:

  1. Go to Customer Center > Season Management > Multi-Event Series (as shown below).
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  2. Click "Create New Multi-Event Series."
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  3. Fill in the following for the new Multi-Event Series:

    1. Outline:

      1. Name: Provide a name for your Multi-Event Series (e.g., 2024 Member Play Days).

      2. Category & Season: Select a category and season for the events. If you wish, you can also create a new category to place these events.

    2. Default Settings:

      1. Player Limit: This is the player limit for Event Registration. Once the registered player limit has been reached, players (or teams) can be placed on the waitlist until a player (or team) cancels. Note: Player limits can be changed within an event if the player limit differs from the default (outlined below).

    3. Events (The number will update based on the total number of events added.): The following options are available for the first and subsequent events added.

      1. Select from the following options:

        1. Create New Event: When creating a new event, enter the following:

          1. Type of Event: Is the event an "Event" or Drive, Chip & Putt."

          2. Name: Provide a name for the new event.

          3. Player Limit: Copied from the default setting and can be manually overridden.

          4. Rounds: Select the first round date. If needed, add more rounds by clicking "Add Another Round."

          5. Courses: Use the dropdown and search features to select the course for the event. To choose additional courses for the event, click "Add Another Course."

        2. Choose Existing Event: Select an existing event from your Customer Center.

          1. Event: Use the dropdown to search for and select the event. Note 1: Archived events and events part of another Multi-Event Series are unavailable. Note 2: Events in the past can be added, but some changes from Multi-Event Series will not be pushed to past events (i.e., registration, tournament).

      2. Add Another Event: Click "Add Another Event" to add events to the series. Repeat the prior step to add a new or existing event.

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  4. Click "Save." The initial setup for the Multi-Event Series will be complete, and you are directed to the Summary page for the Multi-Event Series you just created.

Multi-Event Series Summary Page:

You can access the Multi-Event Series summary page at any time by navigating to Season Management > Multi-Event Series and selecting the relevant series. From the summary page, you can manage everything for a series (as shown below).

You can access the current series setup and the primary Portal (top right) from the summary page. Multi-Event Series are made up of multiple individual events. However, these events often share similar settings (e.g., lottery entry setup, registration, payment structure, and tournament setup). By using the template buttons (more details below), you will be able to propagate default settings to all events in the series:

  • Lottery Entry Setup

  • Registration Setup

  • Registration Payments

  • Tournaments

You can also view general details about the associated event and access them by clicking on the event name.
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Setting up Templates:

In scenarios where the Lottery, registration, payments, or tournament are similar or the same, we suggest that you utilize the templates for:

  • Lottery Entry Setup,

  • Registration Setup,

  • Registration Payments, and

  • Tournaments.

You can propagate the templates across all events in the series rather than setting everything up separately for each event. Note: After applying a template to all events, you can fine-tune any settings within them if needed.

The templates can be accessed from the series summary page (as shown below).

To set up your templates, click on any of the options outlined above. Remember that you do not need to set up templates for the series, but they will help you configure all the events more quickly. 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 different for every event.

Note 1: If you intend to utilize the Lottery, you must first configure the Lottery Entry Setup template from the series summary page.

Note 2: After configuring and propagating the template setting to events in the series, each event can be further customized by editing the individual event.

Note 3: Making edits later also propagates the changes in the events. Please take additional precautions if edits were made to individual events, as those changes can be overitten by additional edits to templates.

Note 4: Updates will not propagate to events in the past.

Lottery Entry Setup Template:

Click "Lottery Entry Setup" to manage the Lottery (as shown below). To utilize the lottery feature, you must first configure the Lottery Entry Setup template. After saving the lottery template, it will be propagated to all events in the series.

To access and setup your Lottery Entry Setup, follow these directions:

  1. If you are not on the series summary page, go to the Customer Center > Season Management > Multi-Event Series and select the appropriate series.

  2. Click "Lottery Entry Setup."

  3. Fill in the following details:

    1. Lottery Entry Dates: Set the open date and the closing date of the Lottery.

    2. Lottery Entrants: Set the parameters for the entrants:

      1. Please indicate the number of players the lottery entrant will register, including themselves: How many players per entrant can be entered into the Lottery for a single entry. This includes the registering member, other members, and guests.

