This feature is available for the following products:
Note: Group Leaders is currently in Beta. Features and behavior may change as development continues.
Many clubs have regular games that are organized by a Player rather than by club staff, such as a weekly morning game or a weekend group. Group Leaders lets Customer Managers invite trusted Players to create and run games for their own private groups, while the club keeps full visibility and control of everything they create. Group Leaders set up single-round events through a guided setup wizard and run them from a live results page.
In this article, we will discuss:
Enabling Group Leaders
Managing Groups
Creating and Managing Groups
Managing Group Leaders
Group Events in the Customer Center
Group Leader Permissions
Group Event Exclusions
Disabling Group Leaders
Group Event Limitations
Group Leader Resources
Enabling Group Leaders
Group Leaders is turned off by default. To enable Group Leaders, follow these directions:
From the Customer Center, navigate to Customer Settings > Beta Programs.
Locate the Group Leaders section and select "Enabled" (as shown below).
[Screenshot needed: TM-GL-01 – Group Leaders section on the Beta Programs page]
Click "Save" to apply the settings.
Note: The Beta Programs are only available to accounts enrolled in the Golf Genius beta program with available beta features. To enable Group Leaders on an account without the Beta Programs page, contact your Golf Genius Account Manager. For more on Beta Programs, Click Here.
Enabling Group Leaders does not change any of the account's other events, leagues, or trips. Quick Event Setup and the event pages work the same as before. Only events created for a group open in the group setup wizard and results page.
Managing Groups
Once Group Leaders is enabled, Customer Managers can open the Manage Groups page in either of the following ways:
Master Roster Menu: From the Customer Center, navigate to Master Roster > Manage Groups.
Customer Center: Click the "Manage Groups" button (as shown below).
The Manage Groups page lists every group on the account. From each group, Customer Managers can go straight to the group's roster or to the group's events in the Customer Center (as shown below).
Creating and Managing Groups
A group brings together the Group Leaders who run it, the Players they play with, and the events they create for them. Each group has its own roster, separate from the account's Master Roster.
Creating a Group
Only Customer Managers can add Group Leaders to a group, so the club always decides who runs it. To create a group, follow these directions:
From the Customer Center, navigate to Master Roster > Manage Groups.
Click "New Group."
Enter the Group Name (as shown below).
Click "Add New Leader."
In the Invite New Leader window, enter the leader's details using one of the following options (as shown below):
Quick Search in Master Roster: Type at least three letters of the Player's name and select them from the results. Their first name, last name, and email fill in automatically, and the leader is linked to their existing Player record.
Manually: Enter the leader's details manually:
First Name
Last Name
Email
Click "Save" to add the leader. As leaders are added they will appear in the Group Leader list (as shown below) with one of the following statuses:
Registered
Non-Registered
Note: Details on the "Status" of a group leader can be found below.
Repeat steps 4–6 to add more leaders.
Click "Save" to create the group.
Group Leader Invitations
Once the group is saved, each leader in the Group Leaders list will receive an email based on their status:
Not Registered: The player has not been registered on your master roster or any other organization's master roster. This group leader will receive an invitation email to setup their account (as shown below).
Registered: The player has previously been registered on a master roster or group. This group leader will receive an invitation email informing them that they are a group leader and can sign in to get started.
The emails are sent in the club's name, and replies go to the Customer Manager who sent it.
Note: Group Leaders can also create their own groups and automatically become the leader of any group they create.
Renaming a Group
Customer Managers can rename any group from the Manage Groups page. Group Leaders can rename the groups they lead.
To rename a group, follow these directions:
From the Customer Center, navigate to Master Roster > Manage Groups.
Click the action dropdown on the right-hand side of the row for the group you wish to rename.
Click "Edit" (as shown below).
Update the Group Name.
Click "Save" to confirm changes to the group.
Deleting a Group
Only Customer Managers can delete a group from the Manage Groups page. Group Leaders can rename the groups they lead but cannot delete those groups.
To delete a group, follow these directions:
From the Customer Center, navigate to Master Roster > Manage Groups.
Click the action dropdown on the right-hand side of the row for the group you wish to delete.
Click "Delete" (as shown below).
Confirm you wish to delete the group in the pop-up by clicking "Ok".
The following occurs when deleting a group:
Removes every Group Leader from the group, with the same effects as removing each leader individually (see Managing Group Leaders below).
Deletes the group's roster.
Keeps the group's events, which remain in the Customer Center under the Groups category, where Customer Managers can still open, archive, or delete them.
Managing Group Leaders
Customer Managers can add and remove Group Leaders on any group at any time. Group Leaders cannot add or remove other leaders.
Adding a Group Leader to an Existing Group
To add a Group Leader to an existing group, follow these directions:
From the Customer Center, navigate to Master Roster > Manage Groups.
Select the group to open it.
Click "Add New Leader" (as shown below). Note: Clicking "Add Group Leader" on the group's roster opens the same invitation.
In the Invite New Leader window, enter the leader's details using Quick Search in Master Roster or manually by adding the First Name, Last Name, and Email fields.
Click "Save" to add the leader.
Click "Save" to apply the settings to the Group.
Leaders are also added to the group roster if they are not already part of the group. Additionally, these new group leaders will receive an email inviting them to set up an account or access the group, as outlined in the Group Leader Invitations section earlier in this article.
