Setting Up a Tournament

Everything in this guide happens on the Tournaments page of the admin interface, with two optional on-course surfaces joining in on event day: the scorekeeper tablet (/scorekeeper) and the cart screens. This walks a tournament from creation to payouts in the order you’ll actually do it.

1. Create the tournament

Click Create Tournament and work down the form:

1. Name, date and description.

2. Format — one of:

   Format	Scored as
   Stroke Play	Individual gross/net strokes
   Scramble	One team ball per hole
   Best Ball	Best individual score per hole counts for the team
   Shamble	Team drive, individual play-in
   Stableford / Modified Stableford	Points per hole against par
   Skins	Holes won outright, paid from the pot

3. Holes and rounds — 9 or 18 holes, and for multi-day events the number of rounds. Round 1 is created automatically; multi-round events can select a course per round.

4. Team Event — check it for scramble/best-ball style formats and set the team size.

5. Handicaps — check the handicaps box and set the handicap percentage: 100% for a full-handicap event, lower for partial-handicap formats.

6. Optionally set an entry fee and a purse.

2. Understand the status workflow

A tournament moves through Draft → Open → Active → Completed, and can be Cancelled at any point (a cancelled event can go back to Draft). Advance it with the status buttons on the tournament page.

The one that bites people: scores can only be entered while the tournament is Active. If a scorer reports an error saying scores can’t be entered, check the status before anything else.

3. Register players

Open the tournament, click Add Players, and search the membership — players can be added individually or in bulk, and guests can be registered alongside members. Assign group numbers as you go, or skip that and click Auto-Generate later to build the playing groups automatically, either at random or seeded by handicap.

Handicaps are snapshotted at registration. You enter each player’s handicap index when you add them, and ClubCore computes their playing handicap from the course’s slope, rating and par, adjusted by the tournament’s handicap percentage. Because the snapshot is taken at registration, a later change to a member’s index doesn’t silently reshuffle an event that’s already set.

Entry fees bill automatically. If the tournament has an entry fee, adding a member to the roster immediately posts that fee as a charge to their member account — and marking them withdrawn, or removing them from the roster, automatically reverses it. Confirm the fee is right before you register the field.

For team events, enter a team name on each participant to group them into teams.

4. Flights

Larger fields split into flights (Championship, A Flight, B Flight…). On the tournament page, add a flight with a name and an optional handicap minimum and maximum, then assign each participant to a flight from the roster. Standings are ranked within each flight.

5. Choose a scoring mode

Each tournament has a scoring mode that controls who is allowed to submit scores:

Mode	Who scores
Scorekeeper only	Staff and the scorekeeper tablet; cart screens show the event but can’t submit
Cart entry	Golfers enter their group’s card on the cart screen
Both	Either surface may submit

The mode is enforced on the server: in scorekeeper-only events a cart that tries to submit gets a clear “cart scoring is disabled” error rather than silently contending with the official scorer for the same card. Staff entry is never blocked by the mode — if a cart breaks down mid-round, the admin interface can always finish the card.

Use scorekeeper only for events with an official scorer (club championships, anything with a purse), cart entry for casual member events where groups keep their own card, and both when volunteers cover some groups and carts cover the rest.

6. Enter scores on event day

Once the tournament is Active, scores flow in three ways:

• Admin interface — open the tournament, click Scoring, select a player or group, and enter hole-by-hole scores. Supports individual and batch entry.
• Scorekeeper tablet — volunteers browse to /scorekeeper on any phone or tablet, sign in with a 4-digit PIN, and select the active tournament. Their entries sync to the admin interface in real time.
• Cart screens — in cart-entry and both modes, groups enter their card on the cart’s screen as they play, over the same club-owned LoRa radio link the cart uses for ordering — no course wifi required.

7. Run the live leaderboard

The leaderboard recalculates automatically as scores land — rankings follow the tournament format (strokes, points, or team scores), with a full view and a compact view. Click Leaderboard from the tournament page and project it on a clubhouse screen; the board updates itself live as scores land — carried in from cart screens over the club-owned LoRa radio mesh and from scorekeeper entries — with no refreshing needed. Members can also follow the standings from the member portal.

For a Skins event, the tournament page shows the running skins results as play progresses — which holes have been won outright, and what each skin is worth from the pot.

8. Close out

When the last card is in:

1. Review the final leaderboard and, for skins events, the per-hole payout breakdown — each skin’s value is calculated from the pot automatically.
2. Advance the status to Completed.

Entry-fee charges are already on each player’s member account from registration, on the same books as the rest of the club, and tournament results feed the reporting module alongside revenue and activity reports.

Where to go next

• On-course cart & kitchen display — the LoRa link the cart scoring and live leaderboard ride on.
• Point of Sale & F&B — how tournament-day food and beverage runs on the same books as entry fees.

Want to run one yourself? Try the live demo, see plans, or get in touch.