When a player can no longer participate in an event, you may need to replace them with a new player. Rather than deleting the old golfer and manually adding a new one—which often requires reassigning pairings, teams, and divisions—you can use the Replace feature.
This tool automatically updates the player with the new player's information, replacing them in the proper location and eliminating the need for you to manually replace them in other locations outside the pairings.
How to Start a Replacement
There are two ways to initiate the replacement flow:
Via the Event/League Roster Actions Dropdown: In the Event Roster, click the Actions button next to a golfer's name and select Replace.
Via the Event/League Player Profile: Directly edit the value in the Membership Number field on a golfer's profile. The system will detect the change and prompt you to follow the replacement flow (as shown below).
Looking Up the New Golfer
Once the replacement modal opens, you can search for the new golfer in the WHS database using:
WHS Membership Number: The most accurate way to find a specific golfer.
Name: Search by Last Name (First Name is optional).
When you select the new golfer, the system will automatically import their WHS profile details, custom fields, and Handicap Index. Any information that cannot be found in WHS will be erased to prevent old data from lingering.
Notes:
Information not related to personal info (such as the Registration tab) will remain unchanged to maintain the golfer's spot in the event.
Important Considerations & Constraints
To maintain data integrity and prevent errors, please keep the following rules in mind:
Existing Players: You cannot replace a player with someone who is already in the Event Roster. If you try, the system will notify you that the golfer is already part of the event.
Active Leagues: To prevent a new golfer from "inheriting" the scores or results of a previous player, the Replace feature is disabled once the first round of a league or event begins.
Invoices: Any existing invoices or refunds remain linked to the original golfer’s payment ID (e.g., Stripe or Credit Book).
Messaging History: Email and text message delivery reports will still show the information for the original recipient.
Account Unlinking: The system will automatically unlink the previous golfer's Golf Genius account and Member Card and link the new player's credentials.
Activity Logs
Every replacement is tracked for transparency. You can view these changes at any time by checking the Activity Logs, which will show exactly when a player was swapped and by whom.