Settings: locations, coaches, booking page and Academy
Who can get to Settings?
Only the Club admin role can open Settings. If you go to Settings as a Scheduler, you see the notice "Club admins only": "You can use the schedule, but you do not have admin rights for a club." More about the roles is in Signing in and your team.
The six parts
Settings is divided into six parts, reached through a menu on the left (on mobile through a dropdown):
- Overview: what is in order and what is still missing?
- Locations and bays: names, status and opening hours.
- Coaches and team: access and public visibility.
- Booking page (also called Club branding): logo, colour and booking page.
- Academy: follow-up list and invitation text.
- Integrations: Mollie for the club's payments, and TeeControl for the bays of your venue.
Overview
At the top are four tiles: the number of operational locations, the number of active bays, the number of linked coaches and the status of your booking page (Live or Draft). Click a tile to go straight to that part.
Below that is the checklist "Ready for daily use", with per item whether it is in order already and otherwise a link to the relevant part:
- Operational location
- Indoor capacity
- Bay schedule
- Coaches
- Booking page
Locations and bays
Golfly sets up a new location for you. This part is for configuring an existing location, not for adding a completely new one.
If an indoor location has no bays yet, it says "No bays at this location yet" with the Set up bays button. Click it and the location is ready for bays: you straight away see "No bays set up yet" and add them as below. If the club then has one location with bays, ClubDesk also links the club location of your employed pros, and of independent pros the club manages, to those bays. An outdoor location usually needs no bays; it says "No bay management needed". If it does have bays, such as tees on the driving range or simulators, the Set up bays button is also there under it.
Per location you manage the bays:
- Add bays one by one, or use "Set up bays in one go" to configure several straight away.
- Give a bay a name or rename it.
- Set per bay the opening hours per weekday (start and end time).
- Set an hourly rate for bay rental, including VAT. This is the amount settled at the front desk for renting a bay, separate from any lesson price.
- Activate or deactivate a bay.
Coaches and team
As owner you see the The club's pros block at the top. There you add a pro, employed or independent. How that works is in Adding a pro.
For each linked coach you see two statuses: front desk access (active or no access) and public visibility (Publicly visible, Waiting for coach, or Not public).
Who approves public visibility depends on the coach:
- The club's own environment and pros employed by the club you make public yourself with the Make public button. A second approval is not needed: the club is the party that approves there.
- An independent pro you ask with Request public listing. The status then becomes "Waiting for coach" until the coach approves it themselves. With Withdraw you withdraw the request again.
With Hide you take a coach off the public page again. If the owner later makes a public employed pro independent, that pro goes back to "Waiting for coach": the club's approval only applied while they were employed.
There is also a switch "Offer a club seat" or "Withdraw club seat offer" per coach. For now this is only a status marker: it does not start a licence and does not change billing. That remains a separate action that Golfly does itself.
With the "Manage front desk team" button you open the same team panel as in Signing in and your team, where you invite a Scheduler or revoke someone's access. In that panel, your own row has an Add your name or Change name button: that name later appears in the lists next to what you ticked off.
Publishing your booking page
Your club page can go live in two ways, through courses or through lessons. One of the two is enough.
- Courses: the club has its own Golfly environment with an active location at this club, and golfers can pay. That can be online through Mollie (see Integrations) or at the front desk, after which you mark the payment as paid in Outstanding. Golfly turns on paying at the front desk for you.
- Lessons: at least one coach is publicly visible (see Coaches and team), their subscription allows public bookings and they have an active location at this club.
In Booking page (Club branding) you do the following:
- Upload a logo (PNG, JPEG or WEBP), or instead enter a URL to a logo hosted elsewhere.
- Choose a club colour.
- Look at Courses and Lessons to see whether at least one of the two is on Ready. If something is missing, each item says what is still needed, with a Go to integrations or Go to coaches and team button.
- Under "Allowed websites", enter at least one exact origin, for example
https://www.golfclub.nl, without a path and without a trailing slash. If the field is still empty and Golfly already knows the address of your club website, there is a Use button with that address next to it: one click fills it in. Check it before you save. - Turn on the "Public booking page" switch and save.
