Tournament Management System Manual

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It is a requirement of the Volkswagen Scramble that the results from every

event are processed online from the 2019/2020 season onwards.

Should the PGA Professional/Volkswagen Scramble Coordinator choose to NOT

have their event online, it is on the onus of the PGA Professional/ Volkswagen

Scramble Coordinator to process and finalise the results online.

Your event will not be reconciled and your team/s will not be eligible until this

process has been completed.

Please refer to the following steps in this manual if your event is NOT online to

ensure your meet this requirement.

Task 1: Access to your event online

See Step 1: Accessing the Online System

Task 2: Upload all players into Golf Box via Excel Import

See Step 3.4: Excel Import

Task 3: Check player’s handicaps

See Step 9: Updating Player Handicaps

Task 4: Create a draw

See Step 10: Creating a Draw

Task 5: Enter Team Results

See Step 12: Processing Results

Task 6: Regional Final Entry

See Step 12: Regional Finals: Entering your team

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Table of Contents

1 Accessing the Online System ............................................................................ 7

2 Online Entry Video Tutorials .............................................................................. 8

3 Entering Participants .......................................................................................... 9

3.1 Entering Online: Participants ........................................................................ 9

3.2 Professional / Coordinator: Entering Teams .............................................. 12

3.3 Entering a Social or Guest Player .............................................................. 14

3.4 Excel Import ............................................................................................... 18

4 Replacing Participants ..................................................................................... 22

5 Deleting A Team .............................................................................................. 24

6 Ineligible Teams ............................................................................................... 25

7 Reconciling Payments ..................................................................................... 27

8 Sending a communication via Email ................................................................ 28

9 Updating Player Handicaps ............................................................................. 29

10 Creating A Draw .............................................................................................. 31

11 Producing Scorecard Labels ............................................................................ 35

12 Processing Results .......................................................................................... 36

13 Displaying Event Information via Social Media ................................................ 39

14 Generating Reports ......................................................................................... 40

15 Regional Finals: Entering your team ................................................................ 42

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1 Accessing the Online System

Attaining your Login Credentials

The PGA Events Division will activate your Volkswagen Scramble event and create a

log in that is specific for your event.

You will receive an email as per example below that details your log in and event

details from GolfBox. If your event is NOT online, and you have yet to receive your

log in link, please contact the PGA Events team to send one to you.

Please save the link included in the email; this link is necessary for each time you

login to the system. If you delete this link you will lose access to the system.

Example Email:

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2 Online Entry Video Tutorials

The Online video tutorials are a step-by-step instructional video on how to perform the

common tasks of the Volkswagen Scramble Coordinator in Golfbox. Some of these include:

Quick Entry

Deleting teams

Generating and editing a start list

Creating scorecard labels

Inputting results

The Online Video tutorials are available on MyPGA, under the Events tab, and then by

clicking on the Volkswagen Scramble link. The link will also be provided via email in the lead

up to your event.

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3 Entering Participants

3.1 Entering Online: Participants Participants enter events online at the Volkswagen Scramble website.

Please Note: Only one (1) player is required to enter on behalf of their team.

Enter the following URL: www.vwscramble.com.au.

Click on ‘Schedule’ tab and search for the event via State or Month

Please Note: Online Entry is the preferred method of entry to ensure that participant data is

being captured at the time of entry to meet with sponsor obligations and to allow for future

communications from either the PGA or your Golf Club.

Participants enter the event by selecting the ‘Enter here’ button.

The participant must select ‘Golf Australia’ as the union.

The participant is to enter their Golf Link number, and surname to verify their entry

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The participant then enters the following for each team member.

Golf Link number

Surname

Email address

They must click ‘Search’ before an email is input.

Please Note: If the participant cannot pass this stage, they need to check the following:

Player’s handicaps meet the requirements of the Volkswagen Scramble – Only 2

single figure handicapped players per team

Golflink numbers are valid. Please contact the home club to check validation.

An email address is entered for every player. There must be at least 2 unique

email addresses.

