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User GuidesTrips Operations Runbook

Trips Operations Runbook

This runbook is for organizers operating real Trips in production.

Scope

Includes:

  • Organizer pre-trip checks
  • Day-of scoring and portal operations
  • Post-round and post-trip financial closeout
  • Common incident response paths

Does not include event-only workflows.

T-7 To T-1 Days (Pre-Trip)

Setup Checklist

  1. Trip basics confirmed (name, destination, dates).
  2. Players list finalized enough for portal distribution.
  3. Rounds mapped to real schedule.
  4. Competitions enabled and reviewed.
  5. Expense tracking policy agreed (who adds, how often).

Access Checklist

  1. Generate portal links for all players.
  2. Verify at least one non-organizer token.
  3. Share backup organizer contact path for access issues.

Dry Run Checklist

  1. Start and score a test round in non-critical trip context.
  2. Verify leaderboard update latency is acceptable.
  3. Verify settlements recalculate after expense update.

Day-Of Round Operations

Before First Tee Time

  1. Confirm round readiness and assignments.
  2. Confirm one successful score submission in live trip.
  3. Confirm standings refresh behavior.
  4. Confirm fallback scoring owner for each group.

During Round

  1. Monitor incomplete groups.
  2. Monitor obvious scoring anomalies.
  3. Use communications for reminders as needed.
  4. Avoid changing competition configuration mid-round unless required.

Round Completion

  1. Ensure round state moves to completed.
  2. Resolve missing scores.
  3. Validate top standings for reasonableness.
  4. Publish side-game outcomes if applicable.

Financial Operations

Daily

  1. Add shared expenses.
  2. Reconcile obvious duplicates or wrong payers quickly.
  3. Keep wager status current.

End Of Trip

  1. Confirm all expenses entered.
  2. Confirm all side-game outcomes finalized.
  3. Generate final settlements.
  4. Mark paid statuses as confirmations arrive.
  5. Send recap and settlement summary.

Incident Response

1. Player Cannot Access Portal

Actions:

  1. Confirm token link and trip ID.
  2. Regenerate token.
  3. Re-test on cellular network.
  4. Fallback: authenticated account access if available.

2. Scores Not Updating On Leaderboard

Actions:

  1. Verify score save response succeeded.
  2. Verify round status is active/in progress.
  3. Refresh standings and confirm polling/realtime path.
  4. Escalate with round ID and scorecard ID.

3. Settlement Numbers Look Incorrect

Actions:

  1. Verify latest expenses and wagers are finalized.
  2. Re-run settlement generation.
  3. Check tournament pot and payout settings.
  4. Re-validate player balances before distributing.

4. Offline Scoring Concern

Actions:

  1. Confirm player stays on portal page.
  2. Confirm scores appear in local session.
  3. Reconnect and verify sync completion.
  4. Manually re-enter only missing holes if needed.

Final Trip Signoff

Use this final checklist:

  1. All rounds completed.
  2. Final standings accepted.
  3. Settlement plan published.
  4. Payment statuses updated.
  5. Communications sent.
  6. Analytics reviewed.
Trips API Surface MapCreating Events