This feature is available for the following products:
The Round Signups feature allows you to create round signups, capture round specific information about players, and send invitations to players on your roster. Round signups allow these players to sign up week-to-week for rounds in a league. Players can receive an invitation for a round through email that directs them directly to the round signup form, where they can access the league portal directly to sign up.
Players can respond to the invite as "Not Playing" or "Playing." Additionally, Premium and Association customers can include Round Custom Fields to capture round-specific details. These responses are logged in the Round Player Roster. Once signups close for a round, the manager can create pairings for the players who have responded as "Playing."
This article will discuss the following and include links to associated articles:
Round Signups preparation
Round Custom Fields (Premium and Association Customers Only)
Round Signup Center Setup
Emailing invitations
The player signup process
Signing up players from the Manager's Site
Closing signups
After reading this article, check out these additional articles for more round signup options:
Open Tee Times: Allow Players to sign up for a round and select tee times.
Round Signup with Payment: Take round payment with Stripe.
Round Signup Player Limits & Waitlist: Limit round signups and create waitlists.
For details on allowing players to register for events and leagues (instead of rounds within leagues/events), Click Here.
Round Signups Preparation and Setup
Before opening round signups and sending email invitations, there are a few steps that must be taken:
Review the League Profile: Go to League > League Profile. We highly suggest reviewing the following tabs:
Set the Default Attendance Status: Select "Not Attending" as the Default Attendance Status (as shown below).
Round Signups: Set round signup options that will default for all rounds (as shown below) (Note: Some of the options are also available in the Round Signup):
Enable Round Signups on the Event Portal: If you want to allow signup on the event portal and not just through email, check the box "Allow round signups on the Event/League Portal. If you'd like players to validate themselves when signing up, you can require them to enter the answer to an event/league roster custom field (e.g., member number, phone number, etc.). In most cases, the players will be signing in with their email/password or GGID, so this is usually not necessary.
Allow the player to sign up guests or other members (Note: This can be managed at the round level): Below the option to allow players to sign up on the portal, you can also allow players to sign up other members or guests. Guests are considered players who are not listed in the league roster, while members are considered players who are listed on the league roster. You can also set the maximum number of members/guests a player can sign up.
Note: Guests added using round signup only show in the Round Division/Flight/Teams. If you are running a 1 round event and need to create divisions, flights, or teams, Click Here for details on managing guests added with round signup.Allow players to Send Message to the Manager when signing up on the Portal?: After completing round signup, there is an option to send a message to the manager on the final page of the sign-up. Enable or disable this option depending on your needs.
Send an email to select manager when a player uses the "Send message to the manager" feature: If you allow players to send messages to the manager(s) when signing up on the portal, besides the message going to the manager's site (Rounds > Portal Messages from Members), do you also want the message emailed to a manager? If so, click yes and select the manager(s).
Add Players: Go to Golfers > League/Event Roster. For details on adding players, Click Here.
Create Playing Divisions (Optional): This allows you to set playing divisions for a round (Rounds > Choose Playing Division). When selecting a playing division for a round, only those players in the division will be assigned to the "Round Player Roster." Further, only those players in the division will receive any round communications. For details on creating divisions, Click Here.
Register Players to the Portal: This allows players to sign up for rounds through the portal. To do this, go to Apps > Register Golfers to use the League Portal. Click Here for details.
Add Rounds: Go to Calendar > Add Rounds. For details on adding rounds, Click Here.
Create Round Custom Fields (Premium and Association Customers Only): To create Round Custom Fields, navigate to Rounds > Round Custom Fields. For details on creating Round Custom Fields, Click Here.
Review the Round Signup Center: Go to Rounds > Round Signups Center. Changes can also be made to multiple Round Signup Centers simultaneously. For detailed information and the option in the Round Signup Center for one or multiple rounds, Click Here. From the Round Signup Center, you can manage details using the following tabs:
General Settings: From the general settings tab, you can manage how many players can be signed up by one person for a round, set participation limits, and enable invitations.
Round Signup Form (Premium and Association Customers Only): Capture player information specific to the round using Round Custom Fields.
Signup Open/Close: Set the open and close dates for signups.
Communication: Add a custom message to the round invitation email.
Emailing Invitations
You can set up your email invitations once the Round Signup preparation is complete. You can set them to be sent automatically when signups open, or you can send them manually at your chosen time. For full details on sending round signup invitation emails, Click Here.
Bulk Changes from the Tabular View of Calendar
From the Tabular View of Rounds, there are several bulk edits that you can make to rounds within your event/league:
Open Signups
Schedule Signups
Set Participation Limits
Configure Signup Form (Round Signup Center)
To make bulk changes to rounds in the Tabular View of Rounds, follow these instructions:
Go to Calendar > Tabular View of Calendar.
Select all or specific rounds.
Click the dropdown and select the bulk change you wish to make.
Click "Go" and "Save" if necessary.
For complete details on all the available options from the Tabular View of Calendar, Click Here.
Player Signup Process
Once signups are open for a round, players can sign up via email invitations or via the portal. For complete details on the player signup process, Click Here.
Signing up Players from the Manager Site
Sometimes, you may need to manually move a player from "Confirmed" to "Not Attending," or vice versa, for a round. To do this, go to Rounds > Round Player Roster (as shown below).
You will see an asterisk next to any player who has responded to the invitation. If you look at the screenshot above, you will see two players have responded as attending, and one player has responded as not attending. Additionally, a manager has marked one player as attending and three players as not attending.
If a league manager inadvertently (or purposely) moves a player, for example, C. Annicella, manually to "Not Playing," that asterisk will disappear. Whenever you make a manual change to a player after they respond, you will see a "Revert" button allowing you to move that player back to their original responded status if you did not intend to make that change.
Closing Signups
Signups will close automatically if you have scheduled signup open and close times. If not, you can close signups by going to Rounds > Close Round Signups. Once closed, players can no longer be confirmed for the round through the portal or from the email invitation, and you can now create pairings for the round.
Responding To Round Signup Invitation Emails After Signups Have Closed
While players can no longer be confirmed for the round after signups have closed using the portal or from the invitation email, it's possible that some golfers might still respond to the invitation email after signups have closed.
This is possible because they can still click on the "Playing" or "Not Playing" buttons in the original email. Depending on how you manage closing the Round Signups will determine what is displayed for a player, and how they will be displayed on the Round Roster:
Manually Closing Round Signups
Scheduled Closing of Round Signups
We will go into greater detail below:
Manually Closing of Round Signups
If you manually close round signups by going to Rounds > Close Round Signups, and a player clicks the "Playing" button in the original email after round signups have closed, they will be taken to the portal, where they will see a message that they have been added to the waitlist (as shown below).
Additionally, they will receive an automated email notifying them that round signups have closed (as shown below).
Note: You can edit this email by going to Golfers > Email Configuration > Round Signups > "When golfer tried to accept an expired registration link..." For more details about configuring emails, Click Here.
On the manager's site, in the Round Roster (Round > Round Roster), the golfer will be added to the Waitlisted Players (as shown below).
Scheduled Closing of Round Signups
If you scheduled the round signups to close from the Tabular View of Calendar, and a player clicks the "Playing" button in the original email after round signups have closed, they will be taken to the portal, where they will see a message that the round is closed for signups (as shown below).
Additionally, they will receive an automated email notifying them that round signups have closed (as shown below).
Note: You can edit this email by going to Golfers > Email Configuration > Round Signups > "When golfer tried to accept an expired registration link..." For more details about configuring emails, Click Here.
On the manager's site, in the Round Roster (Round > Round Roster), the golfer will be added to the Players Not Attending (as shown below).
