Forms & Submission Logic

Entry Form Submission

Ballot Status States

Entry forms have different states controlled by the event_ballot_status setting:

  1. pending - Form not yet open for submissions
    • Users see a “not yet open” message
    • No submissions allowed
  2. open - Form actively accepting submissions
    • Users can submit new entries
    • Existing entries can be updated
    • Form data saved as active entries
  3. closed_ballot - Selection process in progress
    • No new submissions allowed
    • Users see “selection in process” message
    • Existing entries cannot be modified
  4. waitlist - Event full but accepting waitlist
    • New submissions allowed but marked as waitlist
    • Different confirmation message shown
    • Entries stored with waitlist status
  5. closed - Form completely closed
    • No new submissions allowed
    • No modifications allowed
    • Users see “closed” message

Entry Form Requirements

Required Fields

  • First Name (auto-filled, readonly)
  • Last Name (auto-filled, readonly)
  • Email Address (auto-filled, readonly)
  • Phone Number
  • Handicap Index
  • Number of Golfers
  • Accept Event Disclosure (if disclosure text exists)

Optional Fields

  • Room Preferences (for stay & play events)
  • Contact Preferences
  • Availability for Cancellations
  • Additional Notes (max 512 characters)

Partner Information

  • Required if Number of Golfers > 1
  • For each partner:
    • First Name
    • Last Name
    • Email
    • Handicap Index

Non-Golfer Information

  • Optional section
  • Up to 4 non-golfers
  • For each non-golfer:
    • First Name
    • Last Name
    • Email

Submission Rules

  1. Users must be logged in
  2. Only one active entry per user per event
  3. Cannot submit if ballot status is pending, closed_ballot, or closed
  4. Can submit during open or waitlist status
  5. Can update existing entry only during open status

Event Profile Form Submission

Access Rules

  1. Users must be logged in
  2. Profile form must be properly configured with related event ID

Required Profile Fields

  • First Name (auto-filled, readonly)
  • Last Name (auto-filled, readonly)
  • Email Address (auto-filled, readonly)
  • Phone Number

Optional Profile Fields

  • Date of Birth
  • Gender
  • Handicap Index
  • GHIN/Handicap ID
  • Home Club
  • Preferred Tees
  • Shirt Size
  • Sock Size
  • Dietary Restrictions

Stay & Play Event Fields

For events marked as “stay & play”:

  • Additional Nights Interest
    • Optional notes for dates
  • Additional Rounds Interest
    • Optional notes for dates
  • Transportation Details

Partner/Guest Profiles

  • Auto-populated from entry form data
  • Cannot add/remove partners through profile form
  • Must contact customer service for partner changes
  • For each partner, collects additional details:
    • Date of Birth
    • Gender
    • Handicap Index
    • GHIN Number
    • Home Club
    • Preferred Tees
    • Shirt/Sock Sizes
    • Dietary Restrictions

Submission Behavior

  1. Creates or updates user profile
  2. Creates attendee record linking profile to event
  3. Updates stay & play details if applicable
  4. Creates/updates partner profiles
  5. Creates attendee records for partners
  6. Links partner attendees to lead booker

Profile Updates

  • Can be updated multiple times
  • All fields except name/email can be modified
  • Partner details can be updated
  • Changes tracked with updated timestamps