      2. Please select custom field in the Master Roster to validate membership: Additionally, you must select a custom field in the Master Roster to validate membership (for those customers using GGID Login). Note: Master Roster validation is used when a player can access the event league via a GGID Link and is not logged in with email and password or via an SSO link. They will be required to select a member from the master roster and validate their membership based on the information in the selected field.

    3. Lottery Invitation Emails: Set the parameters for invitation email, reminder email, and invitation limit.

      1. Invitation Email: If a player wins the Lottery, they will receive an automated event invitation email from the manager. You can define how long a player has to accept or decline the invitation.

      2. Reminder Email: You can set a reminder email to be sent to players at a specific time before the invitation expires.

      3. Invitation Limit: Set the maximum number of active invitations a player can have open at one time (if applicable). Note: This option influences a golfer's priority. Suppose a golfer has more active invitations than the allowed maximum. In that case, they will be placed in a lower priority group, which is determined based on this option and the Golfer Priority options.

    4. Golfer Priority: While the lottery numbers are assigned randomly, some priority criteria can be configured to offer better chances for golfers who haven’t played in a lottery event before, aren't registered for another event, or have active invitations open. To determine the Priority Groups, the following criteria are considered:

      1. Players who have accepted an invitation to a lottery event in the past "x" timeframe (e.g., 45 days, six weeks, six months).

      2. Players already registered for another lottery event that has not yet occurred.

      3. Players who have an open invitation to accept a lottery position in an event. You may want a player to be able to have more than one active invitation open, but once one of the invitations has been accepted, the other(s) becomes invalid and open spot(s) in the respective events.

  4. Click "Save & Propagate," and the setting will be propagated to each event in the series.

Note: Additional Lottery Setup options will be available at the event level. For details, Click Here.

Registration Setup Template:

Click "Registration Setup" to set up the registration (as shown below). After saving registration, it will be propagated to all qualifying events. If a registration setup previously existed for an event, it will be cleared.

This page is nearly identical to the Registration Center page for events, with a couple of additions:

  • Allow players to search other eligible golfers by the GHIN number, or last name and state, in the registration form: In the Registration Setup Tab, you can allow players to search for other golfers by GHIN number by selecting this option. This lookup method will first search the Master Roster and then GHIN. If the golfer is first found in the Master Roster, we will load the data from there. Otherwise, we will perform the GHIN lookup. Note: Eligibility Criteria of Member of Association, Handicap Index, Age, and/or Gender will still be applied.

  • Registration Dates: On the Registration Dates Tab, the following options will be available (as shown below):

    • Registration Opens: The Registration Opens date can factor in the Lottery dates as follows:

      • "X" days before the first round for each event at a specific time: This option allows you to open registration on a set number of days before the event's first round. Note: If you are using the Lottery, we suggest using the following option ("X" days after the Lottery closes for each event at a specific time), as this option does not consider the Lottery closing date. Therefore, it is up to you to be careful about potential conflicts caused by choosing this option. For example, if your Lottery closes two weeks before the event, set the registration to open no earlier than 13 days before the first round of the event. If you choose a number of days before that might conflict with the Lottery, you can make adjustments in the event if necessary.

      • "X" days after the Lottery closes for each event at a specific time: This takes into account the lottery closing date and can be configured to open the registration a certain number of days after the Lottery closes. This option allows you to leave a buffer between the time the Lottery closes and registration opens so you have time to run the Lottery and extract the winners.

      • When the Lottery closes for each event (This option is selected by default.): This takes into account the lottery closing date, and it will automatically open the registration for each event as soon as the event’s Lottery closes.

    • Registration Closes: The Registration Closes date can factor in the Lottery dates as follows:

      • "X" days before the first round for each event at a specific time: This option does not consider the Lottery but when the event starts. It allows you to leave a buffer between the time the event starts and registration closes so you have time to set up the event.