Note: Group Leader invitations cannot be resent. To send a new invitation, remove the leader and add them again.
Removing a Group Leader
To remove a Group Leader, follow these directions:
From the Customer Center, navigate to Master Roster > Manage Groups.
Select the group to open it.
Click the trash icon in the Actions column of the leader's row and confirm (as shown below).
The group leader seat is freed immediately, so a new leader can be invited in their place.
Removing a leader also does the following:
Removes them from the BCC list of the email templates on the group's events.
Removes their Communication Officer role on the group's events, so they stop receiving copies of the group's event emails.
Removes their access to the Group Leader dashboard, if this was the last group they led on the account.
The leader keeps their Golf Genius account, any other roles they have, their place on the group roster, and the events they created.
Group Leader Limits
Each account can have up to 20 Group Leader seats in use. A seat is one leader on one group, so a Player who leads three groups uses three seats.
The same Player can lead several groups, and each group sends its own invitation.
Adding a Player who already leads the same group displays an error message.
When all 20 seats are in use, "New Group" and "Add Group Leader" are disabled, and "Add New Leader" is replaced by a warning that a leader must be removed first (as shown below).
Group Events in the Customer Center
Customer Managers keep full access to every group event and trip:
Group events appear in the Customer Center under the Groups category, with the usual event actions.
Clicking a group's Events link on Manage Groups or on the group roster opens the Customer Center filtered to that group's events (as shown below).
Opening a group event takes the Customer Manager to the same setup wizard or results page the Group Leader uses. For details, see Setting Up a Group Event and Running a Group Event.
Notes:
When a group event is created, it is automatically assigned to the current season and the Groups category.
The group's first leader is set as the event's Communication Officer, so the event's automatic emails do not go to Customer Managers.
Group Leader Permissions
The table below compares what Customer Managers and Group Leaders can do:
Capability | Customer Manager | Group Leader |
Create a group | Yes | Yes, becomes its leader |
Rename a group | Any group | Own groups |
Delete a group | Yes | No |
Add or remove Group Leaders | Yes | No |
Manage a group roster and send invitations | Any group | Own groups |
Create, clone, archive, or delete group events and trips | Yes | Own groups |
Set up and run a group event | Yes | Own groups |
Import Players from the Master Roster | Yes | Yes |
Add, import, or prioritize courses | Yes | No |
Edit a course on a group event or trip | Yes | Create or edit a copy only |
Event administration menus | Yes | Trips only, without account-wide items |
Customer settings, and reporting | Yes | No |
Group Leaders also cannot change the category, season, or tour of their events, or create leagues or other event types. Group events have no event administration menus, so Group Leaders cannot send other emails or text messages to the field, set up registration, customize the event portal, or add Event Managers. Scoring links are the only messages sent from a group event.
Group Event Exclusions
Group events, trips, and rosters belong to the group, so they are kept out of areas meant for the whole club. These exclusions apply to everyone, including Customer Managers:
Directories: Group events and trips are never added to the club's directories and are filtered out of all directory listings, including those embedded on the club's website and in the Golf Genius App. They are also omitted from the event list when building a directory, and their event settings lack a Directories tab.
Golf Hub: Golf Hub Pages are not available for group events or trips.
Cloning Multiple Events/Leagues: Group events and trips do not appear in the event search. They are cloned one at a time with "Clone Event / Trip," which keeps the copy in the same group.
Integrations: Roster and tee sheet integrations are not offered in the Golfers and Calendar menus. GPS integrations, including cart assignments, are not offered in the round settings.
Golf Genius API: Group events and trips are left out of the event list returned by the Golf Genius API, so integrations that sync the club's events do not pick them up.
Group Rosters: A group roster never appears in the Master Roster and cannot be searched when adding Players to a regular event/league/trip.
Disabling Group Leaders
To turn Group Leaders off, follow the directions in Enabling Group Leaders and select "Disabled."
When Group Leaders is disabled:
The Manage Groups menu entry and button are hidden.
Customer Managers and Group Leaders can no longer open Manage Groups, a group roster, or a group event's setup wizard and results page.
Group events and trips still appear on Group Leaders' dashboards but no longer open.
Nothing is deleted. Existing groups, their Group Leaders, and their events are all still there when Group Leaders is turned back on.
Group Event Limitations
Group events are built for quick, casual games, so they are intentionally simpler than a standard Event/League:
Single Round Only: Each group event is one round. Group events do not aggregate scores or Leaderboards across multiple rounds.
Not for Leagues: Group Leaders cannot create leagues. To let a Player run a league, add them as an Event/League Manager on that league. For details, Click Here.
Limited Formats: Group Leaders choose from a preset list of individual and team formats. Options that do not suit a casual game, such as flighted competitions and 36- or 54-hole play, are not offered. For the full list of available formats, Click Here.
Group Leader Resources
Share the following articles with Group Leaders to help them get started and run their groups:
Getting Started as a Group Leader: Accepting the invitation, the Group Leader dashboard, and the group event process.
Creating and Cloning Group Events: Creating a new event or trip, cloning an earlier one, and the Trip Dashboard.
Managing Your Group Roster: Adding Players, inviting them to Golf Genius, and downloading the roster.
Setting Up a Group Event: The five-step setup wizard, from games to pairings and tees.
Running a Group Event: Sending scoring links, following Leaderboards, and finalizing results.