This guide is for the following Golf Genius Tournament Management products using the Player Gifts feature for their Events/Leagues:
Notes:
This feature integrates Tournament Management (TM) with Golf Shop. When transitioning from TM to Golf Shop, your access level is determined by your account status:
Existing Golf Shop Customers: You will continue to have full access to all Golf Shop features.
New Golf Shop Customers (Player Gift Accounts): If you do not have a Golf Shop account, a Player Gift account will be created. This is a limited-access account designed specifically for Online Ordering and its related features.
Many Links in this article direct you to other articles in the Golf Shop Knowledge Base. Please note that not all features or options described in those related articles are available for this specific feature.
By integrating Tournament Management (TM) with Golf Shop (GS), you can now manage player gifts for events and leagues directly within Golf Shop. By centralizing the ordering process, you deliver a seamless, premium gifting experience with significantly less administrative effort. This feature bridges the gap between event management and merchandise fulfillment, elevating the experience for both your facility and the player.
A fully subscribed Golf Shop customer experiences an all-in-one, web-based platform designed specifically for the pace and demands of a golf or sports facility. By unifying critical day-to-day operations into a single intuitive system, we empower teams to spend less time juggling spreadsheets and more time delivering an exceptional experience for their members and guests. From the pro shop counter to the back office, Golf Shop is built to enhance many of your business operations.
Getting Started
You can begin the setup process from within any specific Event/League. Access the tool in one of two ways:
The Event Menu: Go to Event/League > Player Gifts.
Registration Center: Go to Registration Center > Registration Setup tab and scroll down to the Player Gifts section.
Connecting Your Golf Shop Account
The system will automatically identify your facility’s current Golf Shop status and will guide you through one of the following scenarios, which we will discuss in further detail below:
The Facility Does Not Have a Golf Shop Account
The Facility Has an Active Golf Shop Account
The Facility's Golf Shop Account is Deactivated
If the Facility Does Not Have a Golf Shop Account
If the club is new to Golf Shop:
Navigate to Event/League > Player Gifts (as shown below).
Click Get Started.
Select Managers: Choose which staff members should have access to the facility's Golf Shop account. Note: All TM Customer Managers are selected by default.
Click Create Golf Shop Account.
Once finished, click Take Me to My Golf Shop Account, and you will be taken to Online Order Form Setting page in Golf Shop.
Navigate to the section below, titled "Create the Order Form," for the next steps.
A few things will occur automatically:
A Golf Shop account will be created for the facility.
TM will sync the club’s default logo and banner to the new account.
If the Facility Has an Active Golf Shop Account
If your facility is already using Golf Shop:
Navigate to Event/League > Player Gifts (as shown below).
Click Get Started.
A new tab will open, directing you to the Online Order Form Setting page in Golf Shop.
Navigate to the section below, titled "Create the Order Form," for the next steps.
If the Facility's Golf Shop Account is Deactivated
If the club previously had an account that is currently closed:
Navigate to Event/League > Player Gifts (as shown below).
A message will appear: "There is a deactivated Golf Shop account associated with your TM account. Contact support to have it reactivated."
Click the "Help" tab to reach out to the support team, or connect with your Account Manager, who will assist in getting the account back online.
Once the account is activiated, Click Get Started.
A new tab will open, directing you to the Online Order Form Setting page in Golf Shop.
Navigate to the section below, titled "Create the Order Form," for the next steps.
Creating the Order Form
After following the steps as outlined above, the connection is established, and you are transitioned into Golf Shop. When you transition to Golf Shop, you will land on the "Online Order Form Setting" page (as shown below).
Follow the steps below to create your online order form:
Complete the following section:
Name: This field will be populated automatically with the TM Event/League name. You can edit this field to change the name if necessary.
TM Player Gift Integration Options: This field will be populated automatically with the TM Event/League. Important Note: This field should not be updated as it creates the connection between Golf Genius Tournament Management and Golf Shop. If this field is modified, the connection will break.
