Creating Events

Learn how to create and configure events for your golf tournament or outing.

Event Types

Tournaments

Single-day or multi-day competitive events with:

• Formal registration process
• Multiple competition formats
• Leaderboards and scoring
• Prize distribution

Outings

Casual events for groups such as:

• Corporate team building
• Charity fundraisers
• Club member events

Step-by-Step Event Creation

1. Basic Information

• Event Name: Give your event a memorable name
• Date(s): Single day or date range
• Location: Golf course or courses

2. Competition Settings

Choose your scoring format:

• Stroke Play: Traditional individual scoring
• Match Play: Head-to-head competition
• Stableford: Points-based scoring
• Best Ball: Team format, best score counts
• Scramble: Team format, everyone plays from best shot
• Shamble: Team format, best drive then individual play
• Skins: Hole-by-hole prize competition

3. Registration Setup

Configure how players sign up:

• Open registration or invite-only
• Registration deadline
• Payment collection (if applicable)
• Waitlist settings

4. Publish Your Event

Once configured, publish your event to:

• Generate a shareable registration link
• Enable player sign-ups
• Start building your field

Fundraising (Charity Events)

Tournaments and outings include a Fundraising hub on the event detail page — the single view a charity organizer checks throughout the event.

Setting a Goal

1. Open your event and find the Fundraising card
2. Click Set a Fundraising Goal and enter your target amount
3. Use the Public thermometer toggle to show a live progress bar on your public event page — supporters see the total raised, the goal, and the percent to goal as money comes in

What Counts Toward the Total

The total is computed live from every money source in your event:

Tracking Sponsorship Revenue

Each sponsor in the Fundraising card has an editable amount and a paid toggle. Enter the sponsorship dollar amount when the deal is made, then flip the toggle once the check clears — only paid sponsorships count toward the thermometer.

Tax Receipts (IRS Pub. 1771)

Charity events can email every payer an IRS-compliant contribution receipt from the Tax Receipts card on the event detail page. For payments over $75 where the donor receives goods or services (a “quid pro quo” contribution), the IRS requires the organization to provide a written disclosure with a good-faith estimate of the fair market value (FMV) of what the donor received — penalties run $10 per contribution, up to $5,000 per event.

This feature helps you produce the required disclosures, but it is not legal or tax advice — confirm your receipts with your organization’s tax advisor.

Setup

1. Open your event and find the Tax Receipts card
2. Enter your organization details — legal name (required to send), EIN, address, and an optional thank-you message
3. Set the entry fair market value — the value of golf, cart, and meal each player received. Only the portion of the entry fee above this is deductible
4. For each sold auction item, enter its fair market value — the winner can deduct only the part of their bid above it

What’s Deductible

If an FMV has not been set (entry FMV or an auction item’s FMV), the receipt conservatively treats that payment as not deductible and the card shows a warning — deductions are never overstated.

Previewing and Sending

The card shows a preview table of every payer with their total paid, the value received, the deductible amount, and a sent-date status. Click Send Receipts to email each payer a receipt with your organization’s details, a line-item breakdown, and the required Pub. 1771 disclosure language. Sending is idempotent — re-running only emails receipts that haven’t been sent yet, and Resend All re-sends everything (for example after correcting an FMV).

Hole Sponsorships

Sell each hole individually — “Hole 7 presented by Smith Plumbing” is a core revenue stream for charity scrambles ($100–500 per hole across 18 holes). The Hole Sponsors card on the event detail page shows an 18-hole grid with each hole’s sponsor (or “Available”) and a running total of hole-sponsorship revenue.

Assigning a Hole Sponsor

1. Open your event and find the Hole Sponsors card
2. Click any hole in the grid
3. Either pick from your existing event sponsors (this links the hole to the sponsor and pre-fills their name, logo, and website) or type a one-off sponsor name
4. Optionally add a logo URL, website, and the sponsorship amount for that hole
5. Use Clear Hole to remove a sponsorship

Each hole can have exactly one sponsor. The hole-sponsorship amount is tracked separately from event-sponsor amounts in the Fundraising card.

Where Hole Sponsors Appear

Big-Screen TV Display

Every event has a rotating TV display for clubhouse screens, projectors, and Fire TV / smart-TV browsers. Find the Display Settings card on the event detail page, copy the display URL (or scan the QR code from the TV), and open it fullscreen (press F).

The display rotates through:

Layout, light/dark mode, rotation interval, and the scrolling ticker are configurable from the Display Settings card; the options are encoded in the URL so the TV needs no setup.

Add sponsors (with logos) in the Sponsors card and they appear in the rotation automatically — no extra display configuration needed.

Sponsor Impact Report

Sponsors renew when you can prove exposure. The platform automatically counts an impression every time a sponsor’s branding is shown on:

Impressions are stored as daily aggregate counters per sponsor and surface — no personal data is collected.

Viewing and Sending the Report

The Sponsor Impact Report card on the event detail page (below Hole Sponsors) shows, for every event sponsor and hole sponsor:

• Name, tier, and sponsorship amount
• Hole assignments (“Presenting Hole 7”)
• Impressions broken down by surface, plus a total
• Days active (first and last day branding was shown)

Hole sponsorships linked to an event sponsor are rolled into that sponsor’s totals automatically.

Click Print Report for a clean, print-friendly version — one block per sponsor — that you can print or save as a PDF and send each sponsor after the event. It’s the proof that re-sells the sponsorship next year.

Silent Auction Notifications & Close-Out

The silent auction now handles the two moments that make or break the night: keeping bidders engaged while the auction runs, and getting winners paid and out the door when it closes.

Bidder Push Notifications

The public auction page shows an Enable notifications prompt. Bidders who opt in get push notifications on their phone even with the page closed:

Signed-in bidders are linked to their subscription automatically, which is what makes the targeted outbid and winner alerts possible. Anyone (signed in or not) can subscribe and will receive the closing-soon blast.

Push requires VAPID keys (VAPID_PUBLIC_KEY / VAPID_PRIVATE_KEY) on the server. Without them the prompt hides itself and everything else still works.

Notify Closing

In the auction manager, open the Close-out tab and click Notify closing (15 min). Every subscribed bidder gets a “get your final bids in” push — the single best way to spike final-hour bidding.

Closing and Winner Notification

Close items one at a time or use Close All. When a sold item closes (or someone uses Buy Now), the winner automatically receives:

• A push notification (“You won! Tap to pay”)
• An email with a Pay Now link

The close-out table shows whether each winner has been notified.

Winner Payment

Winners can pay two ways:

1. Online (Stripe) — the item page shows the winner a Pay Now button that opens Stripe Checkout for the winning amount. Payment status updates automatically when the payment completes.
2. At the pickup desk — cash or check, recorded by a volunteer with one click.

The Close-Out Tab (Pickup Desk)

The Close-out tab in the auction manager is the table your pickup-desk volunteer works from. For every sold item it shows:

• Item name and whether the winner was notified
• Winner name and email
• Amount (winning bid)
• Payment status chip — Unpaid / Paid (card) / Paid (cash)
• A Mark paid action for cash/check payments (with Undo)

Running totals show items sold, collected, and outstanding, so you always know exactly what’s left to chase before the room empties out.