A league week, start to finish

Quick answer. Open the week with Manage This Week. Press Generate Pairings to make the groups, Prepare scorecards now to get the cards ready, and Open Scoring when golfers are on the course. When they are done, press Close Scoring, then Finalize Results. Five things can email your golfers: Send Notifications, the Send button under "Scoring Is Open", Send Reminder, Send Results, and the ticked box inside Finalize Results. Generate Pairings, Prepare scorecards now and Open Scoring send nothing. Four of the five send the moment you press them, with no question first.

Who can do this: an Admin. The Manage Week page is for Admins only. An Organizer who presses Manage This Week gets a simpler page, described at the end of this one. Who can do what in your club has the full list.

Before you start

Start your league first. The league needs to be started and its golfers enrolled. Each golfer needs an Email on their player record, or none of the messages below can reach them. The weeks are already on the calendar from the day you made the league.

The steps

1. Open the league and press Manage This Week. The page is headed Manage Week and says COMMISSIONER · LEAGUE WEEK, with the week's date, tee time, course and number of players. You do not have to wait for league night. You can build everything days ahead.
2. Read Week Readiness. It has a row for Players are set, Pairings are ready, Start time is set and Scorecards are ready, and a count such as "2 / 4 ready". A fifth row, Players were notified, is marked optional.
3. Under What do you want to do?, press Generate Pairings. The page says "Pairings generated successfully." and the Pairings are ready row shows how many groups were made, such as "2 groups are set (Tee Times)". No one is emailed. Set up the week: groups and tee times shows how to change the start time, the group size or the start holes first.
4. On the Scorecards are ready row, press Prepare scorecards now. The page says "Scorecards are ready — you can print the field packet now." and the row reads "8 scorecards are ready · QR enabled". The top of the page now says Ready to Open Scoring and "Everything is ready." No one is emailed.
5. Optional: press Send Notifications. There is no question first. It emails every golfer in the week who has an email address, with the subject "Tee times are posted" followed by the league's name and the week, and a link to the tee sheet. The page says "Players have been notified about their scorecard packet." Press it once.
6. On league night, press Open Scoring when golfers are on the course. There is no question and no email. The page says "Scoring is now open. Players can enter scores from their phones." and the top changes to Scoring Live, with a count such as "0 of 2 groups have submitted scores." To tell golfers, use Send under Send a Message, in the "Scoring Is Open" row. It asks nothing first and says "Players notified that scoring is open."
7. Watch Scoring Progress. Each group is listed with a line such as "0 / 4 players scored". A group counts as submitted once every golfer in it has a score. Press Enter beside a group to enter or fix scores yourself. How scoring works on game day shows what golfers see on their phones.
8. When the round is over, press Close Scoring. A box asks "Close Scoring?" and tells you how many groups have not submitted. Press Yes, Close Scoring, or Cancel. The page says "Scoring is closed. You can reopen it below if needed." A Reopen button waits under Fix a Problem.
9. Press Finalize Results. A box asks "Finalize This Week?" It says finalizing will lock the scores, update the season standings and recalculate handicaps. It has a ticked box, Email players that results are posted. Untick it if you do not want the email. Press Yes, Finalize Week, or Cancel.
10. The page says "Week finalized." and the top reads Week Final. Back on the league page, THIS WEEK moves on to the next week.

What you should see

Week Final at the top of the week, your golfers on the league's standings, and the next week showing as THIS WEEK.

The Send a Message section

Under Send a Message there are three more buttons. None of them asks a question first.

• Send (in "Scoring Is Open"): tells every golfer in the field that they can enter scores now. It only works while scoring is open.
• Send Reminder (in "Remind Missing Players"): the page says "Reminder sent to 2 pending group(s)." It does not email only those groups. It sends the same "Score entry open" message to the whole field, so golfers who already finished get it too. Use it sparingly.
• Send Results (in "Send Results"): shares the final results with every golfer. It waits until the week is finalized. If you left the box ticked in step 9, golfers already have a results email, and this sends a second, different one. The page says "Results sent to all league members."

If it goes wrong

• The top of the page says "Generating Pairings…" and "Pairings are building automatically. This takes a few seconds", and it never changes. On a week that is still days away, Back9Ops can build the groups by itself when your league has automatic pairings on, and it waits until the week is close. Do not wait. Press Generate Pairings.
• Open Scoring is greyed out. The button reads "Not ready yet" and "Available after scorecards are ready". Press Prepare scorecards now on the Scorecards are ready row, and it lights up. A league week will not open scoring until its cards exist.
• You pressed Send Notifications and meant to wait. The email has gone to everyone with an address. Press it once, when the groups are final.
• A golfer says they got nothing. Check their player record for an Email. The green messages ("Players have been notified…", "Players were emailed.") appear even when no one had an address, so the green message does not prove anyone was mailed.
• You pressed Close Scoring too soon. Press Reopen under Fix a Problem. A box asks "Reopen Scoring?" Press Yes, Reopen Scoring. The page says "Scoring has been reopened. Players can now enter or edit scores." Golfers can enter and fix scores again.
• You finalized and a score was wrong. Press Reopen, fix the score with Enter Scores, then finalize again. The box says the standings are updated again when you finalize again.
• Finalize Results is offered before anyone has scored, or while scoring is still open. The page lets you. The box warns "Only 1 of 2 teams have entered scores" and "1 group(s) with missing scores will be excluded", and a group nobody scored in gets no points. Close scoring first and read the box.
• The box says "teams" in a league of single golfers. It is the same box. Read "teams" as "groups".
• A golfer was left out of the week. Press Attendance under Fix Player Assignments to add or remove players. It opens the week's attendance page, where "Step 1: Who's out this week?" lists the golfers and + Add someone who's out records an absence.
• The page says "Access denied" and you are the Admin of a club you made just now. The page only learns you are an Admin when you sign in. Press Sign Out, sign in again and press Manage This Week again.
• You are an Organizer and the page says "Access denied". That page is for Admins. Use the league's Manage This Week button, which takes you to the page described below.

If you are an Organizer

Manage This Week takes you to a page headed with the week and the league's name, with a Run this week list of four steps: Build Pairings, Print Field Packet, Open Scoring and Finish Week. The next step is marked CURRENT and later ones say LOCKED until the step before is done. Press Build pairings, then Open scoring when golfers are on the course. Print Field Packet is optional and stays marked LOCKED. Skip it: the page moves on to Open scoring without it. Finish week asks "Finish this week?" and has the same ticked box, Email players that results are posted. Press Yes, finish week. The page says "Week finalized." and the top reads Final. A section called More holds Email players and Change setup, and Show detailed week tools opens the round setup and the groups. The steps are the same jobs, in the same order.

Director's tip

Build the groups and prepare the cards the day before, and send the notification once, then. On league night all that is left is Open Scoring, and later the two buttons at the end.

Related

• Start your league
• Set up the week: groups and tee times
• How scoring works on game day
• Who can do what in your club

Still stuck?

Email support@back9ops.com and tell us the league's name, which week, and what the Manage Week page showed.