Click ‘Continue’ to proceed with booking

Enter the Age Range into the text boxes for each of the team members.

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Click ‘Continue’ to proceed.

The team has now been entered in the local event and an entry status page will

appear.

Select ‘Pay Now’ to proceed with payment. A confirmation page will display.

Please read and agree to the terms by clicking the check box and then click ‘Pay

Now’

Select the method of payment – Credit Card or PayPal

Enter the details required to process your payment.

Once payment has been processed, an email confirmation will be sent to the

particpant entering the team.

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3.2 Professional / Coordinator: Entering Teams

This process demonstrates how to enter a team. It is different to replacing a player, or

adding a single new team member. Please refer to Section 4 for these instructions.

Log in to Golfbox using the link in the email sent to you by PGA Events staff. If you

have lost this link, please contact PGA Events team to re-send your link.

Selecting the ‘Entries’ tab

Click ‘Quick Entry’ to enter your players into the event by using their Golf Link

number.

Enter the Golf Link number into the ‘Member ID’ field and press enter or the ‘Search’

button to find the player’s details

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Confirm the player is correct and select ‘Add’

Repeat the process for the remaining team members.

Once all four members have been added the box next to each of their names will turn

green, at which point you can press ‘Save’ to return to the entries page

If entering multiple teams at once, hit apply to stay in the window.

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3.3 Entering a Social or Guest Player

To enter a social team who will not be officially participating in the event and do not have an

official Golf Australia Handicap, you can manually input their details. This is to ensure their

data and contact details are captured and the team can be included into your start list/draw.

Start by clicking on ‘Manual Input’ via the ‘Entries’ tab

Fill in the relevant information and follow prompts to enter the player.

Please Note: Name, DOB and HCP are required fields.

If you do not know the Birth date please enter as 1/1/1900. If you do not have a suitable

HCP for the player, place as a social HCP of 27.

Click ‘Next’ to proceed

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Complete the Address, Post Code, City and Email information for the player, and

click ‘Next’ to proceed

Click ‘Next’ at the request screen

Click ‘Save’ to confirm the social player and return to the Entries page.

Repeat the process to include additional ‘Guest Players’ who will participate as a

team of four at your event.

To assign these players into a team, select ‘New Manual Team’

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Select Australia as the country from the drop down menu and click ‘Next’

Simply drag the players from the ‘Available List’ into the ‘Team List’

When all four players are in the team list select ‘Save’.

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This will result in an ‘Accepted Team’ in the ‘Team Summary Field’, and also

accepted players being added to the ‘Player Summary’

This team will need to be excluded from the results blurb.

Click on the team. Click on the ‘Status’ tab and tick the ‘Exclude from results list’.

Press ‘Save’.

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3.4 Excel Import

This step is for events that are not taking online entries. This process involves uploading

every player’s GolfLink number and Email address into the online system so that results can

be processed.

It is a requirement of the Volkswagen Scramble that this data is captured.

Start by selecting the ‘Excel Import Option’ and downloading the Excel template

Open the downloaded file.

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This will provide you with a spreadsheet where you must enter the Golflink number and

Email address of every player that has not entered online.

The PGA Events Team suggests you print this document and place it in the ProShop or

somewhere accessible for teams to fill out the data for you.

OR

Have a digital copy available for access to allow teams to complete for you

The only data you need to capture and insert is:

Golf Link number

Email address

Once you begin to have entrants, you can start to enter the data into the spreadsheet:

Enter the golflink number of each member in the column “Member No.”

Enter the Email address for that member

Repeat process for each team.

Please Note: Ensure to click ‘Save’ after every few teams to save the work. The other

columns are not needed and can be ‘hidden’ if you prefer.

Save the spreadsheet to your computer.

Return to Golf Box to the excel import page.

Upload the spreadsheet via clicking ‘Browse Files’ and locate your saved file. Once

this is selected, click ‘Next’.

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Please Note: That this may take some time for the data to be uploaded depending on

your internet speed.

When the file has completed being uploaded, the participants will appear in the box.

