This feature is only available with the following products:
When using Round Signups, invitations can be sent to your players, allowing them to sign up for a round. The invitation email is convenient for players, as it allows them to click a button within the email and complete the Round Signup Form from the Event/League Portal without needing to navigate to or log in to a webpage, thereby simplifying the Round Signup process (as shown below).
Round Signups can be sent using the following methods:
Automatically (when Signups Open)
Manually
In this article, we will discuss the following:
Automatically and Manually Sending Invitations
Adding a Round Specific Message to the round signup invitation emails
Resending Invitation Emails
Customizing the round signup invitation emails template
Scheduling Automatic Round Signup Invitation Email
When automatically sending round signup invitations, an email is scheduled to be sent to your golfers as soon as a round opens. You can schedule automatic round signup for one round at a time or bulk edit multiple rounds to schedule automatic round signup invitation emails.
Individual Round
To schedule automatic round signup invitation emails for a round when the signup period opens, follow these directions:
Go to Rounds > Round Signup Center.
From the "General Settings" tab, select the "Automatically send invitations" option (as shown below).
Navigate to the "Signup Open/Close" tab and set the "Signup Times" (as shown below).
Optionally include a custom message in the "Communication" tab to be included with the email.
Click "Save," and the round signup invitation email will be scheduled to send when the round signups open based on the selected date and time.
Multiple Rounds (Bulk)
Navigate to Calendar > Tabular View of Calendar.
Select the round(s) for which you wish to schedule Round Signups. Note: To schedule all rounds, click "Select All."
In the dropdown, select "Schedule Signup Open & Close" (as shown below).
Set the open and close dates. When scheduling the opening and closing dates, it will be based on a number of days before the round instead of selecting a specific date and time (as shown below).
Ensure the box is checked to "Automatically send email invitations..."
Include a custom invitation message that will be attached to the email. Please note, that this message will be included in all scheduled rounds.
Click "Go" to schedule the round signups.
The sequence below shows the process of setting up automatic invites.
Manually Sending Round Signup Invitation Emails
There are several scenarios where you might want to send round signup invitation emails manually:
You would like to manually send a round signup invitation to all players on the roster:
You did not schedule an invitation email, so you will need to send the email manually.
You would like to send a reminder invitation email to everyone.
You would like to manually send a round signup to specific players on the roster.
Manually Sending Round Signup Invitation to All Players on Roster
To manually send round signup invitation to all players on your event/league roster, follow these directions:
Go to Rounds > Open Free/Paid Round Signups (if they are not already open).
Within your event/league, navigate to Rounds > Send Round Signup Invitation.
Optionally include a custom message to be added to the round signup invitation email (as shown below).
Click "Send" and all players in the event/league roster will receive an invitation email for the round.
Manually Sending Round Signup Invitation to Specific Players
To manually send round signup invitation to specific players on your event/league roster, follow these directions:
Go to Rounds > Open Free/Paid Round Signups (if they are not already open).
Within your event/league, navigate to Rounds > Round Player Roster.
Click on one of the following tabs (Note: If you have less than 50 players, this page will not be in tabs):
Invited Players tab: These are players who have previously been invited, but you might wish to send a reminder email.
Players Not Attending tab: When you have players who were not previously invited, and would like to send an invitation to them. In this tab, you will find a collection of players who have not been invited (if they were added after the initial email invitations) or those who have responded to the previous email as not attending (these players' names will be in bold).
Select the players whom you wish to send the round invitation to (as shown below).
Change the action dropdown to "Send Email" and check the box to "Include Round Invitation" (as shown below).
Optionally include a custom message to be added to the round signup invitation email.
Click "Send" and the selected players will receive an invitation email for the round.
Resending Invitation Emails
You can also manually resend round invites to golfers who have not already responded to an invitation. To do this, follow these instructions:
Go to Rounds > Send Round Signup Invitations.
Add a customized message to the standard email that is being sent. To customize the entire email, click the link to access the email template in Email Configuration. If you do configure the template, this change will also affect all future invitations.
Click "Send" once the message is ready, and the email invitations will be sent.
Customizing the Automated Round Signup Email Template
Several automated emails (e.g., invitations, golfer sign-ups, cancellations, etc.) may be sent to your players during round sign-ups. These automated emails have a default message. If you'd like to customize the messages in these emails, you can visit the Email Configuration page (Golfers > Email Configuration > Round Signups). For more details on configuring emails, Click Here.
