Trips Dashboard E2E Lifecycle

This guide documents the full Trips organizer flow in the dashboard, from setup through post-trip settlement and reporting.

Scope note: this guide covers Trips only. Event workflows are intentionally out of scope.

1. Create Trip

Start in Dashboard > Trips > Create.

The Trip Wizard flow is:

1. Start (copy existing trip or start fresh)
2. Basics (name, destination, dates, description)
3. Competitions (tournaments and formats — defined first so they can be linked to rounds)
4. Rounds (round count, courses, holes, dates, tournament assignments)
5. Roster (players, display names, handicap inputs)
6. Teams (if team formats are present — skipped otherwise)
7. Review
8. Creating (async processing)

Key checks before continuing:

• Trip dates are final.
• Round schedule is complete enough to start invitations.
• Roster has at least one organizer-level scorer fallback.

2. Configure Core Trip Workspace

After trip creation, use the trip detail workspace tabs:

• Overview
• Rounds
• Players
• Travel
• Activities
• Competitions
• Expenses
• Standings
• Photos
• Communications
• Portal
• Series (if used)

All tabs are standard links. You can right-click to open any tab in a new browser tab, copy the URL to share a specific tab with another organizer, or bookmark it for quick access. The active tab persists in the URL (?tab=rounds, etc.) so refreshing the page keeps you on the same tab.

Round detail pages follow the same pattern — the Overview, Pairings, and Leaderboard tabs are links, and the back arrow navigates to the trip’s Rounds tab.

Recommended order:

1. Players
2. Rounds
3. Competitions
4. Portal
5. Travel and Activities
6. Expenses

3. Rounds And Readiness

In Rounds, ensure each round has:

• Course assigned
• Tee strategy decided
• Player assignments and groups
• Start state (scheduled, in_progress, completed) understood by staff

Operational rule:

• Do not start live scoring until pairings and tee setup are confirmed for the current round.

4. Competitions And Standings

Configure competitions in Competitions, then validate in Standings.

For multi-round and team setups:

• Confirm round-to-tournament linking.
• Confirm scoring format assumptions (stroke play, stableford, point game, Ryder Cup, side games).
• Validate leaderboard behavior before round start.

5. Portal Access And Distribution

In Portal:

1. Generate player access links (single or bulk).
2. Share links with players.
3. Validate one organizer test login via access token flow.

Portal links route through:

/play/trips/{tripId}/access?token=...

6. Day-Of Operations

Minimum organizer checklist before tee off:

1. Round status and readiness verified.
2. At least one successful score submission confirmed.
3. Live standings refresh validated.
4. Backup scorer identified.

During active rounds:

• Monitor Standings for data freshness.
• Use Rounds to track completion state.
• Use Communications for reminders and updates.

7. Financial Lifecycle (Expenses And Settlement)

In Expenses:

1. Track shared expenses.
2. Track wagers and side-game payouts.
3. Generate settlement plan.
4. Mark settlement progress.
5. Apply tournament pot logic if configured.

Post-round or post-trip:

• Re-run settlement generation after final game outcomes.
• Confirm payment preferences and payment-link readiness if used.

8. Post-Trip Closeout

When trip is complete:

1. Confirm all rounds completed.
2. Finalize standings and outcomes.
3. Resolve settlement state.
4. Send recap communication.
5. Preserve artifacts (photos, analytics, reports).

Validation Matrix

Use this matrix before calling a trip “production ready”:

Related

• Trips Portal E2E Lifecycle
• Trips API Surface Map
• Trips Operations Runbook
• Trip Expense Tracking