Open & Close Dates: Set the date and time when the online order form should open and close automatically.
Opening Date/Time: select the date and time the order form opens.
Closing Date/Time: The field is mandatory. Select the date and time the order form should close.
Form Type: The form type will determine how each item will be available (e.g., credits, points, or no cost). Select from one of the following options:
Items available with credit (Currency): With this option, you can provide a select dollar amount of credits to any member, guest, or player with access to the form. The individual can then use the dollar credits to purchase items.
Items available with points: With this option, you can assign point values to each item. Then, provide a select number of points to members, guests, or players with access to the form. The individual can then use the points to purchase items.
Items available at no cost: Allow members, guests, or players with access to the form to select and purchase items at no cost. A value is not assigned to items.
Drop Ship Type: This option allows your players to have items drop-shipped. Select one of the following:
Orders Ship to Club (Default Options): Dropship will not be available. This option would be ideal for member events, where all players visit the facility regularly.
Optionally Allow Drop Ship: Orders can be shipped to the club or drop shipped to the player. This option is ideal for member/guest events, where some players may be at the club regularly, and others are not.
Required Drop Ship: All orders must be drop shipped. This option is best for an external event, and you don't expect the players to return to the facility anytime soon.
Additional Options: Enable other available options:
Allow customer to enter special instructions for the order: If you wish to allow customers to enter special instructions for their order, select this checkbox. Note: This is added to a special order in the field "Special Instructions to Vendor."
Limit Customers to "X" Items: Optionally limit customers to a specific number of items per order form.
Click "Save," and you will be taken to the online order form design page.
Design and Customize the Look of the Order Form
To design and customize the look of the online order form, follow these instructions:
After Creating the Form, you will be taken to the design form page. You can also access the form designer page by going to, Orders > Special Orders > Online Order Forms. Click the action drop-down for the form you need to design and click "Edit Form."
Take the following action to design and customize the look of your order form:Manage the Banner: You can remove the banner, upload a custom banner or revert the banner to the default banner.
Fill in the form description: Optionally, click "Add description" to add a description of the form. If you know when the order form is set to close, include it here, so your members know when to get their order in or make additional modifications.
Manually Open/Close the order form: You were required to set a close date form the form but you can also manually open/close the form from here.
Select a color scheme using the "Font Color" color code picker: The color scheme is used for the area below the banner, certain text, buttons, and other areas. You can enter RGB, HSL, or HEX color code values to find a specific color (as shown below).
Condensed View: Set if the items are to be viewed by you in a condensed or expanded form. The condensed view is good when you have a lot of items that are being added to the form.
Click "Save" to ensure all the changes are made.
Adding Items to the Online Order Form
Adding items to the Online Order form is quick and easy. Before beginning, you will want to gather some information about the items listed on the form. This information includes:
Item Name
Item Description
Multiple digital images of the item, if available (.jpeg, .jpg, .png)
Item Cost (Currency/Credit or Point
Available Sizes and Colors
SKU #
Wholesale Price
To add items to the form, follow these instructions:
Open the Form editor page if you have navigated away. Navigate to Orders > Special Orders > Online Order Forms. Click the action drop-down for the form you need to design and click "Edit Form."
Click "New Item."
Create your first item by filling in the following:
Item Name: Provide the item name, for example, "Adidas Men's Ultimate 365 Pencil Stripe Golf Polo."
Currency/Point: The cost per item in your currency(credit) or points.
Vendor: Pick a vendor from your vendor list. A collection of vendors (without details) has been added by default. For details on adding additional vendors, Click Here.
Description: A description of the item from the vendor.
Category: Pick the product category. For more details on managing product categories, Click Here.
Edit the Custom Fields: The custom fields will populate based on the selected product category. New fields may be added if necessary. When editing the custom fields, the following options will be available:
Include: Check this box if you would like the field to be displayed on the order form
Required: Check this box if this field is mandatory when placing an order. For example, "Shirt Size" should be mandatory if the product is a shirt.
