Docs›Features›Course Owner Setup

Course Owner Setup

Set Up Your Golf Simulator Facility | RoundBoss Watch on YouTube (opens in a new tab)

Course owners and facility operators can request access to Golf Course Mode, which provides a dedicated dashboard for managing facilities, tracking golfer activity, and running events through RoundBoss.

Overview

Golf Course Mode is separate from the league manager interface. Once approved as a course owner, you get access to a facility management portal where you can create facilities, manage courses, post announcements, create events, and view analytics.

Requesting course owner access is free. Facility plans (Golf Course Starter and Pro) are paid — per facility, as a 6-month Season Pass or Annual term — and unlock the simulator features while covering the leagues at the facility (the leagues you create are added automatically) with no per-seat fees. See Billing and Season Pass & Annual Plans.

Requesting Course Owner Access

Any existing RoundBoss manager account can request course owner access.

1
Log in
Log in to your manager account.
2
Navigate to request page
From the manager dashboard, navigate to Course Owner Request.
3
Fill out the form
Fill out the request form with your name, email, phone, and a description of the course(s) or facility you manage.
4
Submit
Click Submit Request.

Only one pending request is allowed at a time. If you already have a pending request, the form will show its current status instead.

Approval Flow

After submitting your request, a RoundBoss administrator reviews it.

StatusMeaning
PendingYour request has been submitted and is waiting for admin review
ApprovedYour account has been upgraded to course owner. You can now access Golf Course Mode
RejectedThe request was not approved. Admin notes may explain why. You can submit a new request

You can check the status of your most recent request at any time from the Course Owner Request page. An email notification is sent to the admin team when a new request is submitted.

After Approval

Once approved, you will see a new Golf Course Mode link on your manager dashboard that takes you to the course owner portal.

Setting Up Your First Facility

1
Create facility
From the course owner dashboard, click Create Facility.
2
Enter details
The create form only asks for Facility Name (required), City, State/Province, Phone, and Email.
3
Save
Click Create Facility.
Address, ZIP/postal code, website, and logo URL aren't on the create form — add them afterward from the facility's Facility Details card. There's no manual timezone field anywhere: RoundBoss derives the facility's timezone automatically from its ZIP/postal code once one is set (same as a league), so add a ZIP code if tee-time display or other timezone-dependent features need to be correct.

Adding Courses to a Facility

1
Open facility
Open a facility from your dashboard.
2
Go to Courses
Go to the Courses section.
3
Add Course
Click Add Course.
4
Enter course data
Enter course details: name, number of holes, hole pars, hole handicaps, slope rating, and course rating.
5
Save
Save the course.

Managing Simulator Bays

If your facility has golf simulators, you register bays directly on the Sim Bay Bridges card — there is no separate "Bays" section, and a bay only has a number, not a name.

First bay only: until any bay bridge, guest round, or TV display has ever been registered at your facility, the Sim Bay Bridges / Guest Rounds / Connected Displays cards stay collapsed behind a single prompt: "No simulator bays here" with a Set up simulator bays button. Click it once to reveal the full cards. After your first bay exists, this is automatic (and a Facility Details toggle lets you force the cards to Always show or Hide instead of Auto).
1
Open facility
Open your facility. If no bays exist yet, click Set up simulator bays on the prompt card first.
2
Click Add Bay
On the Sim Bay Bridges card, click Add Bay.
3
Enter the bay number
Type the Bay Number (RoundBoss suggests the next unused number) and click Download Installer — one action both registers the bay and starts the download (requires an active Golf Course plan).
4
Install
Install the downloaded file on each simulator PC; the bay shows Online in the facility dashboard once the service starts. See Bridge Installation.

Kiosk Check-In Password

The same Sim Bay Bridges card shows your facility's kiosk check-in password — the code staff type on a bay to start league, challenge, or tournament check-in. RoundBoss assigns one automatically the first time a bay checks in; until then the card says "Your bays will be given a password the next time they check in." Click Set next to the password to choose your own (4–32 characters, no spaces) instead of the generated one. This password is per-facility, not per-bay — every bay at the facility shares it.

What Course Owners Can See

Course owners have access to analytics and round data scoped to their facility.

