Golf Tournament Organizer User Guide - Golf Tournaments
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SADIE GOLF TOURNAMENT SOFTWARE Golf Tournament Organizer User Guide Golf Tournaments © Sadie Golf Tournaments USA, LLC 1355 NW 13th Ave Portland OR 97209 Info@SadieGolf.com
Table of Contents Golf Tournament Organizers, Welcome to Sadie Golf! ............. 1 Tournaments ............................................................................. 1 Introduction ..................................................................................... 1 Support ...................................................................................... 2 Let’s Get Started........................................................................ 2 Landing Page ............................................................................ 2 Create a New Tournament ........................................................ 3 Set Up ............................................................................................. 4 Rules & Scoring .............................................................................. 5 Player Spots .................................................................................... 6 Sponsor Packages .......................................................................... 8 Tournament Website ....................................................................... 9 Activate Your Tournament ............................................................ 10 Tournament Revenue……………………………………………..10 Player Management ................................................................ 11 Group Managment................................................................... 12 Tournament Communications ................................................. 13 Print Materials.......................................................................... 14 Contact Us ............................................................................... 14
1 Chapter S A D I E G O L F U S E R ’ S G U I D E Golf Tournament Organizers, Welcome to Sadie Golf! This manual assumes you have already received your Sadie Golf login information and are ready to begin setting up your golf tournament. If you have not received your login, please contact the golf tournament director at your contracted course. S adie Golf is an innovative, cloud-‐based tool built to address the needs of the golf tournament industry. Specifically, Sadie Golf will improve the tournament planning process, increase tournament revenue, aggregate vendor resources, and increase player involvement for tournaments. Tournaments Whether you’re a professional golf tournament planner, tournament chairperson, or first-‐time tournament organizer, it can be a challenge to organize a successful golf tournament while meeting financial goals. Fortunately, Sadie Golf will supply you with every tool you need to plan, implement and manage your golf tournament. 8 What you can do with Sadie Golf With Sadie Golf you will be able to plan your tournament, create and edit a tournament specific homepage, manage player registration, process registration payments online, print tournament materials, and manage your players and groupings. In the coming months you will also be able to purchase various products and services through Sadie Golf’s website, including: apparel, signage, awards, hole-‐in-‐one insurance, online auction services, and live scoring. 1
S A D I E G O L F U S E R ’ S G U I D E Support For a detailed list of technical support options: Sadie Golf Tournaments USA, LLC 1355 NW 13th Avenue Portland, Oregon 97209 Phone: 1-‐888-‐363-‐6447 info@SadieGolf.com Let’s Get Started Are you ready to begin setting up your first golf tournament in Sadie Golf? Great, we are excited to help! Each section within the site will guide you through the process of setting up your User Log-ins Do you still need to acquire your golf tournament. Once your tournament’s website has launched, you will be able login information? Contact to easily manage your tournament and make real-‐time updates. your Course Tournament Director Landing Page Once you have successfully logged into Sadie Golf, the first page you will see is your unique Sadie Golf landing page. From the top navigation you will see the following: Tournaments, Facilities, Users, and Pro Shop. Only users with admin rights will have the ability to add golf facilities and users. Golf tournament organizers will have the ability to create new tournaments and modify existing tournaments. From the Your Tournaments list, you can quickly view tournaments associated with your account. From the Options drop down, you can quickly navigate to the following sections of your tournament: Preview Tournament, Edit Tournament, and Copy Tournament. 2
Create New Tournament From your Sadie Golf landing page, select Add Tournament from the Tournaments drop down menu, or click the Create New Tournament button to begin setting up your tournament. You will be prompted to complete the following: Tournament Name, Facility, Course(s), and Organizer. Tournament Name: Enter your complete tournament name. Facility: The facility is your contracted facility. Course(s): The course is the course (or courses) from that facility on which your golf tournament will take place. Organizer: The Organizer is the person responsible for setting up the golf tournament. If you will be organizing this tournament, put your name. If you are setting up this tournament for someone else to manage, type their name. NOTE: Before you set up a tournament for someone else to manage, make sure you have created a User profile for that person. Once you have entered the Tournament Name, Facility, Course(s), and Organizer click the Create New Tournament button to set up your tournament. 3
