Implementation Guide

PinPals Host Guide

We have this available for you... but you probably wont need it; this is exactly what makes working with us different. An event page that gets created for you, and exceptional support throughout the process.

Questions? Reach us at events@thepinpalsapp.com

Table of Contents

Getting Started

Creating your event on PinPals takes about 5 minutes. Here's the process from zero to a live, shareable Event Hub.

1
Go to Build Your Event (or email events@thepinpalsapp.com and we will build your entire tournament hub for you — free).
2
Fill out the basics: event title, date, course, format, pricing, and description.
3
Upload a hero image and your organization's logo — these appear at the top of your Event Hub.
4
Set your branding colors (primary + accent) to match your organization or cause.
5
Configure registration: set price per player, max capacity, and any required fields (handicap, shirt size, dietary, etc.).
6
Add shop items, sponsorship packages, and auction items — or do this later from the Command Center.
7
Click Create Event. Your event goes live immediately with a unique link (e.g., thepinpalsapp.com/your-event-name) that you share everywhere.
8
Share the link via text, email, social media, or embed the QR code on printed materials.

You don't need to have everything ready at once. You can publish your event with just the basics and add shop items, sponsors, auction items, and scoring later — everything is editable at any time from the Command Center.

Command Center Overview

The Command Center is your central dashboard. Every management function — players, sponsors, finances, communications, event settings — lives here in one place. Only you (and any co-admins you invite) can see it.

1
Open your Event Hub → tap Host Tools in the bottom bar (visible only to event admins).
2
The tab bar across the top lets you switch between: Overview, Revenue, Player Tools, Teams, Shop, Sponsorship Mgmt, Auction, Volunteer POS, Gallery, Cart Sign Creation, Email, Edit Event Info, and Host Guide.
3
The Overview tab shows real-time revenue broken down by category: registrations, shop, donations, sponsorships, and auction — with KPI cards for total revenue, golfer count, pending payments, and donation goal progress.
4
Each tab has inline actions — edit, delete, export — so you manage everything without leaving the Command Center.
5
On mobile, primary tabs are shown directly; overflow tabs are accessible via the ⋮ (More) menu.

You can invite co-admins to your event. They get full access to the Command Center and can manage players, sponsors, and settings alongside you. Go to Host Tools → Edit Event Info → Organizer → Admin Access.

Player Management

The Player Tools section handles everything related to your roster — registrations, check-ins, hole assignments, and player communications.

Viewing & Editing Players

1
Each registration is expanded to show every golfer name, team name, payment status, and add-on purchases.
2
Tap the pencil icon (✏️) on any registration row to update player names, team name, handicap, notes, and payment status inline.
3
Tap the trash icon (🗑️) to delete a registration. This removes all players in that booking.
4
Use Add Registration to create a booking on behalf of someone (comp'd golfers, sponsor guests, last-minute walk-ups).
5
Captains who do not yet know their whole group can enter TBD for a golfer name. Those slots skip email/phone/shirt-size collection, still hold the seat, and are still charged — you collect the names later and edit them right here.
6
Sponsors whose package includes golfers show up automatically as TBD placeholders under a team named after their company, so those spots are reserved from the moment the sponsorship is booked.

Payment Tracking

1
Tap the payment status badge → "Mark as Paid" → optionally add a payment note (e.g., "Cash at registration", "Check #1234").
2
Send an invoice: Tap Send Invoice on any unpaid registration. The player receives an email with a PDF invoice attached — plus a card payment link, unless you have turned online payments off for the event (then it carries your offline payment instructions instead).
3
All payments — Stripe, invoice, cash, check — are tracked in one unified view with real-time totals.

Players from sponsor packages with included golfer spots appear automatically as "Comp" entries — no separate registration needed.

Players you invite by email can view the event immediately — even before creating an account. When they sign up, their registration links automatically and the event appears on their home page. No manual steps needed.

