Quick start

This is the order that works: make the site yours, set the season's rules, add courses and members, then run your first outing. Most societies are up in an evening.

1. Accept your invitation

Whoever set your society up sends you a link. It opens a page to set a password, then takes you into the admin portal. The first time in, the portal asks you to add an authenticator app (Google Authenticator, Microsoft Authenticator, Authy or 1Password all work): scan the code, type the six digits, done. From then on you sign in with your email, your password and a code from the app. Everything under Admin needs this; the public site needs nothing.

Lost the link, or it has expired? Ask the person who invited you for a new one — links last 24 hours and work once. Opening it shows a Continue button; nothing happens until you press it, so it is safe to send through WhatsApp.

2. Make the site yours

Settings → Society — name, badge and colours

• Society name and short name. The name is on every page; the short name labels the icon when someone adds the site to their phone's home screen.
• Badge / logo: upload a PNG with a transparent background if you have one. The site makes the header badge, home-screen icons and browser icon from it, and picks a colour theme from the logo's strongest colour. Don't like the colour it chose? Type a hex colour (for example #1F6F43) and apply it, or go back to the default gold-on-black.

Settings → Currency and competition names

• Pick your currency before you enter any money. Every fee, price and ledger amount is in this currency and shows with its symbol.
• Some societies don't call the last-place competition the wooden spoon. Type what you call it and that name is used everywhere.

Settings → Payments — shown on the public Pay page

• Revolut tag and/or bank details, an account name, and a hint about what reference to use. Members see these on the public Pay page with a QR code for the Revolut link. Only put here what you are happy to show members.

Settings → Links: optional links to a club website for the footer and admin menu.

3. Set the season's rules

A season is a calendar year. One is created for you; check it under Settings → Season.

• Opening balance: the kitty carried forward from last year.
• Membership fee and match play entry fee.
• Championship points by position: 20, 18, 16, 14, 12, 10, 9, 8, 7, 6, 5, 4, 3, 2, 1 means 1st gets 20, 2nd 18 and so on. Positions beyond the list score nothing.
• Spoon points: 3, 2, 1 means last gets 3, second last 2, third last 1.
• Handicap rule: the defaults are the classic society rule (cut by finishing position, extra cut for a big score, small increase for a poor one). How handicaps work explains each number; leave them unless your society does it differently.

Next year, Create a season copies these rules into the new year and you tick make it the current season when you are ready to switch.

4. Add your courses

Settings → Courses: name, town and country (shown as a flag next to the course). Phone, email and notes are for the committee only — they are never shown publicly.

5. Add members

Members → Add a member: full name, their status this season and their starting handicap — the exact handicap they start the year on, for example 14.3. Email, phone and home club are private to the committee.

• Member pays the membership fee and counts in the standings.
• Guest plays in outings without the membership fee.
• Lapsed keeps the name on record without a fee or a place in the standings.

Each member's page shows their statement (what they owe and have paid), their payments, their rounds and their handicap history. When someone pays their membership, use Record a payment there, or the paid toggle on the Members list.

6. Put the fixtures in

Events → New event: name, date, course, first tee time, price per head and what it includes. A normal outing is one round; a weekend is one event with two rounds (add the second day under Rounds on the event page) and can take a member deposit.

On the event page the Details card is your planner: status (planned → booked → played), how many you have booked for, the deposit due to the club and its cost per head, public notes members should see and private notes for the committee. Nothing in the planner is public except the price, what it includes and the public notes.

7. Run the outing

On the event page:

1. Members: add everyone who is playing. This is also where you record their outing fee as they pay, and where a winner's free round (the winner's credit) is applied. The public event page lists who is playing with a paid tick, so members can see they are in and settle up (Settings → Public site turns the tick off).
2. Tee times: set the first tee and the gap between groups, then Generate. Groups are threes and fours, as even as possible, with the smaller groups out first. Randomise reshuffles; Move… beside a name moves a player to another time or swaps two players, for the ones who need an early or late tee; Publish puts the sheet on the public event page and the home page so members can see when they are off, and locks the moves. Unpublish to move players again, or clear the sheet at any time.
3. After the round, go to Results, pick the event and type each player's Stableford score (a blank means they were entered but didn't play). The grid works out positions, championship points and the new handicaps as you type, and shows nearest-the-pin, long-drive and spoon columns. Save recalculates everything on the server and updates the public site straight away.

Standings, the championship table and each member's handicap update themselves from saved results.

8. Keep the money straight

• Fees members pay you: on the member's page or the event's Members card (membership, outing fee, match play entry, weekend deposit and balance).
• Everything else — deposits and fees paid to the club, prize money, sponsorship, the masters sweep — goes in the Ledger.
• Finance shows the kitty, money in and out by category, each event's expected versus paid, and who still owes.

9. Share it

Give members the site address. On a phone, "Add to Home Screen" gives them an icon with your badge. The Pay page is a good one to share directly before an outing. Share the tee times link once you've published a sheet.

10. Bring the rest of the committee in

Settings → Committee admins → Invite an admin: enter their email and you get a link to send them by WhatsApp or email. They set a password and have the same access you do. You can remove an admin from the same card.

Once the first results are in, look at Standings → Handicap movers and the Finance page; if they match the committee's spreadsheet, you can retire the spreadsheet.