Note If the facility is unable to locate the golf course or club you have contracted to host your tournament, please send a message to info@SadieGolf.com. Include a description of the issue and someone will get back to you immediately. Next, you will see a brief explanation of the tournament set up process, in a popup box. Once you have read the information in the text box, click the OK button. Set Up The Set Up section will prompt you to fill in the following tournament details: 1. Tournament Name – This will be prepopulated based on the name provided by you in the Create a New Tournament window. 2. Event Location, Dates & Times – Select the date(s) of your tournament. Please review the contract with your hosted course to ensure dates match. 3. Registration Deadline – If you would like to close registration on a predefined date, set that here. If not, the expiration date should be the date of the tournament. 4. Add/Edit Organizer – This section allows you to choose who will be able to view and edit your tournament information on Sadie Golf. To add a new organizer to your tournament, click the Add an Organizer button and, if the organizer is already a member of Sadie Golf, search for them using the search area, or, if they do not have a Sadie Golf profile, create a profile for them by clicking the Add New Organizer checkbox and filling in their information. NEXT SECTION Verify the accuracy of your Set Up page. If you need to make changes, make them now, then click the “Next” button on the page footer to proceed to the next section. 4
Rules & Scoring The Tournament Rules section allows you to set up your on-‐course competitions and any rules of play you would like printed on your rules sheet. 1. Contest Recommendations – Your contracted golf course/club will have recommended holes assigned for various competitions. Setting up competitions for your tournament will provide additional activities for your players and additional revenue sources for your tournament. If you are planning to set up a contest on a hole that is not recommended, contact your golf course’s tournament coordinator to discuss options. 2. Starting Tees – Use the dropdown lists to select the tee boxes you would like to have the men and women participating in your tournament tee off from. 3. Starting Format – Select between the following formats: • Consecutive Start Times – Groups tee off one after another on the same hole. • Shotgun – All groups in the field tee off simultaneously on different holes. For example: group 1 starts on hole 1, group 2 on hole 2, group 3 on hole 3, etc. NOTE: Starting formats are published on printed materials and are used for player management. 4. Scoring Format – Select your scoring format. Scoring formats will be displayed on your tournament rule sheet. • Stroke Play – For every hole, players record the number of strokes (shots), including penalties, it took to complete the hole. At the end of the round, the total number of strokes for each player is tallied. The player who completed the round with the fewest strokes wins. • Best Ball – Each player plays their own ball throughout the round, and, on each hole, the low score ("best ball") of the group serves as the team score. At the end of the round, the team with the lowest score wins. • Scramble – Each player tees off on each hole. The best of the tee shots is selected and each player plays their second shot from that location. Then, the best of the second shots is selected and each player plays their third shot from that location, and so on until the ball holed. The team's score is a tally of team strokes (best shots) it took to complete the round. • Shamble – This scoring format is a combination of the scramble and stroke play formats. Each player tees off on each hole. The best tee shot is selected and each player plays their second shot from that location. Unlike the scramble, the rest of that hole is then played by individual stroke play rules, until each player has holed out. 5
• Skins – A type of match play wherein each hole is assigned a value. The player who wins (requires the fewest strokes to finish the hole) the hole is said to have won the "skin" and whatever that skin is worth. Whoever has the most points after the round is completed is the winner. In the case of a tie on an individual hole, the value of that hole is carried over and added to the value of the next hole. • Stableford – A scoring system wherein, rather than counting the total number of strokes taken, there is a point scoring system based on the number of strokes taken at each hole. Unlike traditional scoring methods, where the aim is to have the lowest score, the objective is to have the highest score. Typical scoring rules per hole are: 0 points for being 2+ strokes over par, 1 point for being 1 stroke over par, 2 points for being even, 3 points for being 1 stroke under par, 4 points for 2 strokes under, 5 points for 3 strokes under, and 6 points for 4 strokes under. 5. Additional Rules (Optional) – The additional rules section is a freeform text box you can use to add additional sections to your rules sheet. If you are not sure what additional rules to add, work with your golf course tournament organizer to get any course specific rules. These rules will be displayed on your tournament’s rules sheet. Sample of additional rule sections: • Course monitor or volunteer information • Any exceptions to USGA Rules that govern play • Notification of water hazards • Scorecard submission locations • Location of restrooms and drinking fountains • Rules for slow play NEXT SECTION Verify the accuracy of your Rules & Scoring section. If you need to make changes, make them now, then click the “Next” blue button on the page footer to proceed to the next section. Player Spots 1. Registration Ability a. Private Tournament – Private tournaments are closed to outside registrations. b. Public Tournament – Public tournaments have open player registration. By creating a public tournament you will be able to customize sponsorship and registration packages available for purchase through your tournament's homepage. 2. Registration Capacity – Set the maximum number of players able to register for your tournament. 3. Set Player Spots a. Adding your player packages: 6