Registration Settings

1
Go to Host Tools → Player Tools → Registration Settings to configure everything players see at sign-up.
2
Set price per player, max capacity, and toggle registration open/closed.
3
Choose required fields: handicap, shirt size, phone, dietary restrictions, emergency contact, special requests.
4
Add custom questions (free text or multiple choice) that appear in the registration form.
5
Enable team registration to let players name their foursome and register as a group.
6
Set a foursome package price (e.g., $500 for 4 players instead of $150 each).
7
Add a waiver that players must accept before completing registration.
8
Add upgrades (e.g., mulligan packs, skins) — each can be capped at 1–4 per team, and they only appear once a full foursome is selected.
9
Use Players already registered (offline) to record signups you collected outside the platform. That number counts toward your capacity so the Event Hub never oversells your spots.
10
Toggle Accept online payments (card) off if you want every purchase invoiced instead of paid by card.

Sponsorship Management

The Sponsors section is where you create packages, track claims, manage deliverables, and invite prospective sponsors. Sponsor logos flow automatically to cart signs, the Event Hub header, and the sponsor showcase.

Tiers vs. Packages

PinPals distinguishes between Tiers (visual groupings that control prominence) and Packages (commercial details — price, deliverables, agreements). Tiers determine where and how large a sponsor's logo appears; packages define what they're paying for.

1
In Host Tools → Sponsorship Mgmt → Packages & Add Sponsor → Packages, use the Tier Manager to add, rename, reorder, or delete sponsorship tiers (e.g., Title, Presenting, Platinum, Gold, Silver, Hole).
2
Tiers are sorted by importance (1 = highest). Higher-tier sponsors get larger logos, more prominent placement, and priority positioning.
3
Empty tiers are hidden from the public Event Hub — only tiers with at least one claimed sponsor (or available template) are visible.
4
Each package is assigned to a tier. Multiple packages can share the same tier.

Creating & Managing Packages

1
Go to Host Tools → Sponsorship Mgmt → Packages & Add Sponsor → Packages → Add Sponsorship Package. Set name, price, tier, benefits list, included golfer spots, and availability count.
2
Tap the pencil icon to edit a package: update name, price, benefits, sponsor logo, website, contact info, and about text.
3
Toggle Payment Collected on their package row once payment is received.
4
Upload or change a sponsor logo by tapping the logo area → upload. The logo automatically appears on the Event Hub header, cart signs, and sponsor showcase.
5
Deactivate a package instead of deleting it when you want to stop selling it but keep the sponsor record — it shows an Inactive banner and disappears from the public list of buyable packages.
6
Delete a package with the trash icon. Existing sponsor data is removed with it.

Adding a Sponsor Manually

1
Use Add Sponsor Manually to create and fully populate a package on behalf of a sponsor — including their logo, website, about text, and agreement status.
2
Manual additions inherit the placement configuration from the package template (e.g., Presenting, Leaderboard, Cart Signs).
3
When you add a sponsor manually, the system prompts you to decide whether to reduce the available inventory count for that package type — preventing overselling.
4
This is ideal for sponsors you've already confirmed offline — no invitation email needed.

Inviting Sponsors

1
Use the Invite Sponsor form — enter their email and a personalized message.
2
They receive a branded email linking directly to your Event Hub's sponsor section.
3
Sponsors can view available packages, claim one, upload their logo, and submit their website — all self-service.
4
When you invite using a package template, the system prompts whether to reduce inventory — coordinating manual invitations with public availability.

Sponsor Self-Service Portal

1
When a sponsor logs in and visits your Event Hub, they see a notification banner prompting them to upload their logo, sign their agreement, or complete any outstanding deliverables.
2
Sponsors can update their logo, website URL, about text, and contact info at any time — no back-and-forth emails needed.
3
If an agreement is attached to their package, they can review and e-sign it directly from the portal.
4
Sponsors with included golfer spots can view their complimentary player registrations.

Agreements & E-Sign

1
Upload agreement templates from the Sponsors tab. Assign an agreement to a specific package or to all packages.
2
Sponsors with assigned agreements see a signing prompt in their self-service portal.
3
When a sponsor signs, the system captures: signer name, signer email, signed date, and IP address — creating a full legal audit trail.
4
Export all signatures via the Agreements (Audit) report for board reporting, compliance, or financial reconciliation.

