Plan a Round – User Guide
Create an outing, invite friends, collect RSVPs, and automatically assign tee times — all in one place.
1
Create outing
Title, course, time zone
2
Invite players
Members + guests
3
Auto-assign tee times
Balanced + fair
What is “Plan a Round”?
Plan a Round is a built-in tool that helps you organize a golf outing, invite friends, collect RSVPs, and automatically assign tee times — without spreadsheets, group texts, or chasing people down.
Tip: Use a recognizable organizer name — it appears in invite emails so recipients know who invited them.
Step 1: Create an Outing
Click Plan a New Round and fill out:
- Title — Example: Saturday Morning Shootout
- Course Name — Example: Cabot Citrus Farms
- Organizer Name — The name invitees will recognize
- Optional Note to Invitees — A short message (dress code, arrival time, vibe)
- Time Zone — Local course time zone
- RSVP Cutoff (hours) — How long before the first tee time RSVPs close
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Outing Create Form (Title / Course / Organizer Name / Note / Time Zone)
Step 2: Set Tee Times
Choose the first tee time, the number of tee times, and the interval (for example, every 10 minutes).
Capacity
Each tee time supports up to 4 players.
Best practice
Pick realistic intervals and set a cutoff (24–48 hours is common).
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Tee Time fields (First tee time / Number of tee times / Interval)
Step 3: Invite Players
You can invite:
- Forum members (they’ll log in to RSVP)
- Guests (email-only) (they can RSVP from their secure link)
Heads up: Invitees receive an email with an RSVP link. Member links go to login; guest links go directly to RSVP.
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Invite UI (Invite members + Add guest emails)
Step 4: RSVPs & Confirmation
Invitees can respond:
- Yes
- No
- Waitlist (if the outing fills)
You’ll see RSVPs update in real time on the outing page.
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Outing page (RSVP status list / confirmed players / waitlist)
Step 5: Tee Time Assignment
When the RSVP cutoff time is reached, the system automatically:
- Locks the outing
- Randomly assigns confirmed players into tee times fairly
- Balances group sizes
- Moves overflow players to a waitlist
Create Outing
→
Invite Players
→
Collect RSVPs
→
Cutoff Reached
→
Auto Assign
→
Play Golf 🏌️♀️
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Tee time assignment results (final groups / tee times)
Important Notes
- Organizer names help invitees recognize who the email is from.
- RSVP links are secure and unique.
- After cutoff, tee time assignments are locked.
- Guests do not need forum accounts.
Best Practices
- Use a recognizable organizer name.
- Add a short note so invitees know what to expect.
- Set a reasonable RSVP cutoff (24–48 hours works well).
- Invite everyone at once instead of one-by-one.