Academy: cancelling a course

Who may cancel

Only the Club admin role can cancel a course or a single sign-up. A Scheduler does not see the Cancel course and Cancel buttons at all: Golfly also refuses this on the server side, with the message "Only a club admin can cancel a course" and "Only a club admin can cancel a sign-up" respectively.

Cancelling a whole course

1. Open the course and go to the More menu (on the course page) or expand the row in the list and click Cancel course.
2. Look at the settlement list that appears: per participant you see which group they fall in and which amount goes with it.
3. Read the warning "All lessons are cancelled and participants receive an email. This cannot be undone." and confirm.

Golfly sorts the participants beforehand into four possible groups, and shows only the groups that actually contain participants:

• "Paid online or by payment link: online payments are refunded"
• "Paid at the front desk, you settle it yourself"
• "Payment link open, will expire"
• "Not yet paid at the front desk, will be dropped"

If nobody is signed up, the dialogue simply says "There are no sign-ups; only the lessons are cancelled."

After you confirm, Golfly cancels all lessons and emails every participant. Online payments through Mollie are refunded automatically. Front desk payments are not; you settle those with the participant yourself. On success you see the notice "Course cancelled" with the explanation "Participants will be notified. Online payments are refunded automatically; you settle front desk payments yourself." If not every refund works automatically, you get a warning instead that not everything could be refunded and that the coach sees the outstanding cases on their own coach site.

Cancelling one sign-up

If you do not want to stop the whole course but only take one participant off it, use the Cancel button for that participant on the course page.

1. Click Cancel for the participant.
2. Read the explanation: it differs per situation (see below).
3. Confirm.

What happens depends on the status of the sign-up:

• Not paid yet: "There is no open payment yet. The payment link will expire."
• Already paid, before the cancellation period, online or via payment link: "If the payment went through Mollie, the amount is refunded; if it was paid at the front desk, you settle it yourself."
• Already paid, before the cancellation period, at the front desk: "The participant paid at the front desk. Settle the amount yourself; no refund goes through Mollie."
• Already paid, after the cancellation period: the course is already under way, so the participant gets no refund but a credit by email. The amount is shown as "about" beforehand; you only see the final outcome after confirming.

After confirming you see one of these outcomes:

• Refunded successfully: "Sign-up cancelled", "The refund is going through Mollie."
• Refund failed: "Sign-up cancelled, but the refund did NOT succeed", "Arrange the refund manually via Mollie."
• Credit granted: "Sign-up cancelled", "The participant receives €X credit by email."
• Credit failed: "Sign-up cancelled, but the credit could not be created", "Create a gift voucher manually."
• Front desk settlement: "Cancelled. Settle €X at the front desk; no refund goes through Mollie."

A place becomes free

If someone is on the waitlist for this course's programme, the window does not close straight after a successful cancellation. The heading becomes Place available and under it is "Place available. On the waitlist for programme:" with at most five golfers, with since when they have been waiting.

Per golfer there is a WhatsApp button as soon as the phone number is usable. It opens the conversation with your club's invitation text in it, the same text as on the invitation list, with this course's details already filled in. If your club has not set a text, Golfly's default text is ready. You send it yourself. At the bottom is To the invitation list, and with Close you simply go back to the course.

The list is only fetched after the cancellation: when the window is opened, nobody knows whether a place will become free. You also see this block for a course without a priority window. If nobody is on the waitlist, the window closes as you are used to. More about the waitlist is in inviting, priority and the waitlist.

The settlement list beforehand

The settlement list when cancelling a whole course is not there for show: it tells you beforehand exactly who gets money back through Mollie, who you still have to refund yourself, and which payment links simply lapse without any money having been in circulation. That way, when you click the button you already know what will be on your plate afterwards, instead of having to work it out later.

What a cancelled row does and does not prove

Every cancelled sign-up stays visible in a Cancelled table at the bottom of the course page, with who cancelled (coach, staff or the participant themselves) and a Settlement column. Read that column as a trail, not as proof:

• Online payment started; check in Mollie whether it was paid and refunded. This only proves that a Mollie payment was STARTED, not that it succeeded or was refunded. An abandoned checkout leaves exactly this trail too. Check this yourself in Mollie.
• Front desk: settle €X if the amount was received. This only proves that the front desk WOULD collect this amount, not that the amount was actually received. A front desk payment that was cancelled again before settling looks identical.
• Payment link sent, no payment recorded. A link was sent, but nothing came in.

On a cancelled course, the top of the table also has a total line, deliberately worded as an upper limit: "Front desk payments in this course: up to €X (N participants), check what was received." That little word "up to" is chosen on purpose, not carelessness.

So remember: none of these rows proves that money was received or refunded. They only show which payment trail a sign-up followed. You check the real outcome yourself, in Mollie or at the till, before you consider anything settled.

Related

• Academy: creating and editing courses
• Academy: signing a participant up at the front desk
• Academy: inviting, priority and the waitlist
• Signing in and your team: roles and permissions