In-Hub Placements

1
Configure where each sponsor's logo appears: Header Banner, Presenting Hero, Sponsor Showcase, Cart Signs, Leaderboard Branding.
2
Presenting Sponsors (highest tier) get a dedicated hero section on the Information tab — the most prominent placement on the entire Event Hub.
3
Placements are configured per-package and automatically rendered across the hub — no manual positioning needed.
4
Higher-tier sponsors automatically get more prominent placement throughout the Event Hub.

Asset Collection Dashboard

1
The Host Tools → Sponsorship Mgmt tab provides a real-time overview of every sponsor's deliverable status: Logo Uploaded, Agreement Signed, Payment Collected, Website Submitted.
2
At a glance, see which sponsors still need to upload their logo or sign their agreement — and follow up proactively.
3
Each sponsor row shows their package details, tier, contact info, and all asset statuses in one view.

When a sponsor uploads their logo, it appears across the Event Hub, cart signs, and sponsor showcase automatically — no manual placement needed.

When a sponsor logs in and visits your Event Hub, they'll automatically see a notification banner prompting them to upload their logo or sign their agreement — no manual follow-up needed from you.

Sponsorship cards on the public Event Hub display the package description as the primary title and the business name as a secondary line — making it clear what the sponsor is supporting.

Shop & Products

The Shop lets you sell add-on items during registration and throughout the event: mulligans, contest entries, raffle tickets, merch, drink packages, and more.

1
Go to Host Tools → Shop → Manage Items → Add Item. Set name, price, description, category, image (upload or choose from presets), and max quantity.
2
Tap the pencil icon to edit a product: update name, price, description, or image at any time.
3
Use the toggle switch on a product row to mark it as available/unavailable without deleting it.
4
Each product row shows quantity sold and revenue. Tap to expand and see individual order details.
5
Delete a product with the trash icon. Existing orders are preserved in your revenue data.

Present add-ons during registration checkout. A player who just committed $150 will barely blink at another $25 for mulligans.

Silent Auction

Run a mobile-first silent auction directly within your Event Hub. Players bid from their phones, get outbid notifications, and a live ticker keeps energy high all day.

Setting Up Items

1
Go to Host Tools → Auction → Auction Setup → Add Item. Set name, description, photo, starting bid, minimum bid increment, closing time, and optional Buy It Now price.
2
Tap the pencil icon to edit details, change the closing time, or adjust the starting bid.
3
Each item shows a countdown timer, current high bid, and number of bids.

Managing Bidding

1
Expand an item row to see all bids with bidder info, amounts, and timestamps.
2
Tap Stop Bidding on an individual item, or Stop All Bidding to close the entire auction.
3
After bidding closes, tap Send Payment Link to email the winner a Stripe payment link.
4
Choose whether the host absorbs or passes the processing fee to the winner.
5
Players see a live ticker of bid activity and get notified when outbid — notifications are automatic.

Set auction items to close at staggered times (e.g., every 15 minutes during dinner) to keep excitement going throughout the awards ceremony.

Golf Ball Drop

A ball drop is a raffle-style fundraiser: supporters buy numbered golf balls, all the balls are dropped over a green, and the ball closest to the pin wins. It runs alongside your event and needs no extra setup on the day.

1
Turn it on from Host Tools → Shop. Set your price per ball, any multi-ball bundles, and a total capacity so you never sell more balls than you have.
2
Ball numbers are assigned sequentially as purchases come in, so every buyer knows exactly which numbers are theirs.
3
Supporters can buy from the Event Hub, or from a standalone link you can share on its own — perfect for people who aren't playing in the outing.
4
Track every purchase in Host Tools: buyer name, email, phone, quantity, assigned numbers, and payment status. Export the full list to CSV for the drop itself.
5
When you have a winner, email them directly from the ball drop panel.
6
If online payments are off for your event, ball drop purchases are invoiced through Pay Organizer just like everything else.

