This feature is only available with the following products:

Open Tee Times is a feature that allows your players to select a tee time when using Round Signups. The manager determines how many tee time slots are open for the round, and the players sign up and choose their tee time on the portal. This feature gives the players the flexibility to select their tee time while keeping this responsibility out of the manager's hands.

A couple of important notes:

This feature can also be used with Event Registration and allow players to select their tee time after registering for an event. Click Here for details.
This feature cannot be used in conjunction with collecting payments during round signups.

In this article, we will discuss how to set up and manage Open Tee Times.

Enabling Open Tee Times:

You can enable Open Tee Times for:

Multiple Rounds
Specific Rounds

For Multiple Rounds:

To enable Open Tee Time for multiple rounds, follow these instructions:

Go to Calendar > Tabular View of Calendar.
Select all or specific rounds.
Click the dropdown and select "Enable Open Tee Times."
Click "Go."
In the popup, set how many tee times will be reserved for each round (as shown below).
You will also have two additional options:
- Hide the names of the participants while Open Tee Time registration is open: You can also select the option to hide the player names on the Open Tee Times Portal Page. When doing this, players will see that a slot has been taken but will not know who has taken the slot.
- User logged in with GGID cannot modify open tee time pairings on the portal: If this option is enabled, it will restrict users logged with a GGID for making any changes to Open Tee Times. If players are logged in with GGID they will still be able to see the tee times, but they will not be able to select a players name and sign-up or modify existing sign-ups.
Click "Save" after you have made all the proper adjustments.

This same process can be used to disable open tee times. From the dropdown, select "Disable open tee time" instead. Select the rounds and click "Save."

For a Specific Round:

To enable Open Tee Times for a specific round, go to Rounds > Round Profile > General Settings. Select the number of slots (tee times) available in the round (as shown below). This number can be increased or decreased at any time. Keep in mind that you cannot set a player limit (or waitlist) when using Open Tee Times. The number of slots available on the tee sheet dictates the player limit.

You will also have two additional options:

Hide the names of the participants while Open Tee Time registration is open: You can also select the option to hide the player names on the Open Tee Times Portal Page. When doing this, players will see that a slot has been taken but will not know who has taken the slot.
User logged in with GGID cannot modify open tee time pairings on the portal: If this option is enabled, it will restrict users logged with a GGID for making any changes to Open Tee Times. If players are logged in with GGID they will still be able to see the tee times, but they will not be able to select a players name and sign-up or modify existing sign-ups.

Click "Save" after you have made all the proper adjustments.

Allowing Members to Sign-up Other Members/Guests:

In many cases, you may also want to allow members to sign up other members or guests. You can allow members to sign up other members and guest from the following locations:

Event/League Setting: If the majority of your rounds within an event/league allow members to sign up the same number of other members or guests, you can set that level from your event/league settings. To set the default for all rounds within a league/event, go to Event/League > Event/League Profile > General Settings > Signups & Scheduling tab. In the Round Signups section, select how many members or guests the registrant can add to the tee sheet in the "Round Signups" section (as shown below).
Round Setting: If you have a round that needs different round sign-up setting than the other rounds, you can set individual round sign-up levels for specific rounds from the round settings. To allow a member to sign up another member or a guest for a specific round, go to Rounds > Round Profile > General Settings > Signups & Scheduling tab. In the Round Signups section, select how many members or guests the registrant can add to the tee sheet in the "Round Signups" section (as shown below).

If multiple players can be added to the tee sheet, we implement the concept of "locking the slots." When a registrant selects a tee time, we lock a certain number of slots in that tee time for the registrant. For instance, if the registrant can register up to 3 total players, then we will lock that number of slots (if still available in that tee time). Registrants will lose their "locked slots" after 10 minutes of inactivity.

Restricting Players from Signing Up for Multiple Rounds:

If multiple rounds are using Open Tee Times, you can create rules to restrict players from registering for more rounds than allowed. To do this, go to Event/League > Event/League Profile > Rounds & Scheduling.

Click "Add New Rule." Above, we are allowing players to register for either the AM Round or PM Round. They cannot register for both. If they tried to register for both, they would be denied and receive a message explaining why.

Setting the Tee Times:

After enabling Open Tee Times for a round, go to Rounds > Edit Tee Sheet. The tee sheet will be empty, but you can set the tee times and starting holes.