Check all the players have a ‘Green tick box’ next to them. If there are any ‘Red

crosses’, click the drop down box and select ‘Edit’ to recover the issue.

Once all participants are correct click ‘Next’ to proceed.

Follow the prompts to begin the import by pressing ‘Start’

Once you have confirmation of the import, select ‘Finish’

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Please note: Again, this may take some time depending on amount of participants and

internet speed.

These participants will automatically show in the Team Summary if entered correctly.

Please Note: If any teams are ineligible they will display in the ineligible teams section.

Click on the ‘Ineligible’ row to see what team/s are ineligible

The reason is also provided. Please review and correct where applicable. It may be

you need to change a player in the team. If so, refer to the next section (4).

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4 Replacing Participants

This function is used to replace one member of a team that has already been entered i.e. the

player can no longer play and is being substituted out.

Please Note: DO NOT DELETE THE PLAYER. Instead you will add the new member and

then replace the player leaving the team.

To upload the ‘new’ player coming into the team

Click ‘Quick Entry’ and enter the golflink number of the new player.

Please Note: This player will automatically be put into a team of its own. You will need to

move it to become a ‘loose’ player. To do this, follow the steps below:

Once the player has been found, hold the cursor over the grid next to the Red xox

and drag it upwards to where it says ‘No Team’.

Click ‘Save’. This ensures the player is free to move into another team and not in a

team on its own.

Once this player has been uploaded, select ‘Replace Entry’ under the ‘Actions’ list

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Enter/click on the player being replaced.

Click ‘Next’.

The player you manually entered in the previous step should now appear in the next option.

Click on the new player to come in to the team.

Click ‘Next’.

Confirm the replacement by pressing ‘Replace’ and ‘Next’

The player you have replaced will now be moved into the ‘Deleted’ list

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5 Deleting A Team

Click on the ‘Accepted Teams’ option under Team Summary. This will provide a list

of currently entered teams.

.

Click on arrow on right hand side and select delete to remove the team from the

competition.

Select ‘Delete both Team and Players’ and click ‘Yes’.

Please Note: Please contact the PGA Events Team on 03 8320 1999 to organize a refund if

applicable.

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6 Ineligible Teams

If a team is ineligible for the competition, i.e. only have 3 players, or do not meet the

handicap requirement, they must be contacted immediately to inform them.

If they wish to still play in the event, they will appear under ‘Ineligible’ in ‘Team Summary’.

Please Note: If the team has not met the eligibility of the event, they are not eligible to

participate for prizes or qualification to the Regional Final.

Select the team and choose to edit (right hand side arrow).

Under the ‘Status’ tab you will be able to create an exemption for the team

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By selecting ‘Grant’ you must add a note into why they’re allowed to play.

You need to also select ‘Exclude from results lists’.

Press ‘Save’. This will then transfer the team into the ‘Accepted Team’ category.

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7 Reconciling Payments

Golf Box enables you to keep track of which participants have paid their entry fee and their

Green Fee (if applicable).

To check if teams have paid their Entry Fee:

Click on ‘Teams Account List’. Any teams that do NOT have a Transaction ID

number have NOT paid online.

In this screen you will be able to use the ‘Tickbox’ function to mark participants as

paid. Once a player has been marked as paid their ‘Balance’ will be $0 and turn

green.

To check if teams have paid their Green Fee:

Click on ‘Entry Account List’. Any players who have been charged a green fee will be

ticked as paid and be highlighted in green.

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8 Sending a communication via Email

To send an email to participants in your event, click ‘Send E-mail/SMS’ under the

Actions sidebar.

Here you will be able to select who you send the communication to.

Type your subject heading and message and press ‘Next’.

Please Note: You can specifically select who you wish to send the email to by selecting the

tickbox. Please ensure that you put your own email address for ‘sender name’ and ‘reply

to address’. This will ensure that the email looks like it is coming from yourself and not

Golfbox and also provide opportunity for participants to reply directly back to you.

Click ‘Send’

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9 Updating Player Handicaps

It is a Condition of Entry that all players’ handicaps are updated prior to developing draws

and scorecards.