The standalone ball drop link is case-insensitive, so you can print it however it reads best on a flyer.

Revenue & Payments

Real-time financial tracking across every revenue category. See what's been collected, what's pending, and drill into line-item detail.

Processing Fees

1
PinPals charges a combined processing fee of 4% + $0.30 per transaction that covers both Stripe payment processing and the PinPals software fee — there is no separate "PinPals fee" on top of Stripe.
2
During event creation, choose one of four fee modes:
3
Absorb — Players see only the base price. The full 4% + $0.30 fee is deducted from your payout.
4
Pass to player — Players pay all fees at checkout via a gross-up formula: (base + $0.30) ÷ 0.96. You receive 100% of the base price. Example: $100 registration → player pays $104.48 → you receive exactly $100.
5
Split 50/50 — The player pays half the percentage fee (2%) plus the $0.30 flat fee at checkout, and you absorb the other 2% from your payout. Example: $100 registration → player pays $102.30 → you net about $98.
6
Optional Tip — Players see the base price and can optionally add a tip to cover the 4% + $0.30 fee at checkout. If they do, you receive 100% of the base price. If they don't, you absorb the fee.
7
Donations are $0 software fee. Donors may optionally leave a tip to cover Stripe processing (~2.9% + $0.30) — if they do, 100% of their donation reaches you.
8
Fee rates may vary per event based on your agreement with PinPals.

New events start in "absorb" mode — most hosts prefer the simplicity of advertising a round number. "Pass" maximizes your take-home. "Split 50/50" is a fair middle ground. "Optional Tip" lets players decide — great for fundraisers where supporters want every dollar to count. Always confirm the mode shown in Edit Event before you go live: if an event was created without an explicit choice, checkout treats it as "pass."

Turning Off Online Payments

1
Every event accepts card payments by default. To collect entirely offline, go to Host Tools → Player Tools → Registration Settings and switch Accept online payments (card) off.
2
With it off, card checkout disappears everywhere — registration, sponsorships, shop add-ons, donations, auction, and ball drop all route to Pay Organizer instead.
3
The block is enforced on our servers too, so an old browser tab can't sneak a card payment through.
4
Invoices emailed while online payments are off contain no payment link — just your payment instructions and a note that you will collect directly.
5
Turning it back on restores card checkout immediately. Payments already completed are never affected.

Pay Organizer (Offline Payments)

1
Players and sponsors can choose Pay Organizer at checkout instead of paying by card. Their registration is created right away and marked payment pending.
2
Set the accepted methods and instructions (check payable to, mailing address, Venmo, Zelle, Cash App) in Host Tools → Player Tools → Registration Settings. Whatever you save there flows into the invoice email automatically.
3
You and PinPals are notified the moment an invoice is requested, and the buyer gets a confirmation email with your instructions.
4
When payment arrives, tap the status badge → Mark as Paid with a note. Offline payments carry no processing fee, so you keep 100%.

Unified Cart & Checkout

1
Players can add registrations, add-ons, sponsorships, and donations to a single cart and check out once — no separate payment flows.
2
The cart persists across sessions (saved in the browser) so players can browse, add items, and come back to check out later.
3
At checkout, all non-donation items are consolidated into one Stripe line item ('Event Order') and donations are consolidated into a separate line item ('Donation'). This keeps your Stripe dashboard clean.
4
Guest checkout is supported — players can register and pay without creating an account. They just enter their name and email.

Stripe Connect

1
Connect your Stripe account from Profile → Stripe Connect. This routes event payments directly to your bank account.
2
Once connected, all checkout payments flow through Stripe Connect — you receive funds directly minus the processing fee.
3
Without Stripe Connect, PinPals collects payments on your behalf and settles manually.