After setting the starting hole and tee times, click "Save."

Adding the Open Tee Times Portal Page:

Before adding the Tee Times Portal Page, it is crucial to understand that only players on the event/league roster can sign up for a round and select a tee time. Because of this, you do not want to open signups until your event/league roster is populated. More details about open signups will be discussed later in this article.

To add the Open Tee Times portal page, go to the portal, the portal section where you'd like to add the portal page and click "New Page." Select the "Open Tee Times Registration" page option. You will then be able to edit the page.

While editing this page, there will be a couple of options. Generally, you will probably want to display all rounds with Open Tee Times. By doing this, players can move from round to round to select tee times if multiple rounds are open for signups at the same time. The next option is to display only the next future round. So, the players will only be able to register for the next upcoming round. The last option is to display only one specific round on the page.

In terms of security, you can require that a player enter the answer to a custom field to select a tee time. Look at the custom fields in your roster. Do you have anything suitable to act as a password for players? (e.g., GHIN #, GolfNet #, Member #, Phone #). Instead of requiring a password from a custom field, you can alternatively make the page private on the portal. So the players will need to login with their email/password or use a GGID to view/select tee times.

Opening and Closing Tee Time Signups:

When it comes to opening and closing open tee time signups, you have several options:

Manually Open and Close Signups: Use this option if you would like to manually open and close signups and compose an email to your players.
Scheduled Open and Close Signup with Manual Email: Use this option to have the system open and close signups based on a schedule for the Open Tee Time round(s), and you will manually send emails to your players that the round is open for sign-ups.
Scheduled Open and Close Signup with Automated Email: Use this option to have the system open and close signup based on a schedule for the Open Tee Time round(s) and automatically send an email to the players each time the round(s) open for signups.
Note: You will need to update the default automated email to remove the invitation portion of the email and, in its place, include a link to the portal or open tee times portal page.

We will discuss these options in further detail below.

Manually Open and Close Signups with Manual Email:

You can manually open and close tee time sign-up. To do this, follow these instructions:

Go to Rounds > Open Signups.
Go to Rounds > Manage Email > Compose Email.
Compose an email for the round sign-up. You will want to include details like the round date, tournament format, and a link to the portal or open tee times portal page.
Click "Send" once the message is ready.

Scheduled Opening and Closing Tee Time Signups with Manual Emails:

When scheduling your rounds to open and close, you will do that in the Tabular View of Calendar (as shown below).

To set automatic open and close times and send a manual email, follow these instructions:

Go to Calendar > Tabular View of Calendar.
Select the round(s).
Set the drop-down to "Schedule Signup Open & Close."
Set the open and close times for the signups.
Important: Uncheck the box for "Automatically send email invitation to players..."
Click "Go."

Note: Do not automatically send email invitations. Players cannot select their tee times if they respond via email invitation if the system email has not been reconfigured. They must sign up for tee times through the portal. See the next section for using scheduled open and close with automated emails.

Scheduled Opening and Closing Tee Time Signups with Automated Emails:

When scheduling opening and closing times for Open Tee Time signup and want to send out automated reminder emails, we must reconfigure the email that gets sent out. For more details on Email Configuration, Click Here. You must reconfigure it first because we do not want the traditional Attending or Not Attending buttons. Those buttons must be removed from the email because players have to select their tee times on the portal.

To configure the automated email, go to Golfers > Email Configuration.
Edit the Email "When Golfer is Invited to a Round..."
Turn on "Customization Event/League Email." For more details on configuring emails, Click Here.
Remove the content about accepting invitations (as shown below). This must be removed as we do not want players to use the Attending or Not Attending buttons that this content creates.
Add a link in the email to the portal or open tee time portal page so players can signup for the open rounds.
Make any additional adjustments to the email.
Click "Save."

After you have configured the email, you can schedule the open and close times for the rounds. To do so, follow these instructions:

Go to Calendar > Tabular View of Calendar.
Select the round(s).
Set the drop-down to "Schedule Signup Open & Close."
Set the open and close times for the signups.
Make sure the box for "Automatically send email invitation to players..." is checked.
Include a customized message if you would like.
Click "Go."

Player Tee Time Signup Process:

Players can sign up for a tee time (as shown below) by accessing the portal and going to the Open Tee Times Portal page