Possible Values: If values are set for a Custom Fields (Product Details/Attributes), these values can be automatically populated. Further, the Manager can edit and enter the values displayed for the field. For "Shirt Size," these fields may be S, M, LG, XL, etc. When entering a value, press "Tab" to apply the value and start entering a new value (as shown below).
Note: You can drag and drop the values added in the Possible Values field to change their sort order. For example, if you originally enter "S" and "L", but later add "M", you can drag the "M" between the "S" and "L".
Image: Click to upload or drag and drop the image(s) used to represent the item (as shown below). Resort the uploaded images by dragging and dropping them.
Quantity Limit (Optional): Limit the number of units a golfer can add to the shopping cart for a specific item.
Available Quantity (Optional): Set the number of available units. Sold-out items will be listed appropriately on the online order form as "Currently Unavailable" (as shown below).
You will have two available options when setting the available quantity:Total Quantity: Use this to set a Global Limit on total available units. This ignores individual field combinations (like 'Medium/Blue') and instead tracks the total quantity remaining for the entire product.
Quantity by Fields & Values: When selecting “Quantity by Fields & Values,” you can select the items' field names and add quantities based on the possible values and field combinations. For complete details on setting Quantity by Fields & Values, please see the section below.
Configuration Fields: The configuration fields, if completed, will fill out the corresponding fields in the Special Orders. The fields will not be visible to the members when creating their orders online. The following fields are available:
Wholesale Price: The Vendor Wholesale price of the item.
SKU: The vendor SKU # for the item.
Click "New Item" to add additional items. Repeat step 3 until all items have been entered.
Click "Save" (on the bottom right) to save the online form.
Entering and Managing Quantity by Fields & Values
When selecting “Quantity by Fields & Values,” you will be provided a list of all the items’ fields and a quantity table based on the selected fields. The fields in the list can be checked or unchecked to add the quantity configuration table. You will also have a "total" row that shows the sum of the entered amounts. To set Quantity by Fields and Values, follow these directions:
Start by going to Available Quantity and select Quantity by Fields and Values.
You can select one or more Field Names to create a table for quantity entry.
Selecting one Field Name displays the possible values for the field and allows you to enter quantities based on the values (as shown below).
Selecting additional Field Names increases the number of combinations in which quantities can be added (as shown below).
If you are trying to remove a Field Name you will be alerted that deselecting that field name will remove any combinations that are included in the table
Previewing the Online Order Form
After creating the Order Form, it would be to your benefit to preview the form (to see what the players will see). To preview the form, navigate to Orders > Special Orders > Online Order Forms > Actions > Preview.
Below is an example online order form for an invitational.
Members can scroll through the uploaded images for each item. They will also be able to zoom in when hovering over a picture to get a better look.
Editing the Online Order Form
You can edit your online order forms at any time before or after sending the form. However, the process of editing a form will depend of if you are editing items within the form before or after an order was placed for that item. As a best practice, we always recommend reviewing your online form before it is sent to your golfers, to ensure all information is accurate and up to date.
Editing an Online Order Form Before Sharing the Form
Before sharing the online order form with the golfers, you may need to make some changes to it. To make changes to the form, go to Orders > Special Orders > Online Order Forms > Actions > Edit Form. Make the necessary changes and "Save" the form. For details on designing the form, Click Here.
Editing Items After Sharing the Online Order Form, but Before Orders are Placed for that Item
Even if you have sent an online order form to members, circumstances may require you to edit an item within the form. If no orders have been placed for the item, you can make changes just like you did before sending the online form. Go to Orders > Special Orders > Online Order Forms > Actions > Edit Form. Make the necessary changes to the item and "Save" the form. For details on designing the form, Click Here.
