Complete Golf Platform Set Up

GOLF SETTINGS

When the Golf Tournament Module is a part of your event, you will see an additional section in your Dashboard Menu.  From here is where you will access the golf components and set up your golf features.

To set up the initial settings for the golf portion of your fundraising event, visit Golf Settings to access the page shown below.

  • Registration & Course
    • Ask golfers for handicap at ticketing: If this is toggled on, it will take any ticket/sponsorship levels that include golf and prompt purchasers, not the ticket page to fill in that information, similar to a custom question.  This is recorded in the Handicap field on the contact.  You can also manually add a handicap by editing the contact profile.
    • Maximum number of golfers: Once this number is reached, it will automatically update any ticket levels that include golf to 'No longer available' on the ticketing page.  In the back-end 
    • How many golfers per team: Selecting how many golfers per team will determine how many players are able to be added to each team.
    • How many course holes:  The number of holes will determine how many holes are created on your Tee Sheet.
    • How many teams per hole:  The number of teams per hole will determine how many teams will be able to be assigned to each hole on your Tee Sheet.
  • Tournament Format
    • Schedule format: Shotgun start means you are starting all golfer will start with an assigned hole on the course, while Timed Start would mean you are assigning tee times to each team.
    • Scoring format: Scramble is a where each golfer hits their ball throughout the match and the team captains choose the best shot and uses the same spot for each player for the next shot. Best Ball is when each player on the team plays his or her own golf ball throughout the hole and the team uses the lowest score for the hole.
  • Tournament Schedule
    • Add Event: If you want to share the schedule for the day with ticket purchasers and guests/golfers, you can add these details here.

SETTING UP GOLFER AND SPONSORSHIP TICKETS AND SPONSORSHIPS

To set up your sponsorship levels, select Reservations and Sponsorships Levels from your dashboard menu under Event Tickets and click on Add Sponsorship Level or Add Reservation Level.

  1. Name: Enter name of Sponsorship
  2. Price: Enter sale price of Sponsorship
  3. Fair Market Value: Enter the fair market value of the sponsorship
  4. Quantity Available: Enter the amount of this level of sponsorships you wish to sell.
  5. Include reservations with sponsorship: Select this option to include
    1. Check box if you wish to include reservations with sponsorship and it will allow the following to be selected:
    2. Quantity Included: Enter the amount of reservations to be included for this Sponsorship.
    3. Auto Assign Table for Sponsorship guests: Check box if you wish the system to automatically create a table for your guests and sit them at the table.
    4. Golf Included for guest(s)?: Check box if you wish to have these guests golf.
  6. Description: Enter a description for your sponsor level.
  7. Entree: Choose which entree(s) you want associated to this level
  8. Select any questions you want associated to this level.
  9. Check No Longer Available if you don't want this item to be available but want it to show on the ticketing and sponsorship purchase page. Choose Hidden if you do not want it available for sale and want it hidden on the Ticketing sales page.

Setting Up Your Teams

Once your foursomes and sponsorships are being purchased you will want to create teams (foursomes) with your golfers. To do this click on Teams & Tee Sheet from the dashboard menu. Once on the Teams page:

  1. Click on the add New Team button in the right hand corner.

  1. In the Add New Team popup, add the team name in the text box. You also have the option to add a team captain by choosing a golfer from the drop down menu. When done click the save button. **The captain drop down is searchable, simply start typing the golfers name in the box.

  1. Once you have created the Team you will now want to add the team members. To do this click on the View Icon (eye) to the far right of the team you want to fill.

  1. In the Golf Team popup, click on the add golfer button. **If the team is already full you will be able to remove a golfer by clicking the "X" next to their name.

  1. Once you click on the Add Golfer Button, the select Golfer popup will show. From here you can select the golfer to add to the team. **The golfer drop down is searchable, simply start typing the golfers name in the box, it also only shows Golfers that are not already placed on a team. Then click the save button.