Revenue Dashboard

1
The Overview shows total revenue broken down by: Registrations, Add-Ons, Donations, Sponsorships, and Auction — with KPI cards for total revenue, golfer count, pending payments, and donation goal progress.
2
Click any revenue category to drill into line-item detail for that category.
3
The registration detail view shows each booking with player names, team, amount, payment status, and method (Stripe/Invoice/Cash).
4
Tap Send Invoice on any unpaid item. The recipient gets an email with a PDF invoice — with a card payment link when online payments are on, or your offline instructions when they are off.
5
Category pills (Registrations, Sponsorships, Shop, Auction) show booked revenue including pending invoices, with an "incl. $X pending" note. The main Your Revenue KPI stays paid-only.
6
Tap the status badge → Mark as Paid → add an optional payment note for cash/check payments.
7
Tap Export All for a complete CSV download of every transaction.
8
Take-Home Revenue shows your net earnings after fees (only relevant in absorb mode).

Connect Stripe from your profile to accept online card payments. Funds go directly to your bank account. Go to Profile → Stripe Connect.

Email Communications

Send branded emails to your entire event audience — or target specific groups — directly from the Command Center.

1
Go to the Email tab in the Command Center.
2
Choose your audience: All Participants, Players, Sponsors, Donors, Admins, or Custom List (manual entry or CSV import).
3
Pick a template (Event Reminder, Schedule Update, Post-Event Thank You) or write a custom message.
4
Review your message in the confirmation dialog before sending — confirm the audience, subject, and body are correct.
5
Hit Send — emails go out from noreply@thepinpalsapp.com with your event name as the sender.

Send a reminder 3 days before the event with arrival time, dress code, parking info, and a link to the Event Hub. Use the "Event Reminder" template as a starting point.

Cart Signs

Design professional, printable cart signs using a freeform canvas editor — drag, resize, and style every element exactly how you want.

Canvas Editor

1
Go to Cart Signs tab. The editor loads with your event title, hole number, and player names as draggable layers.
2
Click any element to select it. Drag to reposition, resize handles (corner dots) to scale.
3
Use the property panel on the right to adjust font size (6–80px), toggle bold/italic, change text alignment, and override colors.
4
Add custom text blocks or additional images using the toolbar buttons — each appears as a new draggable layer.
5
Upload sponsor logos — they appear borderless and transparent, ready to drag anywhere on the sign.
6
Tap Reset Layout to restore the default element positions if things get messy.

Printing

1
Tap Print to open your browser's print dialog. The output uses absolute positioning to match your canvas layout exactly.
2
Save as PDF to send to a print shop, or print directly for same-day use.
3
Each group generates its own sign with the correct player names, hole assignment, and sponsor branding.

Sponsor logos on cart signs have no borders or backgrounds — just clean, transparent images that look professional on any background color.

Volunteer POS

The Volunteer POS system lets your on-course volunteers log sales from their phones — no app install needed, just a shareable link with a QR code.

Setting Up POS

1
Go to Host Tools → Volunteer POS.
2
Toggle Enable Volunteer POS on, then tap Generate POS Link to create a unique access token.
3
A QR code and shareable link are generated. Print the QR code or text the link to your volunteers.
4
Select which products volunteers can sell (or leave all unchecked for all products).
5
Add location stations (e.g., 'Hole 3', 'Clubhouse', 'Registration Tent') — volunteers select their station when logging sales.
6
Toggle Capture Player Name to let volunteers tag sales to registered players.

Payment Methods

1
Cash is always enabled. Additionally, you can enable Venmo, PayPal, Check, Zelle, and Other as accepted payment methods.
2
When multiple methods are enabled, volunteers see subtle pill toggles in the checkout bar to select how the customer paid.
3
All payment method data flows into the Revenue by Payment Type table in your financial reports — with per-method transaction counts and totals.
4
This gives you a complete reconciliation view: how much was collected in cash vs. digital payments vs. checks.

Using the POS (Volunteer View)

1
Volunteers open the link on their phone. Large, touch-friendly product tiles make selection fast.
2
Tap a product to add it to the cart. A prominent quantity badge shows the count on each tile.
3
Enter the cash given amount to see the change due calculated instantly — no mental math needed.
4
Tap Record Sale. If online, it syncs immediately. If offline, it queues locally and syncs when signal returns.
5
Tap History to view previous transactions. Unsynced sales can be edited or deleted to fix mistakes.

