Embedded Files
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Use the Player Maintenance page to modify or delete players from the Player List.
For example:
If a person is having lunch but not playing golf, add them in Registration and check the "Lunch Only" box. Do Not add them via the Player Maintenance screen.
If a player cancels, you will need to remove the player from the Player List by going to the Player Maintenance page. You can search for a player by club or name. The Golf-Around Management System (GMS) will change the player's status to "canceled" with a note under miscellaneous. However if the player would still like to have lunch, you will need to go to Registration, uncheck the "Canceled" box and check the "Lunch Only" box.
If a player withdrawals or doesn't show to play, you can do nothing. GMS automatically marks the player as "NS" (No Show). This excludes the player from the tabulation of scores but counts the player in the Host Accounting Form.
The steps below will guide you through the standard GAR management processes:
Import GMS Players into Golf Genius (or similar tournament management software)
The Player's Export file is generated from the Players List in EXCEL format. The file can be created anytime after you have processed the registrants. The spreadsheet will be emailed to the Host Club contact person. The export file has the Golfer Id , Club, First Name, Last Name, GHIN #, Index, Flight, Hole, Location (for Eagle Ridge) and Foursome Id from the Player List. This file has been formatted for easy importing into Golf Genius via the "Import players from EXCEL" option.
2. Import Players' Handicap Index (optional)
Since GMS cannot access GHIN directly, you will need to lookup each player's handicap index using another application like Golf Genius.
After your Pro updates the players' handicaps from GHIN, ask her or him to export the player information in EXCEL format. If you are using Golf Genius, please use the "Golfer Spreadsheet" from the Event Roster screen.
Use the Index Hole Assignment process to load the indices into GMS.
If you do not have access to software that will lookup a player's handicap index, ask the IT Officer to change the on-line Registration to accept Index values instead of GHIN#'s.
3. Group the Players into Flights
GAR Management System can divide players into four flights based on their handicap index. The application will calculate the flights evenly as much as possible. You may view and make adjustments to the current settings by clicking the "Show Flight Settings" button.
4. Generate Golfer Pairings and Divisions (optional)
After flighting, GMS can automatically create golf pairings by flight groups. To create pairings for flights A and B, select A and B from the dropdown. The system will place at least one host club member in every foursome and rotate placing a member from each club to fill out the foursome. When you group flights together, GMS will automatically create a Division. Each pairing will consist of only 3 or 4 member groupings.
Following the pairing process, generate the Players' Export file (see below) to import the groupings and divisions into Golf Genius. If you do not run this process, the pairing column will be blank.
Note: Running the pairing process is required, if you plan on using GMS to assign holes (i.e. Eagle Ridge)
5. Perform the Hole Assignment Process
GMS uses the starting hole for scoring and generating the GMSID for mobile scoring. The hole designation is also used for useful event day documents such as the Check-in, Table Assignment, and Cart Assignment sheets. Please be reminded that Eagle Ridge must populate the location column with the course name.
There are two (2) ways to assign holes:
Import the hole assignments from Golf Genius using the "Spreadsheet - Name - Hole - Tee Time - GHIN - Course - Round Date - Position" report.
-OR-
Use GMS to generate the hole assignments.
6. Mobile Scoring Setup (optional)
If you plan to use GMS Mobile Scoring, each starting hole must be assigned an unique GMSID. When using a mobile phone, the user will automatically be directed to the Mobile Scoring sign in page. Golfers log in using the GMSID printed on their scorecard to begin entering the scores.
7. Generate and Print Scorecards (optional)
Course information for every club has been pre-loaded from GHIN. Based on the club entered in the Event Setup, GMS generates the scorecards for that club. Each scorecard will have the par value, yardage and stroke index for each hole. The starting hole (and location for Eagle Ridge) will be printed on the upper left corner and the starting hole column will be highlighted in yellow. The players are listed alphabetically with their flight and 9-hole playing handicap. GMS calculates each player's hole stroke allocation and that is also printed on the card. GMS prints two (2) cards per hole with a maximum of four players.
The Players' Export File
The Player's export file is generated from the Players List . You can create an EXCEL spreadsheet of the players at anytime after you have processed the registrants. The spreadsheet will be emailed to the GAR contact person. The export file has the Golfer Id , Club, First Name, Last Name, GHIN # or Index, Flight, Hole, Location (for Eagle Ridge) and Pairing from the Player List. This file can be imported into a number of Golf Tournament programs or used manually. The file is formatted for easy importing into Golf Genius via the "Import players from EXCEL" option. It can be used for a number of purposes:
It is essential to update GMS with the players' handicap index from your Pro's tournament system. Use the players list file to import the players from GMS. After the Pro has obtained the information from GHIN, ask your Pro to download the player information into a spreadsheet. Sync the indices to GMS using the Index and Hole Assignment process.
If you would like for the System to generate player groupings for you, you will need to go to Player Pairings prior to creating the Player Export File. This populates the Pairing and Team Id columns with the pairing id and division id in the EXCEL file respectively. If you do not run this process, the Pairing and Team Id columns will be blank. Running the pairing process is not required, as you can always do this manually.
After the holes have been assigned to each player, the Players' Export File will contain the starting hole, and 6,3 and 1 hole handicap information used for breaking ties according to USGA rules. However, you must assign a hole to each player for the GAR Management System to calculate this information. This can be done via the Golf Genius Index and Hole Assignment or GMS Hole Assignment process. Please be aware that the hole assignment process is important for other documents (see below).
if you have setup mobile scoring, the file will contain the GMSID assigned to each player. Use the "Update golfers from spreadsheet" option in Golf Genius if you would like to use the Golf Genius instead of GMS to print your scorecards. Remember GMSID must be added as a custom field in order for Golf Genius to recognize it.
Other available documents
The are several documents that can be useful before or during your GAR.
During the event setup, an Host Accounting Form is automatically generated for your specific event. The form is updated with data from the Winners Payout File.
The Index and Hole Assignment file is used in the hole assignment process. You won't distribute this file, but it's required for updating player hole data to the GAR Management system in order for the Table Assignment, Cart Assignment and Check-in Documents to have starting hole information. It is also required for assigning the GMSID's for Live Scoring.
The Table Assignment Document is a listing of golfers plus people who are only having lunch. This list is generated form the Registration list of registrants who have not canceled. With that in mind, remember to register volunteers and others who are only having lunch after the Closing Date.
The Lunch Accounting page uses the information from the Registration to give a count for each lunch option. Enter the cost per plate and it will calculate the total cost. This can be printed and given to the restaurant.
Two other documents the Cart Assignment and Check In Document are as their name suggests are used during the event for cart management and event registration respectively.
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