This guide is for the following Golf Genius Tournament Management products using the Player Gifts feature for their Events/Leagues:
By syncing your Golf Genius TM Event Roster utilizing the TM Player Gift feature, you can easily share order forms via email or text. You can also automate these communications, ensuring every participant receives timely notifications with minimal effort.
In this article, we will discuss how to use automated communication with Online Order Forms and TM Player Gifts. If you would prefer to share the online order for manually, Click Here.
How to Enable Automated Notifications
Before you can set up automated communications, you must take a few steps to allow these automated notifications:
Set a Closing Date: When creating a new form, a valid closing date is required for your Online Order Form. This date is necessary for the automated communication feature to work correctly.
Save the Form: After selecting the TM Event and setting a closing date, click Save. This action enables the communication link between your Golf Shop Online Order Form and the TM Event roster.
Setting Up Automated Messages
Once the online order form is created and synced with the TM Event Roster, you can access the automated communication settings by following these directions:
From the Online Order Forms dashboard, locate the form associated with your event.
Click the Actions dropdown menu and select Automated Communications (as shown below).
This will open a new page with two tabs:
Email Template
Text Message Template
Toggle between the tabs to take the following actions:
You can edit the bodies of both emails and text messages at any time. Note: More details on editing these tabs are below.
To enable or disable notifications, toggle the corresponding switches in each template tab (as shown below). Note: The Online Order Form must be open or have an open date set in the Form Settings to enable the notification.
After toggling the switch, you will see one of two messages that you will need to confirm:
If the Form is closed with an open date set: If you are enabling the automated messages before the form is opened, the automated message will be sent on the date/time the form is scheduled to open (as shown below). Additionally, all future players (who have not received the notification) will be sent it when added to the roster.
If the Form has already been opened: If you enable automated messages after opening the form, the automated message will be sent immediately after pressing the "Save" button on the Automated Communications page. Additionally, all future players (who have not received the notification) will be sent it when added to the roster.
Click "Confirm" on the enable automated notification pop-up.
After making all adjustments, click "Save."
Email Template
The main tab on the Automated Communications page is for the Email Template (as shown below).
This page contains all the familiar elements when customizing automated emails. You can customize the body of the email using the rich text editor, add available fields, update the subject line, and manage the "From" line, set a "reply-to" address, and include additional emails using the "BCC".
To enable automated emails, simply toggle the "Enable Automated Emails" switch to the ON position. Once enabled, the system will manage email sending to players on the roster.
Further, review the recipient list by clicking the player count (as shown below).
Within the recipient list, players in gray text have already received an email, or do not have an email. These individuals will not be sent an automated email.
Text Message Template
Clicking the Text Message Template tab switches the view to the text message editor (as shown below).
This page provides a clean, simple interface for customizing the content of the text message players receive. Like the email editor, this page also contains all the familiar elements when customizing automated text messages. Edit the text message as needed by changing the body, and include some of the many fields available.
To enable automated text messages, toggle the "Enable Automated Text Messages" switch to the ON position. The system will then automatically send the text message to players on the roster who have a valid mobile number in their profile.
Further, review the recipient list by clicking the player count (as shown below).
Within the recipient list, players in gray text have already received a text message or do not have a phone number. These individuals will not be sent an automated email.
How and When Messages are Sent
The system is designed to send messages at key moments to ensure all players are notified, even as rosters change.
Initial Send: The first message is sent to all players on the current roster. This happens automatically either when the online order form is first opened or, if the form is already open, the moment you enable and save the automated communication settings.
Ongoing Send: After the initial message, any new players who are added to the event roster will automatically receive the same notification. This ensures everyone gets the message, even if they register at the last minute.
Note: Players who have already received a message (either manually or via automation) will not receive another one. The system prevents duplicate messages from being sent.
Review the Form for Accuracy (before sharing)
While this sets up automated email and text messages, it will be to your benefit to review your online order forms before the messages are sent, following these instructions:
Go to Orders > Special Orders > Online Order Forms > Action > Edit Form.
Review the entire form for accuracy.
Click Save.
**Important Note**
Please review your entire online order form to ensure all information is entered accurately. You can only make edits to the order form before any orders are placed.
Once an order is placed, your ability to edit items within the form will be limited to the total number of units available.
Other Useful Information
This feature includes several other helpful functions:
Roster Updates: Any changes to the TM Event roster (adding/removing players or updating player information) will trigger an automatic sync with Golf Shop.
Visual Indicators: After you enable automated communications and save, icons will appear next to the Online Order Form name on the dashboard (as shown below). Hover over these icons to see which type of automated message (email or text) is enabled. Note: If the form has been closed, these icons will not be displayed.
Closing or Archiving: If you close or archive your Online Order Form, the automated communication feature will automatically be disabled.