How CaddieOS works
From claiming your course to a reconciled prize book.
Every step your staff take in CaddieOS, in the order you take them, and who does each one.
CaddieOS never holds, sends or pays out money. Prizes are recorded as credit your course redeems.
Part 1 · Owner
Set up your business
A business is your course's private workspace. Nothing is published until caddie.fun has verified that you act for the course.
1.1Create the business
Sign in at club.caddie.fun with a caddie.fun account and create a business for your course.
1.2Claim your course
Choose your course from the caddie.fun course list and submit a work contact with evidence that you act for it. A caddie.fun reviewer checks every claim. Until it is approved the business stays pending and cannot publish or record anything.
1.3Invite your staff
Create a private invitation link for each person and share it yourself. A link is valid for seven days and can only be accepted by the person whose verified email it was made for.
1.4Grant roles
Owner: everything, including staff and course claims. Manager and Pro: competitions, card review, the prize book and course data. Staff: prepares fields and enters cards. Starter: arrivals and groups only. Committee: reviews cards independently. A business always keeps at least one owner, and staff changes are written to the audit log.
Part 2 · Owner, Manager or Pro
Publish your course information
Verified courses publish their own information to their caddie.fun course page. Every publication keeps the previous version and a reason for the change.
2.1Course profile
Publish the name, address, pro shop phone, website and description golfers see. Each update shows a before and after and asks for a reason.
2.2Tee scorecards
Publish par, yardage, stroke index and ratings for complete 9 or 18-hole tees. A tee that rounds have already been played on is never rewritten: you publish a new, distinctly named tee instead.
2.3Pin sheets and notices
Publish dated pin sheets and official notices with an expiry, such as cart rules or course conditions. Golfers see them on your course page, and the caddie.fun AI caddie uses them.
Part 3 · Manager or Pro
Build a competition
A competition is your course's game: a format, handicap rules, prizes and a field. Build it once and reuse it every week.
3.1Pick the format
Skins, stroke play (medal), Stableford or quota, over 18 or 9 holes. Play it gross or net; quota is always net. In skins, a tied hole carries its skin to the next hole.
3.2Team games
Best ball counts the best one or more scores on each hole; a scramble plays one team ball with the standard team handicap allowance. Set teams before play, or draw them blind after play. A team's prize is shared equally by its golfers in your credit unit.
3.3Set handicaps
For net play you set the handicap allowance. CaddieOS applies it once and gives strokes by stroke index, including plus handicaps and nine-hole play.
3.4Set prizes
Fund the pot in your own credit unit, such as pro shop credit. Skins pay the pot divided by the holes, one skin per hole won; anything still carrying after the last hole stays unawarded. Stroke play, Stableford and quota pay the places you choose, which must add up exactly to the pot. You can also run a board with no prizes.
3.5Flights and ties
Split a net field into handicap flights, each with its own prizes; golfers are placed by the course handicap they entered with. Break ties on countback (last 9, 6, 3, then the final hole) or let tied golfers share.
3.6One game or a weekly series
Publish a single game or prepare up to 12 weekly games with the same rules and funding. Signups can open automatically a set number of days before each date, and you can extend the series or cancel unpublished dates at any time.
3.7Registration limits
Optionally cap the field, close signups a set time before play (in your course's time zone, every week of a series) and show the entry fee golfers pay at your shop. Golfers who find the field full join a waitlist you move them in from.
Part 4 · Manager, Pro or Staff
Fill the field
Golfers join on caddie.fun. Golfers without an account play as walk-ups entered by staff, and can leave an email to get their result.
4.1Open signups
Opening signups notifies golfers who follow your course. They join from your course page and choose whether their name appears on the public board.
4.2Print the entry card
Print a QR entry card for the counter or the first tee. Golfers scan it to open the game and join.
4.3Walk-ups and tee sheets
Add walk-ups at the counter; CaddieOS points out a name that already matches your roster before adding a duplicate. Import a tee sheet as a CSV: preview it, check identities and the handicap basis, then commit. Imports add walk-ups, never golfer accounts.
4.4Correct handicaps
Correct a golfer's course handicap before play. CaddieOS records whether the handicap came from the golfer, staff or a tee sheet, and a correction clears any card approval.
4.5Your roster
Import your members from a CSV with member numbers, the index your club records and, where golfers agreed, an email for results. Members with a known number are updated; a bare name match is skipped, never merged. No golfer accounts are created.
4.6The waitlist
When a capped field fills, golfers join a waitlist in order. Move a golfer into the field and they are told; remove one with a reason.
