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Golf TripsGuidesManaging Players

Managing Players

Learn how to build your trip roster, create groups, and keep everyone organized.

Building Your Roster

Adding Players

Add players to your trip through:

  • Direct entry on the trip’s Players tab
  • Email invitations
  • Placeholders for spots you’ll fill later

Inviting Players

Every roster player with an email address can be invited to create an account and join the trip. The Players tab shows who’s Active (linked account), Invited (waiting to accept), and Not invited (on the roster, no invite sent yet).

To send invites in bulk:

  • Click Invite All Not Invited in the Players header to email everyone on the roster who has an email but hasn’t been invited.
  • Or select players with the checkboxes and click Send Invites — players with a pending invite get a resend, everyone else gets a fresh invite.
  • Use Resend All Pending in the Email Invitations section to nudge players who haven’t accepted yet.

Players who already have an account are skipped automatically.

How invitations behave:

  • An invitation link is valid for 14 days. Resend issues a fresh link with a new 14-day window.
  • The player should sign up or sign in with the email address the invite was sent to — that is how their account is matched to their roster spot.
  • A player who declines shows as Declined on the Players tab. Resending re-opens the invite so they can change their mind.
  • If the trip has a maximum player count (Settings), adding or inviting beyond it is refused. Removed players do not count.

Removing a Player

Remove from Trip on the Players tab deletes the roster entry. If the player already has settlement or payout history, the row is kept and marked removed instead so the books still add up; removed players lose trip-admin rights and no longer appear on the active roster.

Handicap Indexes

  • Enter a plus handicap with a leading plus sign: +2.1.
  • Players can update their own index from the portal (Settings → My Handicap) until you lock handicaps for the trip. Setting the trip’s handicap lock (handicap_locked_at) freezes indexes: the portal refuses player changes and only organizers can edit an index.
  • Every change is recorded in the handicap history.

Roles and Permissions

Players who accept an invite join your organization as members. Members get a view-only dashboard: they can browse every page of a trip they’re on, including rounds, pairings, standings, expenses, photos and the full Trip Series history, but they can’t change trip setup. The Portal, Settings, Communications and TV Display pages are hidden for them.

Members can still:

  • Score and play in the mobile portal — scoring, leaderboards, side games and the captains’ draft work for every player, not just admins.
  • Manage their own travel (flights, cars, rides) on the Travel page or in the portal.
  • Add activities to the schedule — dinners, outings and reservations are open to everyone on the trip.
  • Forward bookings to SyncedCaddie and review what it parsed.
  • Set their availability for rounds and activities.

To let a player edit the trip, open the Players tab and mark them a trip admin. Trip admins have full control of that one trip. Organization owners and admins can edit every trip.

Importing or Updating from a Spreadsheet

Click Import CSV on the Players tab to upload a CSV or Excel file — a Golf Genius registration export, a GHIN list, or your own sheet. The import works in three steps:

  1. Upload the file. Columns named like Name, Email, Phone, GHIN, and Index are recognised automatically.
  2. Map columns if anything was missed (first and last name can be separate columns).
  3. Review matches. Each row is matched to a roster player by email, then GHIN number, then name. Use the dropdown to fix a match or clear it to add the row as a new player. The Changes column shows exactly which fields will change (old value → new value), and rows that are already up to date are left alone.

Matched players get their email, phone, GHIN, and handicap index updated; new names are added to the roster and to your buddy book. Leave Also update the buddy book ticked so the same details carry to future trips. Every index change is recorded in the handicap history.

Handicap History

Every change to a player’s handicap index is recorded automatically, whether an organizer edits it, the player updates it from the portal, or it’s set when a roster is imported. Past trips count too: the index each player carried on a previous year’s roster is part of their history.

Click Handicap history on the Players tab to see a year-over-year report:

  • One column per year showing each player’s index at the end of that year.
  • A Change column comparing their two most recent years (green means the index went down).
  • Click any player to see every recorded change with its date and source.

Player Information

Kept on the roster:

  • Player name, email and phone
  • GHIN number and handicap index
  • Notes
  • Team, captain/vice-captain and trip-admin status

Creating Playing Groups

Automatic Grouping

On a round’s Pairings tab, Auto-Pair fills groups either balanced by playing handicap or by standings (leaders together, using the rounds you choose). You can also draft pairings live with the captains.

Manual Grouping

  1. Open the round and go to Pairings
  2. Add groups and drag players in (touch works too, or use the assign-to-group dropdown)
  3. Set tee times for each group

Players see their group, partners and tee time on the portal home screen (My Round).

Player Communication

From the trip’s Communications page an organizer can:

  • Send an announcement to everyone (in-app, push and/or email), now or scheduled
  • Send invitations with RSVP links
  • Send a daily recap or trip reminder email

See Notifications.

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