Each customer account has it's own master roster. This is ideal for private golf clubs with members or golf associations or tours with members. One of the many benefits of having a master roster is the ability to add players using the master roster. When creating an event or league, you have the option to add players to the event or league by selecting them from the master roster. Additionally, if a master roster is loaded, you can use the Event and League Registration to take registration for events.
For some of our customers (typically golf associations), players can also register to join the master roster using our Master Roster Registration feature.
In this article, we will talk about the Master Roster in detail.
Uploading the Master Roster:
If you have a club website provider like Clubessential, Jonas, MembersFirst, ClubSystems Group, or ForeTees, we highly suggest contacting our support team to enable our SSO integration option. We will then work with your club website provider to upload your master roster with the required information.
There are a few ways to upload your master roster:
Upload via Spreadsheet: If your players and their information can be compiled on a spreadsheet, you can upload that spreadsheet to our system to upload your players. Click Here for details.
Upload Individually: If you want to add players to the master roster one at a time, go to Customer Center > Master Roster > Add Players to Master Roster Manually. Enter their first name, last name, email, and Handicap Index and they will be added to the master roster (as shown below).
Upload Master Roster from GHIN: (GHIN Customers Only) For GHIN clubs, you can instantly upload players from your GHIN Master roster. For details on this, Click Here.
Upload Master Roster from WHS: (WHS Customers Only) For WHS clubs, you can instantly upload players from your GHIN Master roster. For details on this, Click Here.
Regardless of the method used to upload players, it is important to upload all the necessary player information. Below are some suggestions:
Email: Email is important if you plan on using Event and LeagueRegistration, Round Signups, or if there is simply a need to send emails to your players at any point.
Handicap Service ID: Our system is integrated with GHIN and GolfNet. Having your handicap service ID in the master roster is essential.
Gender: Having a gender field allows you set tees by gender, create flights by gender, create divisions by gender, open registration by gender, and much more. Highly recommended.
Tee (Field): Many of your players probably play the same tee all season long and this field allows you to identify the tee that the player is playing from for an event or league. We suggest only using this field in cases where the tee is specific to an event/league will make your life much easier when assigning tees when managing pairings. For more details about using the Tee custom field, Click Here. If specific tees are used by the player for multiple events/leagues, we suggest using Player Default Tees instead.
Membership Type: If using open registration for events or leagues that limit what type of members can register, this field is necessary (eg full member, social member, junior member).
Affiliation: Affiliations for a player show up on the leaderboard and can also show up on tee sheets and other areas. This field is more typically used for our association and tour customers.
Date of Birth: If there is a need to create divisions or flights by age, having this field will make things easier for you.
For an instructional video on uploading your Master Roster, Click Here.
Viewing the Master Roster:
After loading your master roster, you can view it by going to Customer Center > Master Roster > View Master Roster.
The screenshot above, shows a master roster full of players. You can view and edit the information for each player by clicking on their names. You can also change what is displayed in the master roster summary by clicking on "Fields".
Select the fields to be displayed. Click and drag the elevator bars to re-organize them as well. You can also change the way the Handle is formatted by clicking on "Display Name Format".
There are also other options on the left that are discussed later in this article.
Updating the Master Roster:
If you need to update some information in the master roster, you can:
Update Individually: Go to Customer Center > Master Roster > View Master Roster. Click on the player and edit the necessary information.
Update Via Spreadsheet: Download the current master roster onto a spreadsheet, make the changes in that spreadsheet, and upload it back to our system. Click Here for more details.
Refresh Master Roster from GHIN (GHIN Customers Only): For GHIN clubs, you can go to Customer Center > Master Roster > Refresh Master Roster from GHIN to refresh and "sync" the master roster with GHIN's master roster. Member changes and member adds in the GHIN roster will be reflected in the master roster after the sync. Click Here for details.
Refresh Master Roster from WHS (WHS Customers Only): Similar to GHIN above, for WHS clubs, you can go to Customer Center > Master Roster > Refresh Master Roster from WHS to refresh and "sync" the master roster with the WHS master roster. Member changes and member adds in the GHIN roster will be reflected in the master roster after the sync. For details on this, Click Here.
Master Roster Sync: The master roster can sync daily with your Clubessential or MembersFirst master roster. Click Here for details.
If you do not have the ability to update Handicap Indexes automatically, you can update Handicap Indexes via spreadsheet by going to Customer Center > Master Roster > Update Handicaps from Spreadsheet. All you need is a column with the updated Handicap Index and a column that uniquely identifies the player (member number etc). Click Here for details.
Other Master Roster Tools:
Under the Master Roster Menu in the Customer Center, there are some master roster tools to help you better manage your master roster.
Manage Player Default Tees: You can set default tees for your players here individually or in bulk by using the filtering feature. Click Here for details.
Manage Emails: You can send an email to all or some of the players on your master roster. You can also view all of your sent emails in the Email Delivery Report. Click Here for details on emailing.
Manage Text Messages: Another way to communicate with your players is via text messages. As long as cell phone numbers are stored in our system, you can send text messages to all or some of your players on the Master Roster. Click Here for details.
In the master roster, the following tools may help better manage your master roster.
GHIN Status (Inactive/Active): If you are using GHIN as your Handicap Index Service provider, you can see if players on your roster have active or inactive GHIN Memberships. Click Here for details.
Upload Photos: Bulk upload player profile photos to the master roster. Click Here for details.
Sorting and Searching the Master Roster:
Typically, the rosters are going to be sorted by entry number. This is the order that a player was added to the roster. However, you can search and sort the master roster to find golfers quicker.
If you wish to sort the roster by a specific field, like "Last Name," just click on the column header, and you can sort by last name in ascending/descending order (as shown below).
If you are looking for a specific player, you can also search them using any keyword, name, Handicap ID, and more using the search bar (as shown below).