The POS works offline! Sales are queued in the browser and auto-sync when the volunteer's phone gets signal. A persistent banner reminds them to keep the page open.

You can regenerate the POS token at any time to revoke access from previous links — useful if a volunteer's phone is lost or the event is over.

Scoring & Leaderboard

Set up live scoring so players enter scores from their phones and the leaderboard updates in real time for the entire field.

1
Configure scoring from the Scoring tab on your Event Hub: set the format (Stroke Play, Stableford, Scramble, Match Play, or Best Ball), number of holes, and par for each hole.
2
Players access their scorecard from the Event Hub and enter scores hole-by-hole as they play.
3
The live leaderboard shows rankings, total scores, and to-par — visible to everyone on the Event Hub.
4
Review submitted scorecards in the Scoring section. Approve or flag discrepancies.
5
Toggle Handicaps Enabled for net scoring — available in any format.

Social Feed & Gallery

The Social tab is a live feed where players post photos, updates, and celebrate moments throughout the day. The Gallery tab collects all event photos in one place.

1
Players create posts with text, photos, and flair tags (🦅 Eagle Alert, 📸 Course Vibes, etc.) — this happens organically throughout the round.
2
Post as the host: Create posts from the Social tab for announcements, shout-outs, or sharing photos.
3
Donations that players choose to share publicly appear in the social feed with the donor's name and amount — creating a visible giving momentum.
4
Use the Gallery tab to bulk-upload event photos for all attendees to view and download.
5
Moderate content: flag or remove inappropriate posts using the report/remove options on any post.
6
The Discussion tab is a threaded, Reddit-style conversation space with nested replies. Players can post anonymously. Use it for pre-event planning, Q&A, coordination, and post-event wrap-up.
7
The auction ticker is sticky at the top of the social feed — keeping bid activity visible as players scroll through posts.

Photos you upload as the host appear instantly. Use the report/remove options on any post or photo to moderate content as needed.

The Discussion tab typically starts with a pinned welcome announcement from the host. Timestamps are hidden to keep the feed clean and focused on content.

Player Self-Service

1
Registered players can tap their registration to update their display name and team name — no need to contact the host.
2
Players can view their registration details, payment status, and add-on purchases from the Event Hub.
3
This reduces admin burden: players handle their own corrections without messaging you.

Donations & Fundraising

1
Players can donate via the "Support This Event" bar on your Event Hub — visible when your event has a fundraiser goal or cause description.
2
Donors enter any amount, choose whether to share publicly or stay anonymous, and can dedicate their donation to someone.
3
Donors are offered a voluntary tip (~2.9% + $0.30) to cover Stripe processing. If included, 100% of the donation reaches you. If not, Stripe fees are deducted from the donation.
4
PinPals charges $0 software fee on donations — the only cost is Stripe's processing.
5
Set a fundraiser goal in Edit Event to show a progress bar on the Event Hub — visible to all visitors and updated in real time.
6
Public donations appear in the social feed, creating visible giving momentum that encourages others to contribute.

Events with a visible donation goal raise 30–50% more than those without. Even a modest goal creates urgency and social proof.

Editing Your Event

The Edit Event tab lives inside the Command Center — you never need to leave to update your event. Everything is inline and saves immediately.

1
Open the Edit Event tab from the Command Center tab bar.
2
The editor has sub-sections: Info, Registration, Shop, Sponsors, Organizer, and Auction.
3
Info: Update title, description, date, time, course, format, pricing, branding colors, hero image, and logo.
4
Registration: Configure required/optional fields, custom questions, waivers, team registration, and foursome package pricing.
5
Shop: Add, edit, or remove products with image upload or preset image selection.
6
Sponsors: Manage placements, create/edit packages, and invite sponsors.
7
Organizer: Update organizer bio, admin access, and co-host invitations.
8
Auction: Add, edit, or remove auction items.
9
Toggle registration open/closed, enable/disable sponsorships, or make the event private.
10
All changes save immediately when you hit Save Changes.