It is advised that all player handicaps are updated on the day of the event also. Any teams

whose handicaps have changed and are conflicting with the Conditions of Competition, will

appear in the ‘Ineligible Team’ section on the Entries page.

On the Entries page click ‘Update Entries’ and click ‘Next’.

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A list of all players will appear where an update is required. Click ‘Next’.

Once the update is complete, click ‘Finish’.

Any ineligible teams will appear under the Ineligible section on the Entries page.

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10 Creating A Draw

Once entries have closed, you can create a draw for your event via the ‘start list’ tab.

If your event is NOT online, a “mock” draw needs to be created so you can enter the team’s

results. The draw does not need to be published so it can be hidden from players if you

choose to create a separate draw.

Select ‘Start List’ and then click the black arrow in the yellow rectangle. This will

generate ‘Create Set Up’ to appear.

Select ‘Create Set Up’ to begin your start list.

Please Note: This will prompt you to update handicaps of all participants. The PGA strongly

advises that you select YES to this option to ensure all handicaps are correct on the day of

the event and that all teams are still eligible as per the Volkswagen Scramble Conditions of

Entry.

Once handicaps have been checked, you are able to select your event parameters

For a running start, please complete the appropriate details. Please nominate the

minutes between groups.

Please Note: For events teeing off on the first and tenth tee, select the ‘Add’ option under

start holes and select the appropriate holes.

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For shotgun start events, select the holes you wish teams to start from. Deselect

holes if they are not being used.

For events with more than 18 teams, or events with more than one team starting on

certain holes, please select the ‘Add’ button and select which holes have more than

one group teeing off from them.

If your event is played in groups of 8, then select ‘2’ teams per group from the drop

down menu.

After selecting the ‘Next’ option, you will be able to select the method for generating

the Start List. By selecting the ‘Sort Randomly’ option, this will spread the teams over

the tees you have previously selected.

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After these options have been set you will be able to create the start list and input

teams.

By selecting the ‘Create Start List’ option, follow the prompts and Golf Box will

generate the start list.

By selecting the ‘Edit Start List’ option, this will enable you to change which teams

start where. Simply drag a team to a new hole or time slot for this to be adjusted, and

replace with another team to the vacant hole.

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You can also move teams to the ‘Available List’ and then allocate them to the correct

starting hole if you have multiple changes to be made.

To publish on the Volkswagen Scramble website, select the ‘Publish’ option, and

select publish now.

By selecting ‘Send Email’ an Email will be sent to all participants already registered

notifying them of their start time.

Please Note: Sending an SMS is not recommended, this is not a free service, and fees will

be charged to the club for this.

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11 Producing Scorecard Labels

Under the Start List tab, click the ‘Reports’ button to the right.

Select the ‘Labels’ option and click ‘Next’.

Select the label type to ‘Avery L7162 (8x2) and click the following options

Competition name

Player names

Handicap

Playing handicap

Start Date

Start Hole

Select ‘Next’ and then ‘Download’. Your labels are now in a Word Document ready to

be printed.

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12 Processing Results

It is compulsory all team results are processed through Golf Box.

Each coordinator is to enter the Hole by Hole scores post round irrelevant if your event is

‘online’ or not.

Before opening the results for your event, please ensure that the slope rating for the

tees you are playing from is correct in Golfbox.

Click on the ‘Set up’ tab and click edit under ‘Courses’.

Click on your Golf Course and then select the ‘tees’ tab to view your slope ratings

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Click on the ‘Results’ tab

By selecting the ‘Open Scoring’ button, you will be able to add the scores for each

team

Please Note: When clicking the ‘Open Scoring’ button, you will be prompted once again to

update handicap. The PGA strongly advise that you do this to ensure that all players

handicaps are correct as at day of your event, as they may have changed from the date of

your event and the date that you produced your starting list (draw).

When this is complete, the entered teams will appear in the leader board event

details section (bottom right of screen).

