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How do facilities submit rounds for reimbursement?

Youth on Course recommends that course partners log Youth on Course rounds in real time through the Clubhouse.

Course partners should submit Youth on Course rounds for subsidy reimbursement through the Clubhouse at:

https://clubhouse.youthoncourse.org

For step-by-step guidance, course partners can review the Clubhouse Quick Start Guide:

https://hubspot.youthoncourse.org/hubfs/Docs/Clubhouse%20Quick%20Start%20Guide.pdf

Course partners can also watch this tutorial video:

https://www.loom.com/share/39bb3f8975184d7b8f992ae878eb6f3c

Once logged in to the Clubhouse, course partners can check in and submit up to 4 golfers at a time for subsidy reimbursement.

To submit a round through Check-in:

  1. Click into a + Select a Member box.
  2. Enter the golfer’s Youth on Course member number or GHIN/handicap number.
    • Youth on Course member numbers are case-sensitive and begin with a lowercase y.
    • Searching by member number or handicap number helps ensure the correct golfer is selected.
  3. Select the correct golfer from the results.
  4. Review the golfer’s digital membership card, including membership status, expiration date, age, and any earned achievements.
  5. Complete the round details on the right side of the screen, including the course, round type or number of holes, and date played.
  6. Click the purple Check-in button to submit the round.

Once submitted, eligible rounds are included in the monthly subsidy payment cycle.

For courses using a sign-in sheet or needing to enter multiple rounds at once, Bulk Round Entry is available in the left-side menu. Each bulk round must be tied to the golfer’s Youth on Course member number or GHIN/handicap number. Courses should not submit rounds using only a golfer’s name, as this can result in the wrong member being selected.

To enter bulk rounds manually:

  1. Click Bulk Round Entry in the left-side menu.
  2. Select the correct course, if your account manages more than one facility.
  3. Click + Add row.
  4. Enter the golfer’s Youth on Course member number, beginning with a lowercase y, or the golfer’s GHIN/handicap number.
  5. Enter the played date and round type.
  6. Continue adding rows as needed, up to 99 golfers at a time.
  7. Submit the completed bulk round entry.

To upload bulk rounds by CSV:

  1. Click Bulk Round Entry in the left-side menu.
  2. Click Download Bulk Form to download the CSV template.
  3. Complete the required columns, including Member Number, Played Date, and Round Type.
  4. Click Import CSV to upload the completed file.

Additional training documents and support resources are available in the Clubhouse. Course partners can also email coursesupport@youthoncourse.org with any questions.