Private Events

Need to restrict access? Make your event invite-only with a single toggle.

1
In Host Tools → Edit Event Info → Event Info, toggle Private Event on.
2
An access code is auto-generated for your event. You can share this code with anyone who needs direct access.
3
Players you invite by email automatically get access — they don't need the access code.
4
When you share the event link with invited players, they can view and register immediately. Uninvited visitors see a locked page with an access code prompt.
5
Magic links sent via email invitations bypass the access code entirely — one tap and they're in.

Private events are ideal for corporate outings, member-only tournaments, or any event where you want to control who can see and register. Invited players get seamless access; everyone else needs the code.

You can edit any event detail at any time — nothing is locked after creation. Update pricing mid-campaign, add sponsors the night before, change the hero image the morning of.

Day-of Operations

On event day, manage everything from your phone: check-ins, group assignments, tee times, and live announcements.

Check-in

1
Your check-in list is auto-generated from registrations. Tap a player name to mark them checked in.
2
A live counter shows how many players have arrived vs. total registered.
3
Walk-ups can be added on the spot with the Add Registration button.

Group & Hole Assignments

1
Choose a method: Random, Sequential, or Snake draft. Set group size (2–4 players). Tap Generate.
2
Manually move players between groups: drag a player name or tap the pencil icon to edit a group's roster.
3
Once finalized, tap Lock Groups. This prevents accidental changes and assigns starting holes.
4
After locking, assign tee times to each group. These appear on cart signs and player views.

Announcements

1
Use the announcement box in the Command Center. All players see it on the Event Hub immediately.
2
Use it for weather delays, schedule changes, dinner timing, contest results, and thank-you messages.

Volunteer Tools

1
Volunteers invited as event admins get a read-only Volunteer Tools panel with access to the participant roster, group assignments, sponsor info, scorecards, and check-in lists.
2
Volunteers can view everything they need to assist with registration desk, hole assignments, and day-of coordination — without editing privileges.
3
Use admin role management in Host Tools → Edit Event Info → Organizer to control who gets full admin vs. volunteer-level access.

Exports & Reports

Download detailed reports for your records, sponsors, organization, or board.

1
Export All — comprehensive CSV with every transaction across all revenue categories.
2
Player List — registrations with player names, teams, payment status, and add-on purchases.
3
Add-On Report — product sales summarized by quantity and revenue.
4
Sponsor Report — all sponsors with tier, amount, payment status, contact info, Agreement Signed (Yes/No), and Signed Date.
5
Donation Report — all donations with donor name, amount, anonymous status, and optional audit columns: Payment Status, Stripe Payment ID (for bank reconciliation), Tip Included, and Team Name.
6
Auction Report — items, bids, winners, and closing times.
7
Agreements (Audit) — a complete legal audit trail: Agreement Name, Package, Signer Name, Signer Email, Signed Date, and IP Address. Perfect for board reporting or compliance documentation.
8
Groups/Hole Assignments — group rosters with starting holes and tee times.

The Agreements (Audit) export is especially important for organizations that need a documented paper trail for sponsorship commitments — it captures every signature with timestamps and IP addresses.

Run the Sponsor Report after your event to share deliverable results with sponsors — it shows their logo placements, tier level, and payment status. Makes renewal conversations effortless.

Sharing Your Event

Every event gets a unique, shareable URL that works everywhere: text messages, email, social media, printed flyers, and QR codes.

1
Your Event Hub URL looks like: thepinpalsapp.com/your-event-name — clean, memorable, and professional.
2
Use the Share button on the Event Hub to copy the link, generate a QR code, or share directly to social platforms.
3
The link works on any device — phone, tablet, or desktop — with no app download required.
4
Include the QR code on printed materials (flyers, invitations, save-the-dates) so people scan and register instantly.
5
The Event Hub auto-generates an Open Graph preview (image + description) so sharing on social media looks professional.
6
Players can tap Add to Calendar to save the event to their Google, Apple, or Outlook calendar with one click.
7
Players can tap Remind Me to receive an email reminder before the event — no account required.

