Build the field the night before

Quick answer. On your event page, find the Field box and press Manage Field. Add golfers who are already in your club's roster with Add from Roster. Add a whole list at once with Add Players from a List. Add a brand-new golfer on the Players page first, then come back and add them. Adding golfers emails nobody unless you tick the box for it.

Who can do this: an Admin or an Organizer. One exception: Add Players from a List is for Admins only. If you are an Organizer and you press it, the page says "Access denied". Ask an Admin to load the list, or add the names one at a time.

Before you start

You need the event. If you opened sign-ups, some golfers may have put themselves in already, and they show up in the same list.

Decide whether you want golfers told they are in. Adding from the roster has a box for it, and it starts unticked. A list import never sends email.

The steps

1. On the event page, find the Field box and press Manage Field. The page is called Manage Field and says how many are "registered". The golfers already in are under Registered Players, with their handicap and a Status.
2. To add from your roster: scroll to Add from Roster. Type part of a name in Search players..., then press + Add beside the golfer. The page says "Player added to the field." If you want them emailed that they are registered, tick Email them that they're registered first. The page then says "Player added and emailed." and the golfer gets a message whose subject is "Registration confirmed" followed by the event's name.
3. To add a list: press Add Players from a List (Admins only). Choose your file. It is a spreadsheet saved as CSV, in one of two shapes: one golfer per row (First, Last, Email, Handicap), or a team sheet with several golfers across each row.
4. The page then says Here is what we read, with a count such as "3 players, one per row." Nothing is saved yet. Beside each golfer you can pick Add as a new player or Leave out, and the tees, Men's or Women's. Everyone starts as Men's, so change the women's tees here. Press Add 3 players to this event (the number is your count).
5. The page says All set and "3 added to the field". Golfers who were not in your roster are created there too. Press View the Field to look.
6. To add a golfer who is not in your roster at all: open Players in the left menu and press Add Player. Fill in First name, Last name and, if you have it, Email and Handicap index. Look at the box Send invite email after adding. It starts ticked, and it emails the golfer an invitation to Back9Ops, so untick it if you do not want that. Press Add Player, then come back to Manage Field and add them as in step 2.
7. To bring handicaps up to date: press Refresh handicaps. A box asks whether to pull each golfer's latest handicap in from your roster. Press Update handicaps. The page then says how many it changed, such as "Updated 2 players from your roster." If nothing differs it says "Every handicap already matches your roster — nothing to update."
8. To take the list away with you: Field CSV downloads the field as a spreadsheet.

What you should see

The page says how many are "registered", and each golfer is in the list with a Status. Golfers you add show Confirmed, and golfers who signed themselves up show Registered. A dash in the handicap column means the golfer has no handicap on file.

If it goes wrong

• An Organizer pressed Add Players from a List and got "Access denied". That page is for Admins. Ask your Admin to load the list, or use Add from Roster one name at a time.
• A golfer is not in the search. They are not in your roster yet. Add them on the Players page, then search again.
• You added the wrong person. On the event page, in the Field box, press Withdraw beside their name. Before play begins there is no question, and a bar in the Field box says the golfer was removed from the field and offers Put back in. Once the event is live, a box asks "Withdraw this player from the round?" It says any scores they have posted are kept, they are marked WD, and you can put them back in if it was a mistake.
• A golfer you withdrew got an email. Withdrawing a golfer who has an email address sends them a message whose subject is "Your spot is cancelled" followed by the event's name. If it was a mistake, tell them. While the event is still being set up, a golfer waiting on the waitlist is moved into the freed spot.
• A golfer has no email address. They can still be in the field and play. They just cannot be emailed, so they will not get messages such as the tee-time notice. Tell them in person.
• You opened sign-ups after adding golfers and they got an email. Open sign-ups and share the link explains why. Open sign-ups first, or tell them it was just a notice.

Director's tip

Load the list the night before and then read the Registered Players list out loud once, the way you will call it on the first tee. The wrong spelling or the missing cousin is easy to fix tonight.

Related

• Your event's home base
• Open sign-ups and share the link
• Make the groups, by hand or auto-pair
• Set the round: tee times or shotgun

Still stuck?

Email support@back9ops.com and tell us the event's name, which way you were adding golfers, and what the screen said.