Substitutes

Golf League HQ supports substitute management, but commissioners should understand an important distinction:

Substitute assignment and round pairing are separate workflows.

Assigning a golfer as a substitute does not automatically place that golfer into the round's pairing.

Overview

Golf League HQ currently uses different substitute workflows depending on how the league is operating.

These include:

• Player substitute requests and availability
• Round pairing substitutions
• Match-play substitute assignments
• Designated substitutes
• Ghost substitutes in applicable match-play situations

Because these workflows serve different purposes, commissioners should always verify the final pairing after making a substitute assignment.

Before You Begin

Before working with substitutes, confirm:

• Which player is unavailable
• Which round is affected
• Whether your league is using normal round pairings or match-play substitution
• Which golfers are available
• Whether the substitute needs to be added to the pairing manually

Player Substitute Requests

Players can indicate substitute availability and submit substitute-related requests through the player experience.

Managers can review those requests and assign available golfers.

When a commissioner or secretary assigns the request, the request moves into its filled state.

Substitute Availability

Players control which leagues they are available to substitute for.

Commissioners and secretaries can use that availability when looking for a replacement golfer.

Use the availability information as a guide to who may be available for the round.

Assign a Substitute

1. Open the Subs area

Navigate to the league's substitute-management area.

2. Review open needs

Find the player or round that needs a substitute.

3. Review available golfers

Check the players available through the substitute pool.

4. Assign the substitute

Choose the golfer who should fill the need.

5. Review the round pairing

After assigning the substitute, open the round's pairing management.

Confirm that the substitute has been added to the correct group and that the unavailable player has been handled appropriately.

Acceptance and Decline

Golf League HQ's substitute data model supports accepted and declined states, and substitute-related email messaging may direct players back to Golf League HQ.

However, the current player-facing experience does not provide a complete accept/decline workflow.

For now, commissioners should confirm substitute participation using the communication process their league relies on.

Match-Play Substitute Assignments

Match play uses a separate substitute-assignment workflow.

The implemented substitute types include:

• Normal
• Single
• Designated
• Ghost

These assignments are separate from the standard round pairing workflow.

Single and Designated Substitute Limits

Golf League HQ tracks usage limits for certain match-play substitute types.

Golf League HQ applies a limit to single/designated substitute usage within a session, after which the workflow moves to a ghost-substitute behavior.

Commissioners should review the available options shown by Golf League HQ when assigning repeated substitutes.

Designated Substitutes

A player can be marked as a designated substitute in the roster.

That designation is useful for league administration, but it does not automatically place the golfer into every round where a substitute is needed.

Round-specific assignment still matters.

Ghost Substitutes

Ghost substitutes are available in applicable match-play situations when the substitution rules require them.

Use the option presented by Golf League HQ according to your league's match-play rules.

Stroke-Play Pairing Changes

For normal stroke-play rounds, substitute changes ultimately need to be reflected in the round pairing.

If a golfer is replacing another player:

1. Assign or confirm the substitute
2. Open Pairings
3. Remove or replace the unavailable golfer
4. Add the substitute
5. Confirm the group and starting hole

What Substitute Assignment Does Not Do

Substitute assignment does not automatically:

• Add the golfer to pairing_players
• Replace the unavailable golfer in the group
• Create or update a scorecard
• Guarantee that the substitute appears on the tee sheet

That is why pairing review is essential.

Secretary Access

Secretaries can assist with substitute assignment and management.

They can participate in both the normal substitute request workflow and supported match-play substitute-management actions.

Best Practices

Confirm the golfer outside the system when necessary

Until the full player accept/decline workflow exists, make sure the substitute knows they are expected to play.

Update pairings immediately

Don't wait until league night to discover the assigned substitute isn't in the group.

Review repeat match-play substitutions

If the same substitute is being used repeatedly, pay attention to the substitute type and limits presented by Golf League HQ.

Keep availability current

Encourage players to maintain accurate Sub Availability settings.

Common Questions

Does assigning a substitute automatically put them into the pairing?

No. Update or confirm the pairing separately.

Can a Secretary assign substitutes?

Yes.

Can players accept or decline a substitute assignment in the app?

The current player experience does not include a complete accept/decline workflow.

What is a designated substitute?

A designated substitute is a golfer identified in the roster for substitute use. Round-specific assignment is still required.

What is a ghost substitute?

Ghost is one of the substitute types available in applicable match-play workflows.

Does a substitute automatically get a scorecard?

Do not assume so. Review the pairing and scoring setup after making the assignment.

What should I do after assigning a sub?

Open the affected round's Pairings and confirm the actual playing group.