How to Explain PinPals to Your Players

Players will have questions. Here are the most common ones and exactly how to answer them — copy and paste these into a text or email if needed.

How to Explain PinPals to Your Sponsors

Sponsors want to know what they're getting and how it works. Here's how to pitch PinPals-powered sponsorships and answer the questions they'll ask.

Need help? Reach out anytime at events@thepinpalsapp.com

"Do I need to download an app?"

No. PinPals works in your phone's browser — just tap the link I sent you. If you want the full app experience, you can install it to your home screen in about 10 seconds (it'll walk you through it), but it's completely optional. Everything works from the link.

"How do I register?"

Tap the link I sent you. Hit "Register." Fill in your info, pick any add-ons you want (mulligans, contests, etc.), and pay with a card. The whole thing takes about 60 seconds. You'll get a confirmation email immediately.

"How do I enter my scores?"

Open the Event Hub link on your phone. Go to the Scorecard tab. Enter your score for each hole as you play. The leaderboard updates in real time so you can see where you stand throughout the round.

"How does the auction work?"

Open the Event Hub → go to the Auction tab. Browse items, tap one you like, and place a bid. You'll get a notification if someone outbids you. Bidding closes at the time listed on each item. If you win, you'll get an email with a payment link.

"How do I donate?"

On the Event Hub, tap "Support This Event" or look for the donation option. You can give any amount with a card. You can choose to have your name shown on the social feed, stay anonymous, or dedicate it to someone — totally up to you.

"What's the social feed?"

It's like a mini social media feed just for our event. Post photos from the round, see other teams' updates, check out who's making eagles, and follow the action all day. It's on the Event Hub — just tap the Social tab.

"Do I need to create an account?"

For public events, you can register as a guest without creating an account. For private/invite-only events, just use the link the host sent you — it gives you immediate access. If you create a free account, your registration links automatically and the event appears on your home page. You'll also be able to track your events, see your scorecard history, post on the social feed, and get notified about future events.

"Where will my logo appear?"

Depending on your sponsorship tier: the Event Hub header (seen by every visitor), the sponsor showcase section, the live leaderboard ("Leaderboard presented by [Your Company]"), printed cart signs for every group, and email communications sent to all players. Higher tiers get more placements.

"How do I submit my logo and company info?"

You'll receive an email invitation with a link to the event. From there, you can upload your logo, add your website URL, and include a short description about your company — all self-service. No emailing files back and forth.

"Can I see what my sponsorship looks like before the event?"

Yes. Once you upload your logo and claim your package, you can visit the Event Hub and see exactly how your branding appears — header, sponsor showcase, and everywhere else. It's live and visible immediately.

"How many people will see my brand?"

Every registered player (and their guests) access the Event Hub throughout the day — checking scores, browsing auction items, viewing the social feed, and reading announcements. Your logo is visible across multiple touchpoints, not just a sign someone drives past once. After the event, you'll receive a recap showing your placements and visibility.

"Does my package include golf?"

That depends on the tier. Some packages include complimentary golfer spots for your team. Check the package details on the Event Hub — the number of included golfers is listed clearly for each tier.

"How do I pay?"

The event organizer will coordinate payment directly — this varies by event (check, card, invoice). Your payment status is tracked in the system so both you and the organizer know where things stand.

"Is there an agreement I need to sign?"

If the organizer has attached a sponsorship agreement to your package, you'll see a signing prompt when you visit the Event Hub. You can review the agreement and e-sign it right there — no printing or scanning needed. Your signature is recorded with a timestamp and IP address for both parties' records.

"Can I update my info after I've submitted it?"

Yes. You can update your logo, website, about text, and contact info at any time through the sponsor self-service portal. Just visit the Event Hub and you'll see your sponsor dashboard with all your details.