Editing Items After Sharing the Online Order Form and Orders are Placed for that Item
Circumstances might arise where you need to edit items in an online order form after an order has been placed. In this case, editing the item varies slightly. To edit an item after orders have already been placed, follow these directions:
Go to Orders > Special Orders > Online Order Forms > Actions > Edit Form.
For the item with orders placed, click the "Archive & Duplicate" button (as shown below).
Make the necessary changes and "Save" the form. For details on designing the form, Click Here.
Sharing the Online Order Form with Golfers
When syncing a Golf Genius TM Event Roster, you will be able to share the Online Order Form with individuals on your Golf Genius TM Event Roster. When sharing the form, you can send it via email or text message. To share the form with golfers on the event roster, use one of the following options:
Important Note:
When sharing the form via email or text message, as outlined in the linked articles, players will receive a text message with a UNIQUE link. These links are unique to each player and identify the player when importing the completed form into the Player Order Status pages. Further, if multiple people receive the same link, they will change each other's orders. Because of this, it is important to only send the form from Golf Shop, as outlined in the articles, to players on your Golf Genius TM Event Roster so each recipient receives a unique link.
Tracking Player Order Status
Within Golf Shop, you will have a page where you can view your Golf Genius TM Event Roster, the status of their orders, and the options to send additional communications, or edit their orders on their behalf (as shown below).
To access the Player Order Status Dashboard, go to Orders > Special Orders > Online Order Forms > Action (dropdown) > Player Order Status for the form you would like to see the player order status.
On the Player Order Status Dashboard you will have several options:
Sync "Event Name" Roster: Every time you visit this page, the roster will be synced, however, you can also manually sync the roster by clicking this button.
Filter Players: You can filter the players using the following options:
Name: Filter by a whole or partial name.
Order Status: Filter by order status (i.e., Ordered, No Order).
Roster Status: Filter by roster status (i.e., On Roster, Deleted).
Remaining Credits: Filter by credit/points status:
Credits remaining: The player has credits or points still available.
No Credits remaining: The player has used all their credits.
Amount due: If you selected the options "Items available for purchase" or "Items available with $ credit and also available for purchase," you can see which players have a balance due.
Reset: If you have applied a filter, click "Reset" to remove the filter.
The player order status page has a complete list of all the players on your event roster. The following information is contained in the list for each player:
Player Name: The players name as it shows on the event roster.
TM Event Status: Are they currently on the roster or have they been deleted.
Order Status: Has the player placed an order or not.
Order Date and Time: If the player has placed an order, when was it placed. This will include a date and time stamp.
Remaining Credits: If the player could purchase with credit, how much do they have remaining.
Item(s) ordered: A list of all the items ordered for the player.
The following actions can be taken for the individual players using the action dropdown:
Those who have not yet ordered:
Send Reminder Email: Send a reminder email to this player, and all players who have previously received an email but have not placed an order. If you wish to send the reminder to the specific player, in the email template, set the send email to option as "Specific Players."
Place Order for Player: You will be taken to the online order, where you will "become" the player and can place an order on the player's behalf.
Those who have ordered:
Edit Order: Selecting this option brings you to the special order dashboard and opens up the special order form for the specific order.
Place Order for Player: You will be taken to the online order, where you will "become" the player and can place/edit/update an order on the player's behalf.
Cancel Order: This will cancel the special order and update the item with strikethrough.
Sending an Email to New Players
To send a reminder email for an online order form, go to Orders > Special Orders > Online Order Form > Action Drop-Down > Send by Email. Select the option "New Players" (as shown below). Edit the from, reply to, bcc, subject, and modify the email body. Click "Send Online Order" to immediately send the email.
Sending Reminder Emails
To send a reminder email for an online order form, go to Orders > Special Orders > Online Order Form > Action Drop-Down > Send by Email. Select the option "Reminder Email" (as shown below). Edit the from, reply to, bcc, subject, and modify the email body. Click "Send Online Order" to immediately send the email.
