Academy: organising events
What is an event?
An event is a one-off activity on a single day: a club fitting, an open lesson day or beat the pro. Golfers sign up in advance on your club site or walk in. Every participant ends up in Clients, and for each event you see who came back afterwards for a lesson, a bay or a course.
Events are under Academy > Events and only exist in the club's own environment. Creating, editing and cancelling is done by a club admin or owner. Signing people up and marking attendance can be done by every front desk role. Anyone who pays at the desk later can be marked as paid by every front desk role; if a participant is still waiting on a payment link, only a club admin or owner can mark them as paid. See Signing in and your team for what each role may do.
Creating an event
- Go to Academy > Events and click New event.
- Enter the Title and optionally a Description.
- Choose the Location, the Date, the Start time and the End time. The event may last the whole day.
- Enter the Maximum participants.
- Enter the Price per person. 0 is free; a paid event costs at least 1 euro.
- Set the Cancellation deadline, in hours before the start. The default is 48 hours.
- Choose the Bays you need for the event.
- Optionally choose a Pro.
- Optionally switch on a minimum number of sign-ups.
- Click Create event.
If you choose bays, ClubDesk checks before saving whether a lesson or rental is already on them. If there is, you see which bay and which time slot; choose other bays or move the lesson or rental first.
Without a minimum the event always goes ahead, even with zero sign-ups in advance. With a minimum it is cancelled at the cancellation deadline if there are too few sign-ups, and everyone gets their money back.
Bays and the calendar
The chosen bays are taken for the whole time slot: for rentals at the desk, rentals on the club site and lessons with a bay. The database enforces this, not just the screen. An event may also fall outside the normal rental hours.
In the Bays view of the schedule the event appears as its own block with its title. That block is read-only; you change it on the event page.
The event does not block lessons in the calendar. If you choose a pro, it does appear in that pro's calendar.
Bays at a venue linked to TeeControl
If the club has linked the venue's bays to TeeControl (see TeeControl), Golfly books an event's bays in TeeControl first and only then creates the event. The check for lessons and rentals before saving only looks at Golfly; TeeControl decides when you save.
Every bay becomes a reservation of its own in TeeControl, on the Golfly player (info@golfly.nl). The platform is "Golfly - " followed by the event's title, and the title is also in the note. If the event is longer than the longest duration of the activity in TeeControl, it becomes a series of back-to-back reservations for each bay.
One event asks for at most 8 reservations at once. That is, for example, 8 bays if the event fits in one duration, or 4 bays if each bay needs two reservations. If you choose more, ClubDesk says "These are too many bays at once for TeeControl. Choose fewer bays or a shorter event." If you later change only the bays, only the bays you add count. If you change the time or the location, all bays count again.
Other messages when you save:
- "No free bay left at this time." or "There are no 3 free bays right now.": TeeControl does not have enough room.
- "Bay availability cannot be checked right now. Please try again shortly.": TeeControl is not answering.
- "Bays can be booked up to … days ahead at this venue.": the date is beyond TeeControl's booking horizon.
- "Switch this location on in the TeeControl link first.": on the TeeControl card, switch on the club environment under Pros at this venue.
A new event is then not created. If you cancel an event or remove bays from it, Golfly also removes the reservations from TeeControl.
Signing up on the club site
Golfers sign up through the events view on your club site. You add it with this piece of code:
<div data-golfly-club="<your club>" data-golfly-view="events"></div>
<script async src="https://boeken.golfly.nl/embed.js"></script>
For a free event the sign-up is confirmed straight away, without payment. For a paid event the golfer pays online through the club's Mollie. A paid event only appears online if the club has connected Mollie; without Mollie you sign participants up at the desk. Online sign-up closes when the event starts.
When signing up, the golfer can tick a box for news from the club. That box only counts once they confirm it with the button in the confirmation email.
Signing up at the desk and walk-ins
- Open the event and click Add participant.
- Choose an existing client or enter a new one. Name and phone are required, email may stay empty.
- Choose the payment:
- Paid at the desk, with the payment method.
- Pays at the desk later.
- Email payment link. This only works with an email address and if the club has Mollie.
- Free. This only works for a free event.
- Click Sign up.
On the day itself you may sign people up above the maximum; ClubDesk asks you first.
Up to seven days after the event you can still add participants, mark them as paid and mark attendance, for example from a paper list.
On Today every event of the day appears with an Add walk-in button.
Attendance and payment
Marking attendance opens one hour before the start. Marking as paid works as it does for courses. Anyone who pays at the desk later appears in Outstanding.
Cancelling and refunds
If a golfer cancels themselves before the cancellation deadline, they get their money back automatically through Mollie. After the deadline there is no refund and no credit voucher.
A club admin or owner can always remove a participant. Anyone who paid online gets their money back through Mollie. You pay back anyone who paid at the desk yourself. An event never gives a credit voucher.
If you cancel the whole event, online payments go back through Mollie and you settle desk payments yourself. The bays become free again.
The stamp and who came back
Every participant appears in Clients. The client card shows, for example, "Came for Club fitting on 8 November 2026", and the client falls under the Via event segment. At sign-up, Golfly records whether they were new to the club.
On the event page you see for each participant whether they came back, and the total. The owner sees past events in Overview, with counts only.
How it counts:
- Everyone with a sign-up that is not cancelled counts as a participant. No-shows are shown separately.
- Came back means: a lesson, bay or course booked after the event started. Golfly counts this within 90 days and ever, split into new and existing clients.
- Only bookings at the club and with pros who are employed by the club or whom the club manages count, not with independent pros.
- Golfly recognises the same person by their login, email address or phone number.
Related
Academy: creating and editing courses
Creating a course with a session schedule, linking it to a programme from the learning path, and what gets locked as soon as there are sign-ups.
Signing in and your team: roles and permissions
Signing in with a code by email, inviting team members, filling in your own name and the difference between the Scheduler, Club admin and Owner roles.