  1. Once you have added all the Golfers to the team you can click the "X" in the top right had of the popup to exit and return to the teams list.

By clicking the pencil icon in the teams list, you are able to edit the team name and captain. You can also delete a team by clicking on the trash can icon.

Preparing Your Tee Sheet

A Tee Sheet is a necessity when doing a shotgun start an they can be difficult to do, the MaxGiving software makes this task easy with our drag and drop tee sheet. to set up your tee sheet click on teams & Tee Sheet from the dashboard menu.

  1. Click on Tee Sheet at the top of the page.
  2. Drag the team from the Unassigned Teams list to the far right.
  3. Drop the team in the hole and position you want them to start at.

It is that simple. If you need to make changes, all you have to do is click the edit pencil for that hole and click the "x" for the team you want to remove. This will move that team back to the Unassigned Teams list.

Golfer Check In

The MaxGiving software allows you to have a double check in, you can check your golfers in when they arrive and then have a check in for the evening dinner. **Don't worry if your golfers checked in in the morning they will not have to check in again, there info and card are carried over to the evening check in.

To start the Golfer Check in process you will click on  Golfers in the dashboard menu,  This is where you will stay for checking in all guests.


  1. Find your Golfer in the guest list by using the search areas at the top.  First try to locate the guest by their name, starting with last. **The contact Info column has the guests Email (@ symbol), Phone (Phone symbol) and Address (Home Symbol) which you can select at any time to add, or edit that information without opening their entire contact details.  If the data is already entered, the symbol will be bolded.

  1. Once you have found the Golfer in the list click on the check mark icon and follow the steps below.  **If a guest is already checked-in the icon will be colored. This process will check in any linked guest at the same time. You can read more about linked guests here: https://maxgiving.helpscoutdocs.com/article/299-linking-couples

  1. In the Check in popup you will want to verify, add or edit any missing information. **IMPORTANT: If a guest is replacing another guest, DO NOT replace the guest information, this will need to be adjusted by using the change guest feature to maintain the original purchaser and guest info. Help guide on changing ticket holder: https://maxgiving.helpscoutdocs.com/article/350-changing-guest

**If you are unable to locate the guest, they could be a "Guest of" golfer, these types of guests can be easy to find by searching for them based on who purchased their ticket, team name or even by hold #.  Guest of generic reservations, can be replaced with the name and contact info for the actual guest attending, you do not need to use the Change Guest feature for these.  Example: If MaxGiving was a sponsor, there would be a table of sponsor guests, and some might be generic, with a name of MaxGiving Guest #1.


  1. The next step to Check In is to Add Credit Card to the guest's record, to do this click on SWIPE CARD button.  When you do the Swipe Guest Card screen will appear, swipe (magnetic strip facing towards the green light) and you will then see the information populate on the screen.  Click Add Card to save.  **If the card will not swipe, you can click back and select manual entry. The zip code is not required in either entry.

5. If the Guest has an outstanding balance for tickets/sponsorships, you can charge it to the card they now have on file.  **Your event lead will tell you if they would like you to  settle pre-event balances in this way.  

6. Once you have completed the steps above you will Click on Complete Check-In, this will update the guest information. **This button will will say Complete Check-in & Send Link (on mobile bidding platform) if the guest has not already set their online password for bidding. When sending link it will then give you a choice to send the link via email or text (text is recommended at the event), and then return you to the Guest List. 

**Make sure to give them their golfer card or wristband (if using these), let them know their hole assignment, etc. and you are ready to check in the next guest.


Reminder the golfers that are checked in now will show as checked in with information that was added including Credit Card in the evenings Check-In list, so you will not need to have them check in again.

Evening (Dinner or Awards) Check-in

The check in for the evening will be done the same, however you will see your golfers are already checked in. You will also notice that there is a golfer Icon added to the Guest & Bidders list, if this is bold that guest is a golfer.

Related Help Guides:

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