Exporting Detailed Player Order Report
Our Detailed Order Report contains useful information to assist with your online order tracking. You can export the detail player order report by navigating to Orders > Online Order Forms. Click the action dropdown for an online order and click "Export Detailed Report" (as shown below).
This report includes multiple tabs:
Order Summary: A summary page of orders by item included in the online order form.
All Vendors: A detailed list of all items ordered.
Vendor Tab: A unique tab for each vendor, with a detailed list of all items ordered for that vendor.
The All vendors and each individual vendor tab includes valuable information, such as:
Ordered Date (default sort)
Member First Name
Member Last Name
Customer Type
Email
Cell Phone
Member Number
Vendor
Item Name
Category
Units
Description
All Item Fields
Wholesale
Selling Price
SKU
You can generate this report for specific online order forms, giving you the precise report you want. Check out the example report below.
Online Order Form Dashboard
When using an online order form, it is important to review and understand the dashboard. This is where you will go to create, manage, and view existing order forms. To access the Online Order Forms from Golf Shop, go to Orders > Special Orders > Online Order Forms (as shown below).
You can also access the Dashboard from your TM event/league from the following locations:
The Event Menu: Go to Event/League > Player Gifts.
Registration Center: Go to Registration Center > Registration Setup tab and scroll down to the Player Gifts section.
From each order form, you will also have an action dropdown menu with the following options:
Preview: This allows you to preview the order form from your members' perspectives without sending it via email.
Send by email: Send the online order form to golfers in your TM Event/League Roster via email. For more details about sending the order form, Click Here.
Automated Communications: Enable the ability to send automated email and text messages about the online order form to players on event rosters. The initial message will be sent to everyone on the roster either when the online order form is first opened or, if the form is already open, the moment this feature is enabled. Additionally, any players added to the roster later will automatically receive the message. For complete details, Click Here.
Send by text message: You can also send the online order form by text message in conjunction with email. For more details about sending the order form, Click Here.
Place Order for Player: If a player from a TM Event Roster asks you to fill out an online order form on their behalf, you can do it using this action. For more details, Click Here.
Edit Form: The online order form can be edited anytime, whether closed or open. For more details about editing the order form, Click Here.
Player Order Status: If you have synced your form to a Golf Genius TM Event Roster, you can see the event roster, their order status, and take additional action. For more details, Click Here.
Form Settings: When creating the online order form for the first time, you will be able to set some basic parameters, the name, open and close dates, the form type (i.e., are items for purchase, do they have points or credit, no cost), and more. You can make adjustments to those settings by selecting this option. For more details, Click Here.
Export Detailed Report Settings:
View Delivery Reports: View the status of the email. For more details about delivery reports, Click Here.
Close/Open Form: Open and close the online order form for members to place and edit orders.
Archive: Whenever an online order form is no longer in use, we recommend archiving it.
Delete: Remove the online order form. Note: Do this with caution, as this action is permanent, and the online order form cannot be recovered. It might be better to archive than delete.
Frequently Asked Questions
Can I add additional vendors?
Yes, additional vendors can be added to your vendor roster for use. For details on adding additional vendors, Click Here.
What happens if a player registers late for the Event/League?
Because TM and Golf Shop are synced, any player added to the TM roster will automatically appear in the Golf Shop Player Order Status dashboard. Managers can send order form links to new players as outlined earlier in this article.
How are player substitutions handled?
If "Member A" is replaced by "Member B" in TM, Golf Shop will update to reflect the new player. To collect their preferences, the manager can either email them the link or use the "Place Order for Player" button in Golf Shop to enter their choices manually.
Can a player's size be changed after they have submitted their form?
Yes. Golfers can revist the link they were provided and update their order at anytime as long as the form is still open. Additionally, staff can edit any existing order within the Online Order Form Summary in Golf Shop from the Order Form Dashboard or the Player Order Status page.