i. Add a Template Package – This section will allow you to easily select the most common player groupings: single, double and foursome. Once you select the template packages you would like to offer your players, you can set the prices for each. ii. Add a Custom Package – This section will allow you to create custom player packages. b. Customize Each Package i. Package – Use this text box to title each Player Package. ii. Round(s) – Use this selector to choose which of your tournament rounds this package will include a spot in. iii. Spots – Use this section to designate the number of player spots each package will include. Ex: 4 player spots for a foursome, 2 for a twosome, 1 for an individual, etc. iv. Price – Set the price of your player packages in this section. v. # Available – This text box is optional, but can be used to limit the number of a certain package that can be sold. Ex: If you would like to sell foursomes, but set the maximum number of foursome that can be sold at 5, you would enter “5” in this section. vi. Description – Use this text box to provide a brief description of each Player Package. c. Add/Edit Packages After Tournament is Activated – If you want to add new Player Packages, or edit existing ones, after you have activated your tournament, simply click the Edit Packages button. You can then use the Edit Packages popup to make edits or additions to your package offerings. 4. Registration Fee Liability – Use this section to indicate whether tournament registrants will be liable for the online registration fees (3% online booking fee and 2.5% merchant bank fee) associated with their registration through the Sadie Golf site, if the tournament will assume liability for these fees, or if the liability will be split between the tournament and registrants. 5. Additional Player Information (Optional) – Use this optional section to set custom fields that capture desired player information, such as: shirt size, age, food allergies, etc. 7
NEXT SECTION Verify the accuracy of your Player Spots section. If you need to make changes, make them now, then click the “Next” blue button on the page footer to proceed to the next section. Sponsor Packages 1. Set Sponsor Packages a. Adding your sponsor packages: i. Add a Custom Package – This section will allow you to create custom sponsor packages. ii. Add a Template Package – This section will allow you to easily select the most common sponsor packages: Title Sponsor, Pin Flag Sponsor, Tee Marker Sponsor, etc. Once you select the template packages you would like to offer your sponsors, you can set the prices for each. b. Customize Each Package vii. Package – Use this text box to title each sponsor package. viii. Round(s) – Use this selector to choose which of your tournament rounds this package will allow its purchaser to sponsor. ix. Spots – Use this section to designate the number of player spots each package will include, if any. x. Price – Set the price of your Sponsor Packages in this section. xi. # Available – This text box is optional, but can be used to limit the number of a certain package that can be sold. Ex: If you would like to sell a Title Sponsorship, but only want to sell one, you would enter “1” in this section. xii. Description – Use this text box to provide a brief description of each Sponsor Package. 8
c. Add/Edit Packages After Tournament is Activated – If you want to add new Sponsor Packages, or edit existing ones, after you have activated your tournament, simply click the Edit Packages button. You can then use the Edit Packages popup to make edits or additions to your package offerings. 2. Registration Fee Liability – Use this section to indicate whether tournament sponsors will be liable for the online registration fees (3% online booking fee and 2.5% merchant bank fee) associated with their payment through the Sadie Golf site, if the tournament will assume liability for these fees, or if the liability will be split between the tournament and sponsors. NEXT SECTION Verify the accuracy of your Sponsor Packages section. If you need to make changes, make them now, then click the “Next” blue button on the page footer to proceed to the next section. Tournament Website The Tournament Website page allows you to customize your unique tournament homepage. This page will be live to the web and allow players and sponsors to register for your tournament online. This page can feature your tournament logo, sponsor logos, photo galleries, course map information about your tournament, information about your organizations and a schedule of events. Your tournament website is yours to do with as you please! 1. Website URL – The URL at the top of the page will be prepopulated based on your tournament name (https://www.sadiegolf.com/yourtournamentname). If you would like to change the prepopulated URL, simply type your desired URL in the editable text area. 2. Website Title (Optional) – This text box allows you to add a welcome message to your page visitors. 3. Upload Logo (Optional) – If your tournament has a logo, you may upload it using the Upload Logo button. The logo will appear on top of the cover image and on your printed materials. 4. Upload Cover Image – To upload a cover image, click the Upload Cover Image button. This image can be anything you wish. Examples include: an image of your organization, an image from a previous year’s tournament, or a golf related image. If you do not have an image you would like to use, feel free to use one of the photos we have provided in the image gallery. 5. Tournament Description – Provide a brief summary of your tournament. Your tournament summary will be prominently displayed on your tournament’s homepage and will be one of the first sections potential players and sponsors read upon reaching your tournament homepage. 6. About the Charity (Optional) – The title of this section can be edited using the Edit button located next to the title. This section can be used to give a brief description of the cause your tournament supports, or of your organization. This section should provide its readers with an understanding of the impact your tournament will have on your community. 9