Scope of what you can see: analytics and round data are limited to rounds played at your own course. You cannot see a golfer’s round history from other courses or leagues. This is about your private dashboard. Anything you choose to publish, such as Public Standings, is visible to everyone with the link; see Public Embed Standings.
DataVisible to Course Owner
Rounds played at their facilityYes
Golfer round history at other facilitiesNo
League scores from leagues at their facilityYes (leagues at the facility)
Golfer personal profile detailsNo — only what the golfer shares during check-in

Facility Features

Once set up, course owners can use these facility features:

  • Announcements — post updates visible to golfers who check in at your facility
  • Events — create tournaments, clinics, or social events with date, time, and capacity
  • Promotions — advertise deals or specials to your golfer community
  • Analytics — view round counts, usage trends, and golfer frequency (period selector, retention, popular tee times, per-course breakdown)
  • Your Leagues — leagues you create are added to your facility automatically; other managers can be invited to run their leagues here
  • Golfer Check-In — provide a public check-in page for walk-in and event golfers
  • Solo Customer Invite — invite individual customers (no league required) and onboard them under your facility brand
  • Embed Standings Widget — drop a live leaderboard iframe into your facility website
  • Facility Messaging — 1-on-1 DMs and broadcasts to your active facility players

Inviting Solo Customers

You can onboard individual customers directly under your facility brand without going through a league. From the facility detail page, the Solo Customers card lets you:

1
Open Invite Solo Customer
Click + Invite Solo Customer on the facility detail page.
2
Enter the customer's email
RoundBoss sends a magic-link email branded by your facility (logo, name, and copy).
3
Customer signs up
The customer clicks the magic link, lands as a Solo player, and is bound to your facility automatically.
4
Manage your customers
List, resend invites, or toggle active/inactive from the same card.
First-facility-wins: each solo customer can only be bound to one facility. If the customer's email is already linked to another facility, the invite is not sent and you see a message that the customer is already linked to another facility.

Leagues at Your Facility

A league at your facility is covered by the facility's Golf Course plan (no per-seat fees), runs on the facility's simulator bays, and appears in its shared standings.

  • Leagues you create are added automatically. There is no linking step: a league, tournament or outing you create (from the wizard, a template, or by duplicating a season) is added to your facility and covered by your plan as soon as it is created. If you own more than one facility, you're asked which one the league plays at — in the wizard's Step 2, and in the facility picker when creating a league from a template (a simulator template defaults to the only facility with bays). Duplicating an existing season stays at that league's own facility.
  • A facility plan always wins over your signup trial. A league the plan covers is never a 4-player trial, no matter what your personal 14-day trial is doing — see Billing & Trial.
  • Starter plan limit. Starter covers 10 leagues. If all 10 slots are in use, a new league is still created and listed at your facility, but it is not covered by the plan, and RoundBoss tells you so when you create it and on the league page. Upgrade to Pro, or remove a league you no longer run from the facility: the freed slot covers the waiting league automatically (oldest first).
  • Leagues with their own coverage. A league on free access keeps it, and so does a league its manager already paid for or another facility's plan covers; it is listed at your facility without using a plan slot.
  • Leagues run by other managers — use Invite a manager to run a league here on the facility page. The manager gets an email, accepts, and chooses which of their leagues plays at your facility. The plan covers it the same way (and the same 10-league Starter limit applies).
  • Leagues at this facility — the card on the facility detail page lists every league at your facility, its coverage, and who runs it. Removing (or deleting) a league frees its plan slot, which then covers the oldest league still waiting for one; the removed league falls back to its own coverage.
  • Importing Golfers — The Import Golfers action is gated. You can import into leagues you manage. For leagues another manager runs at your facility, the Import Golfers button is hidden — the manager controls their own roster, and the server enforces this guard. This protects manager autonomy from facility-side roster changes.

Embed Standings Widget

A facility can publish its standings on its own website. It is off by default: nothing is public until you click Enable Public Standings on the facility page. That creates a link at /embed/standings/{token} that anyone who has it can open without logging in. Drop the iframe into your facility website and standings stream live: hero header with your facility logo, landing grid for every league at the facility, podium chips for top-3, weekly results for locked weeks, skins, CTP, and Longest Drive. The token survives facility ownership transfers, so embed URLs don't break when a facility changes hands. Disable Public Standings stops the link immediately.

Golfers appear by shortened name, not anonymously: first name and last initial, with team rows shown by team last names or team name depending on the league type. See Public Embed Standings for exactly which names, scores and earnings the page shows.

Facility Messaging

Course owners can send 1-on-1 DMs or broadcasts to their active facility players. "Active" means the player is in a league currently at your facility, OR they have an active solo customer record at your facility.

Removing a league cuts off access. When a league is removed from your facility, you immediately lose send/receive access to that league's players. Existing messages are preserved (not deleted), and access is automatically restored if the league comes back to your facility later. This protects player privacy when their league moves to another venue.

Troubleshooting

IssueSolution
Cannot find the Course Owner Request pageYou must be logged in as a manager. Navigate to the manager dashboard and look for the Course Owner Request link
Request stuck on PendingAdmin review is manual. If your request has been pending for an extended period, contact RoundBoss support
Already a course owner but cannot see facilitiesEnsure you are accessing the course owner dashboard (not the league manager dashboard). Look for the Golf Course Mode link on your manager dashboard
Cannot submit a new requestYou can only have one pending request at a time. Wait for the current request to be reviewed, or contact support
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