Academy: signing a participant up at the front desk
Signing someone up at the front desk
If someone is standing at the front desk or phones, you sign them up for a course directly. Both a scheduler and a club admin can do this.
- Go to Academy and find the course, or open it via the course list.
- Click Sign up, in the expanded row of the list or at the top of the course page. The button is only there while the course is open, confirmed or full; on a cancelled or completed course, signing up is no longer possible.
- Fill in Name (first and last name), Email and optionally Phone.
- Choose the payment: Paid at the front desk or Email payment link.
- Click Sign up to confirm.
If a client with that email address already exists with this coach, Golfly recognises them by it and no duplicate profile is made.
Unlike a booking in the coach site itself, email is required here: it is the address the confirmation goes to and, for a payment link, the link itself.
If the course has priority
If a club admin has given the course a priority window, a warning can appear in the sign-up form: "This course has priority until 16 Sep for golfers who are ready for From GVB to HCP 54: completed the previous level, or on the waitlist. Anouk is not one of them."
That is a notice, not a lock. You can simply click Sign up and the server refuses nothing: you see who is standing in front of you, ClubDesk does not. The warning stays away for someone who is on the invitation list; ClubDesk recognises that by the email address you fill in. Without a programme, or after the end date of the window, it also stays away.
If the course is full
If a course is full, the button at the top of the course page is called Add to waitlist instead of Sign up. Full here means: the status is full, or the number of confirmed sign-ups plus the sign-ups still waiting for payment equals the maximum.
- Click Add to waitlist.
- Click Find golfer and choose the golfer. If they are not in ClubDesk yet, choose New golfer and fill them in yourself: name and email are required, a phone number is optional. That gives them a profile with this coach, just as when you sign them up.
- Optionally fill in a note, at most 300 characters.
- Confirm with Add to waitlist.
The golfer is then waiting for this course's programme, not for this one series. So they are also ready for a next course at the same level. If the course is not linked to a programme, Sign up stays, with the explanation "Link the course to a programme first to use a waitlist." There is more about this in inviting, priority and the waitlist.
If you later sign a waiting golfer up at the front desk after all, ClubDesk closes their waitlist row straight away. If they book online themselves, that happens as soon as the payment is in.
Signing up from the client page or the follow-up list
If the coach works with a learning path, you can also start from the golfer instead of from the course. That saves searching and typing: name, email and phone are already filled in as soon as the form opens.
- On the client page is the Next step card with the open courses of the level that is next. Click Sign up there.
- On the Follow-up tab, each golfer has a Sign up button. If there are several open courses, first choose one in the dropdown next to it.
- On a course's invitation list, each golfer has the same Sign up button, and it always signs up for that one course.
From here the same rules apply as at the front desk: you choose Paid at the front desk or Email payment link, and the participant gets the same emails. Do check the email address in the form, because the confirmation goes there.
Paid at the front desk or a payment link
The Email payment link option only exists if this coach site has Mollie connected. Without Mollie, Paid at the front desk is the only choice and the form says so.
Paid at the front desk: the sign-up is set to paid straight away, in the same way as a successful online payment. The participant gets one confirmation email with a calendar file (.ics) for all sessions at once, and after that a reminder for each session separately, a day beforehand.
Email payment link: the participant gets the link by email and pays themselves. Golfly emails the link straight away and the notice tells you what happened:
- Payment link emailed to ...: the email has been sent.
- Participant has no email address: it could not be emailed. Copy the link from the course page and share it yourself.
- Payment link created, but emailing failed: the link exists and works, only the emailing itself went technically wrong.
As soon as the participant pays, they get the same confirmation email with .ics as someone who paid at the front desk.
The payment link's expiry rule
A fresh payment link is normally valid for about 30 days, with a maximum of 36 days. But the link never extends past the start of the course's first lesson. Only for a sign-up just before the start does the link always get at least 24 hours, even if the first lesson starts sooner than that.
In short: the earlier the first lesson, the earlier the payment link expires, with a lower limit of 24 hours.
Managing a payment link
Every sign-up that is still waiting for a payment link has a Payment link button, only visible to a club admin. It opens a window that fetches the current status from Mollie:
- Open: you see the link itself, with a copy button and the exact expiry moment in words.
- Paid: the link has already been paid, refresh the page for the new status.
- Expired or replaced: the link is no longer valid, a new link replaces it.
With Email again, Golfly replaces a dead link (expired or replaced) with a fresh one for the same amount and emails it again. If it has been emailed before, the window first asks Send again, so nobody is emailed twice by accident. If the participant has a phone number, a Share via WhatsApp button with a ready-made message appears after sending.
If the participant has no email address, the button is called Create new link: you get a fresh link to copy and share yourself.
Marking as paid at the front desk
If someone with an open payment link settles at the front desk after all, click Mark as paid on that sign-up and confirm. Like the payment link management above, this button is only visible to a club admin. Golfly closes the open online payment where that is still possible.
If the participant still pays at home after all, a second payment comes in that you have to refund yourself through Mollie. On a cancelled course this button is no longer there.
Related
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.
Settings: locations, coaches, booking page and Academy
The parts of Settings: overview, locations and bays, coaches and team, your public booking page, the Academy settings with the invitation text, and the integrations with Mollie and TeeControl.