7. Donate URL (Optional) – If you support a charity and have an existing link setup for fundraising, you can enter in the URL and it will be linked via a Donate button on your tournament homepage. If you do not have a donation URL, leave this section blank. 8. Schedule of Events (Optional) – Use this freeform text box to input your tournament’s schedule of events (ex. starting time, lunch, awards ceremony, etc.). 9. Sponsor Logos – This area of the tournament website is where you can showcase the logos of your tournament’s sponsors. To add a sponsor logo, click the Add button and choose the image you would like to upload. The logo in the leftmost position should be reserved for your main sponsor, as it will be displayed in the most prominent position on your tournament’s homepage. 10. Course Maps – The course map will be pulled from the profile of your selected golf course. If you would like to showcase another map of your selected course, you may add it here. 11. Photo Gallery (Optional) – Use this optional section to upload any photos you would like to showcase on your tournament’s homepage. To upload images, simply click the Add button to name your photo album, then click Add again to begin uploading photos. You may preview your tournament’s homepage before you activate your tournament by clicking the Preview Website button located at the bottom of the Tournament Website page. If you are missing any information, you will be prompted to make updates before you can activate your tournament. Once you are ready to activate your tournament, simply click the Activate Tournament button and your tournament website will be live on the web. Once live, people will be able to visit your tournament’s page to register as a player or sponsor for your event. Congratulations, you have created your first tournament using Sadie Golf! Tournament Revenue Once you have launched your tournament, you will be able to visit this page to track your registrations and review your collected payments. Early Reconciliation – If you would like to request an early reconciliation, you may do so from this page. Simply, click the Request Funds button, and a representative from Sadie Golf will get in contact with you as quickly as possible. You will be able to request up to 90% of your tournament’s collected revenue before the tournament has been completed. As far as collecting the remainder of your tournament revenue, getting your money from Sadie Golf is a snap! You will automatically be paid 100% of your tournament's revenue 10 days after your tournament is over. You can choose to be paid by check or to have your funds deposited directly into your bank account. 10
Player Management Once you have created and launched your tournament, you will be able to add, edit and manage your tournament’s registrants. View/Edit Players The View/Edit Players section of Sadie Golf will allow you to add, edit and manage your tournament’s participants. 1. Download Template – if you have a list of preregistered players, who will not be registering or paying through your tournament homepage, you can download a preformatted excel spreadsheet on which to input these players. 2. Upload the completed list – Once you have populated the list with your player data, you can upload that list. Doing so will automatically populate your player list on Sadie Golf. After you have uploaded the list, you can individually select players that have paid for their spots, or mark them all as paid using the Set All Players Paid button. NOTE: The numerical order used in the spreadsheet will be used to populate your player list. If you have grouped foursomes, make sure they are in groups of four before you upload your player list. You can make edits to the groups from the View/Edit Groups page. 3. Add a Player – You can add players individually using the Add a Player button. 4. Export Player List – Use the Export List button Player List to download a report of your current player roster. 11
View/Edit Groups The View/Edit Groups section of Sadie Golf allows you to edit tee times and move players to and from player groups. As your tournament date draws closer, you should use this page to organize and edit your player groups. You can move players simply by dragging and dropping players from one group to the next. If you try to place too many or too few players into a group, you will see an error message alerting you to fix your pairings. To customize your foursomes, set the group’s starting hole, or switch a group’s assignment to A,B,C, or D on an individual hole, click the Info button to the right of the assigned hole. 12
Tournament Communications Send Email – Use the Communications section of Sadie Golf to send emails to your registered players and golf course contacts. You will only be able to send email via Sadie Golf to those who have registered through the site. Attachments – You will be able to send attachments to your players by using the Add Attachments button at the bottom of your message. There is a limit of 6mb per email. Send Free Links – Use this section to send a free registration link via email to selected tournament participants. This link will allow the recipients to register for your tournament without paying a registration fee. Use the Import Recipients from Spreadsheet button to import a list of recipients. 13
Print Materials The Print Materials section of Sadie Golf allows you to print a selection of helpful documents that pertain to your tournament (Alphabetized Player List, Rules Sheet, Hole-‐by-‐Hole Player List, Cart Signs Score Cards, and Sponsor Logos). To customize your print materials, upload the logo you would like to showcase. You can select your golf tournament logo, or showcase a specific sponsor on your print materials. You will have the ability to print and save your documents in a variety of formats, including: PDF and Microsoft Excel. The Rules Sheet will also be available in Microsoft Word format. Contact Us If you have any questions, please contact us: Sadie Golf Tournaments USA, LLC 1355 NW 13th Avenue Portland, Oregon 97209 Phone: 1-‐888-‐363-‐6447 info@SadieGolf.com 14
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