Click on ‘Complete List’ to view all teams, and using the CTRL + F function on your

computer, you will be able to easily search and locate a particular team.

By selecting a team you will be able to enter the scores using hole by hole scoring.

The system will automatically move from hole to hole once a score has been input.

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Please Note: Each scorecard takes approximately 10 seconds to enter.

Once the scores are entered, press ‘Save’ and the team will be shown on the leader

board.

When all scores have been entered, under the ‘Actions’ section you will be able to

select the option ‘Close Scoring’ this will finalize the results and publish them on the

Scramble website.

Once scoring has been closed, you are able to reopen the scoring and reset the

scoring if required at a later date.

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13 Displaying Event Information via Social Media

GolfBox has the ability to promote your event via social media and publish tee times, final

results or the general information.

On your specific event page on the Volkswagen Scramble website, select the

appropriate medium that you would like to promote your event.

Please Note: The example provided is for uploading information to Facebook.

Select the Facebook symbol and click ‘Share Link’

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14 Generating Reports

Two key reports can be obtained for your event.

Start List/Draw (Start List Portrait) - Which can be completed for your registration

prior to the round.

Results - To assist in presentations.

To pull a report, click on the ‘Reports’ button at the top right hand corner of the

screen. This will provide options to pull reports from various stages of the event.

To generate these reports, click on the appropriate report you would like to develop

and press next

Follow the prompts for the item you have selected, making sure that you select the

appropriate details you require for the particular requirement.

Please Note: The ‘Header’ option must be set to ‘Small logo’. Players Member ID/Golf

Link number should never be selected and published in a report.

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The report will be downloaded as a word document, which you can open and then

print, save etc.

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15 Regional Finals: Entering your team

Teams will enter online into the Regional Final series. There will be no paper entry form.

Please follow the steps below to complete the entry.

Please Note: The following details will be required of the coordinator entering the winning

team/s

Golf Link number, Handicap, and Email Address of each player

Shirt size of each player

Credit card details of ONE player

Instructions:

Use the link provided by your State Coordinator in the reconciliation email OR go to

vwscrmable.com.au

Click the Schedule tab and search the Regional Final in the Category search bar.

Click on ‘Enter Online’ for your State

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Click “Enter Here”

This will open a new entry page where you will enter the details of your team and

process the team entry fee

Enter the Golf Link number and Surname of the first player

Click “Continue”

Enter the details of the remaining three (3) players and their email addresses

Please Note: Please click “Search” after entering the surname to allow the system to

identify the player.

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Please answer the following questions about the winning team:

Enter the Golf Club of the winning team. This is the Golf Club where the team has

qualified through, not necessarily the home club of the players. If there are two (2)

winning teams, please write (1) or (2) after the Golf Club name. E.g. Sandhurst GC1

Enter the PGA Professionals name accompanying the team. Please write AAP if

you require the PGA to source an Adopt A Pro for your team.

Enter the Scorer’s name. Please write TBC if the scorer is currently unknown.

It is a condition of entry that each Local Event winning team(s) bring a scorer to the

Regional Final. That scorer will be assigned to another team. Each scorer will receive

a tee gift and lunch at the Regional Final. Any team failing to bring a scorer to the

Regional Final will receive an automatic 1 shot penalty applied to the 1st hole of the

scorecard at the Regional Final.

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Answer the following questions per player:

Handicap

If they are a substitute

Shirt size

Click Continue

The Entry page will now display a payment summary for the team. The team fee is

$400.00.

Click “Pay Now”

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Tick the box to accept the Terms and Conditions

Click “Pay Now”

The Entry page will now accept the entry fee payment. Teams can pay via Credit Card

or PayPal

Enter the details to pay via credit card or PayPal

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A payment confirmation page will appear once payment has been processed

Click “OK”

A confirmation page will appear summarising your entry and payment. Your team has

now been entered

Click “Logout”

Should any changes need to be made to the team please contact the PGA Events division.

If there is a second qualifying team, please repeat this process.

PGA of Australia600 Thompson RoadSandhurst VIC 3977p: 03 8320 1911