      • "X" days after the Lottery closes for each event at a specific time: This takes into account the lottery closing date and can be configured to close the registration a certain number of days after the Lottery closes.

      • Specific Time (This option is selected by default.): Pick a particular time that registration closes for each event. Use caution when choosing this option, as you may want all event registration close dates to differ.

Registration Payments Template:​

Click "Registration Payments" to set up the Stripe payment gateway (as shown below). Click Here for more details on setting up the payments with Stripe. If any registration payment gateways previously existed for an event, they will be updated. After saving the payment options, they will be propagated to all the events in the series. Note: Registration Setup template must be configured first to enable this template.

Tournaments Template:

Click "Tournaments" and add single-round tournament(s) and multi-round tournament(s) (as shown below). After saving the tournament setup, they will be propagated to all the associated events in the series.

Managing the Multi-Event Series Portal:

Every Multi-Event Series has a Portal containing information from all events, a place where golfers (or managers) can enter the Lottery, and the winners can later register for the events.

Each event will also have its own Event Portal for registration and event details. When a player selects an event from the Directory, they will be directed to the Event Portal (not the primary Portal). Because of this, it is essential to contain all relevant information within the Event Portal. Note: To edit a specific events Portal, select the event from the series summary page, navigate to the Apps tab, and click the Event Portal Address.

To access and customize the series Portal, click "Manage Portal" on the Multi-Event Series summary page (as shown below). The primary Portal can be managed and customized like a typical Event Portal. Click Here for more details on customizing a portal.

If you want to change the name of the primary Portal, the GGID, or the portal prefix, you can do so from the Other Portals page in the Customer Center. To edit the primary Portal details, follow the instructions below:

  1. In the Customer Center, go to Customer Settings > Other Portals.

  2. For the Portal you wish to update, click the "Action" dropdown and select "Edit Details." Note: You can edit the Portal's Logo, Banners, & Backgrounds from this action dropdown, change the season, and more.

  3. From this page, you can change the (as shown below):

    1. Name: Name of the Portal.

    2. Prefix: Your event Portal will be accessed using the prefix followed by ".golfgenius.com". We have already created a unique prefix for you. If you change the prefix, it is limited to 20 characters (lowercase letters and the digits 0 to 9) and must not already be used. If it is already in use, you will be notified when you attempt to save it.

    3. Portal GGID: The GGID can be used to log in to the Event Portal and access private pages. A GGID is like a password for the event that all players share. We have already created a GGID for you. If you change it, the new GGID must be unique across Golf Genius. If it is not exceptional, you will be notified when you attempt to save it.
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  4. Click "Save," and the changes will be applied. Note: You should only make these changes if you have not shared this Portal with anyone. Otherwise, someone who previously had access may no longer have access.

Multi-Event Series Portal Player Experience:

When viewing the All-Tournament Results Portal Page or Tee Sheet Portal Page, the round dropdown will include the rounds of all events. In other words, you can view the results and tee sheets for all events within this Portal.
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The Portal will also contain a player lottery option if utilized (as shown below).

When a player selects the registration option, they can choose one of the available events (as shown below). They are then taken to the event's Portal, where they can enter the Lottery.

From the event Portal, they can select "New Lottery Entry" to create a new entry or edit existing entries by clicking "Edit Lottery Entry" (as shown below).
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While the series Portal is great for keeping all information together in one place, remember that you will still use the Portals specific to each event for the lottery and event registration.

Managing the Events:

Every event associated with the series can be managed like a regular event. You can easily view the status and access your events on the summary page (as shown below) or from the Customer Center.

You can click on the registration status, green for open and grey for closed, to change the registration status if necessary (as shown below).
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When selecting an event, you will be directed to the Manager Site for the event, where you can manage the Lottery, manage lottery entrants, update registration, manage registration payments, create pairings, create tournaments, print material, enter scores, and take other actions as you would any event.

Archiving a Multi-Event Series:

If you wish to archive the Multi-Event Series, you can do so from the Multi-Event Series management page (as shown below). When archiving a series, it does not delete the events that are part of it. Further, any archived series can be restored from the Multi-Event Series management page.

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Managing Lotteries for Events
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