Part 5 · Starter, Staff and golfers
Run game day
Golfers score on caddie.fun, a group marker scores from the cart with no app, and staff cover anyone else.
5.1The starter desk
Check golfers in, add walk-ups and set groups from a desk that shows arrivals only: no scores, handicap details or prizes.
5.2Pairings and printables
Draw groups at random, balanced by handicap or with similar handicaps together, on tee times or a shotgun start. Print a pairings sheet, scorecards with each golfer's handicap strokes marked, cart signs and a results sheet.
5.3Live scoring
Each golfer can score a normal caddie.fun round and link it to the game. Or one marker per group scans the QR code on the cart sign and keeps score for the group in a browser: no app, no account. Staff can still enter paper cards. Standings update as scores arrive and stay provisional until you close, and every card is still reviewed.
5.4The pro shop TV
Open a display link on the shop TV. It cycles through the whole field, shows only the names golfers chose to display, expires after 24 hours and can be revoked at any time. Its Follow live QR code opens the board on a golfer's phone.
5.5Withdrawals and disqualifications
Withdraw, disqualify or restore a golfer, with a reason on the record.
Part 6 · Manager, Pro or Committee
Review every card
No result counts until someone other than the golfer has reviewed the card.
6.1Independent review
Whoever entered a paper card cannot approve it, and staff who played cannot approve their own card or close their own competition.
6.2Linked rounds stay honest
A linked round must match the course, date and holes of the game. If the golfer changes it after approval, the approval is cleared and the card goes back for review.
6.3When a round cannot be used
Abandon the link with a recorded reason and enter the paper card instead.
Part 7 · Manager or Pro
Close and record prizes
Closing turns reviewed cards into a final result and prize credit, in one step.
7.1Check the preview
The close preview lists every award before anything is written. It is tied to the exact state of every card, so if something changes, you review the new preview first.
7.2Close the competition
Closing records the awards, the final result and the audit entry together. If the entry fees you recorded fall short of the pot, you confirm that before closing.
7.3Golfers are told
Every entered golfer with an account is notified: winners with their result and credit, everyone else with the final board. Walk-ups without an account hear from us only if they left an email at the counter and agreed: they get their result and a one-time link to save it to caddie.fun.
7.4Reopen if you must
Reopening needs a reason and reverses the original awards exactly. When you close again, golfers receive the corrected result once.
Part 8 · Owner, Manager or Pro
Reconcile the prize book
The prize book records credit your course owes golfers. The value itself moves at your counter, never through CaddieOS.
8.1An append-only record
Awards post as credit in your unit. Nothing is edited or deleted: every correction is a reversal entry.
8.2Redemptions and adjustments
Record a redemption or an adjustment with the reference of the real receipt, so recording it twice is impossible. Adding credit by hand needs a second authorized staff member to approve it.
8.3Exports
Export the book as CSV for your accounts. Each export is fixed at the moment it is made, and downloading one never changes a balance.
8.4Entry fee receipts
Record entry fees and refunds you already collected as receipts. They are kept separate from prize credit.
Part 9 · Manager or Pro
Run a league season
Turn your weekly games into a season, or several rounds into one event.
9.1Points or totals
Award points by finishing place, overall or within each flight, with optional points for playing and a best-N-weeks rule. Or add up strokes or points across rounds for a club championship.
9.2Standings golfers can follow
Standings come from your closed competitions and appear on a public page with the names golfers chose to show. Season prizes are recorded in the prize book as reasoned adjustments.
Part 10 · Manager or Pro
Stay in touch with your golfers
Tell the right golfers what changed, without a group text.
10.1Announcements
Send a note to a competition's field, your roster or golfers who follow your course. Golfers with caddie.fun get it in the app; golfers without an account get an email only if they left one and agreed.
10.2Calendars
Golfers can add a competition to their calendar or subscribe to your course's upcoming competitions.
Part 11 · Owner or Manager
Learn from your games
See what is working, from your own closed competitions.
11.1Participation
Track participation and repeat players across your closed competitions.
11.2The daily checklist
A checklist built from your games, cards, closures and today's pins. AI can put it in priority order; it cannot add tasks, change scores or record credit.
Roadmap
Not in CaddieOS yet
Planned, not shipped. We will not sell you these until they work.
- Member-guests and outings with guest registration
- Direct tee sheet and point-of-sale connections
- Invitation emails sent by CaddieOS
- Reading paper cards from a photo
- Measured GPS pin positions
- Course-wide golfer insights beyond your own competitions