Academy: creating and editing courses
What is an Academy course in ClubDesk?
A course is a series of lessons that you create in one go: one title, one price for the whole series, and Golfly generates the session dates automatically. For a one-off activity on a single day, such as a club fitting or an open lesson day, use an event instead of a course.
Creating, editing and seeing the figures is only possible as club admin; as scheduler you can view and open the course list. See Signing in and your team for the full overview of what each role may do.
Creating a course
- Go to Academy and click New course. The button is only there if at least one coach site is linked to your club.
- Fill in the Title. The Description is optional and appears on the course page and in the confirmation email.
- Choose the Location (if there is only one, Golfly fills it in automatically) and optionally a Coach. If you choose "Do not list a coach", that has no further consequences: it only determines which name is on the course page.
- Under Programme, choose the level from the learning path that this course is a run of, or No programme. This field is only there if the coach site already knows the learning path.
- If you choose a programme, a line appears below it with who is ready: "7 golfers are ready for this step (5 progressed, 2 on the waitlist)." Optionally turn on Give priority until (see below).
- Fill in the Price per participant (€1 to €5000). This is the price for the whole course, not per lesson.
- Set the Minimum and Maximum number of participants (1 to 99 each; the maximum cannot be below the minimum).
- Fill in First lesson on (not in the past) and the Start time.
- Fill in Duration (minutes) (15 to 480), Number of lessons (1 to 26) and Every ... weeks (the interval, 1 to 8 weeks).
- Golfly immediately builds the lesson list from this and shows it live in the form, with date and time per lesson. If a week drops out, for example during the Christmas break, you skip it in this list (see below). Moving a lesson to a different time is only possible after the course has been saved.
- Optional: fill in Cancel up to ... hours before (0 to 720 hours).
- Click Create course. The course is in the list straight away and can be booked immediately.
If there were golfers ready, the "Course created" notice has an "Invite number golfers" button that takes you straight to the invitation list.
Skipping weeks
If a six-lesson course runs over Christmas, you skip the Christmas weeks and it stays six lessons. In the lesson list, every lesson except the first has a Skip button. Click it and that week becomes "No lesson", the lessons after it move along and one lesson is added at the end. Keep lesson puts the week back.
If a lesson falls on a public holiday or in a school holiday, the row gets a yellow marker with the name, such as "Christmas break" or "Easter Monday". Golfly uses your club's school holiday region for this. Gelderland is split across three regions, so for a club there the region is shown in the marker. Golfly never skips a week by itself.
Below the list you can see how long the course runs, for example "6 lessons over 8 weeks · last lesson Tue 26 Jan".
If you don't want the first week, choose a later date under First lesson on. If you then change the start date, the number of lessons or the interval, the form remembers which weeks you skipped. If such a week falls within the series again, it shows as "No lesson".
A course with an employed pro
If your club has employed pros, the form also has a Pro field. If you choose a pro there, the lessons go into their calendar and their name is on the course page. With No pro, own calendar the course stays in the club's calendar.
The list only has pros who are employed by your club. An independent pro who is linked to the club is visible in the schedule, but you cannot assign a course to them. If there is no employed pro, the field is not there.
If an existing course is already with a pro you can no longer choose, it stays there and you can simply edit it. That pro then appears in the list with "(no longer selectable)" after the name. Only when you choose another pro do the lessons move.
Give priority until
Priority is a date on the course. Up to and including that day, the sign-up screen warns the front desk as soon as they sign up someone who is not on this course's invitation list. It blocks nothing and does not close the course.
The block is in the form under Programme, and only if the coach site knows the learning path. The tick is off by default, even if golfers are ready: priority changes what the front desk gets to see, so it stays a choice. The date field is pre-filled with ten days from today and can only be changed once the tick is on. If you turn the tick on without a valid date, the form says "Choose when the priority ends".
The suggestion line with the number of candidates is only there for a new course. When editing you see the tick and the date, filled in with what was already there. What priority does besides that, and how you invite the golfers, is in inviting, priority and the waitlist.
Editing a course
As long as a course has not been cancelled or completed, you click in the expanded row of the list or via More → Edit on the course page to change it.
You can always change the title, description, location, coach, programme and the priority window, even if there are already sign-ups. As soon as there is at least one sign-up on the course, the price, number of participants and cancellation period are locked. Golfly explains it like this: "There are already sign-ups, so the price, number of participants and cancellation period are fixed. They are part of what participants have booked." When saving, only what you actually changed is sent along.
Under Programme there are only the active programmes from the learning path. If this course belongs to a programme that has since been switched off, it stays selectable, with "(inactive)" after it.
Moving a single lesson
Does a lesson fall through or does it have to go to another time? You arrange that per session, separately from the rest of the course.
- Open the course and find the lesson in the list or the table of sessions.
- Click Move on that lesson. This is only there on lessons still to come, and no longer on a cancelled or completed course.
- Choose the new date and time and confirm.
Participants who have signed up automatically get an email with the new time. The rest of the course does not change with it. Unlike editing course details, moving can be done by both a scheduler and a club admin.
The programme and the learning path
A programme is a level from the coach's learning path, for example "GVB" or "From GVB to HCP 54". If you link a course to a programme, ClubDesk knows what a participant can do next: the client page shows a next step and the golfer appears on the follow-up list as soon as they complete the level.
A course without a programme simply keeps working and stays bookable. It just does not count in the learning path. How you create and order programmes is in the learning path and programmes.
The course list and the figures
On Academy you switch with tabs between running, completed, cancelled and all, and you search by course name. As a club admin you see a block of figures at the top with Occupancy (against the maximum), Paid (with a breakdown per payment method if there is more than one), Outstanding and Source (where the sign-ups come from).
If you expand a row, you see the sessions and the first participants, and as a club admin also the Edit and Cancel course buttons. With Open course you go to the full course page.
If the minimum is not reached
Golfly keeps an eye on the minimum itself. Two moments:
- Three days before the sign-up closes (the cancellation period before the first lesson), the club's coach site gets a warning once by email and as a notice: "Course below the minimum, sign-up closes in 2 days", with the count (for example 1 of 3). There is then still time to phone people, lower the minimum or cancel the course yourself.
- At closing, Golfly cancels the course if the minimum has still not been reached. Participants who paid online get their money back and an email; whoever paid at the front desk is an open item in Outstanding. The coach site gets a notice with the number of sign-ups against the minimum.
A course without a cancellation period (0 hours) only closes at the moment the first lesson begins.
Related
Academy: cancelling a course
Cancelling a whole course or a single sign-up, the settlement list you see beforehand, and what a cancelled row does and does not prove.
Academy: organising events
Creating a one-off event, free or paid, with bays and walk-ins, and seeing who came back for a lesson, a bay or a course.