If your live page later no longer meets the conditions, Golfly warns with "The live page no longer meets the conditions": then fix the marked condition, or turn the public page off first, before you can save again.
The embed code
Under "Club website and embedding" is the Embed code for block with your club's name. First choose under "What goes on your site?" what you want to show:
- Courses: the course offering with sign-up.
- Lessons: booking a lesson with a coach.
- Courses and lessons: two blocks one under the other.
You can only choose what is ready. You can copy as soon as the page is live and your changes are saved. You copy the booking link or the embed code: a few lines of HTML based on the Golfly script, which a webmaster pastes into the club website. The code belongs to this location. If the club has more locations, each location has its own code.
Under How to paste the code is, per website builder (WordPress, Wix, Squarespace or another site), where the code goes. If your site cannot take code, put the booking link behind a button.
Academy
This part is called Follow-up list and invitation text on the screen and contains two settings: how long a golfer stays off the follow-up list after Later, and the text that is ready when you invite someone.
- Go to Settings and click Academy on the left.
- Under Later comes back after, fill in the number of days. That may be 1 to 365; the default is 90. If you fill in something else, the screen says "Choose a number between 1 and 365 days."
- Optionally adjust the Invitation text (see below). If you leave the field empty, Golfly uses its own text; the field says so too: "Leave empty for the default text".
- Click Save. As long as you have not saved, "Not saved" is next to the button.
Both settings apply to the whole club, so to all linked coaches. The screen says so too: "Applies to all coaches of this club."
You do not manage the learning path itself here. You do that with the Learning path button on the Academy page; see the learning path and programmes.
The invitation text
The invitation text is the message that is ready in WhatsApp or email as soon as you invite a golfer for a course. Golfly does not send it itself: the conversation or the email opens with the text in it and you press send.
The default text is below. It goes to a golfer, so it is Dutch by default, and the placeholders in braces keep their Dutch names:
Hoi {voornaam}, de vervolgcursus {programma}[ start op {startdatum}] bij {locatie} ({duur}, {lesdata}, {prijs}).[ Je bent als eerste aan de beurt tot {voorrang_tot}.] Zullen we je inschrijven?
On the invitation list you choose the Message language: Dutch (the default) or English. If you choose English, the default text is:
Hi {voornaam}, the follow-up course {programma}[ starts on {startdatum}] at {locatie} ({duur}, {lesdata}, {prijs}).[ You are first in line until {voorrang_tot}.] Shall we sign you up?
A text of the club's own is sent as written, whichever language you choose.
Below the field you can see which placeholders you can use: {voornaam} (first name), {programma}, {cursus}, {startdatum}, {duur}, {lesdata}, {prijs}, {locatie} and {voorrang_tot}. Golfly fills them in with the course's details.
Text between square brackets disappears entirely as soon as one value inside it is empty. The screen puts it like this: "Text between disappears when a value inside it is empty, for example without priority." That way a course without a priority window has no half sentence about "first in line until".
Below that is an Preview block with two versions of your text, With priority and Without priority, filled in with made-up details. That way you see the difference before you save. If you mistype a placeholder, it stays in the example literally; that is on purpose, so you see the typo before a golfer receives it.
An invitation text can have at most 1000 characters. The counter is at the bottom right of the field. If you go over, the screen says "An invitation text can have at most 1000 characters." and Save stays disabled.
How you then use that text is in inviting, priority and the waitlist.
Integrations
The club's payments, such as course sign-ups and payment links, run through the Mollie account of the club environment (the club's own Golfly environment, not a pro's). Under Integrations you see whether that account is connected: the Connected badge with the profile number and the date, or Not connected. If Test mode is next to it, it is a Mollie test account: payments are then not real.
Click Connect Mollie to connect. You leave ClubDesk briefly: you sign in to Mollie, give Golfly permission and come back to this page automatically with the notice "Mollie is connected". No Mollie account yet? Create one at mollie.com; the club needs its own account, separate from the pros' accounts.
You disconnect or check the payment methods in the management of the club environment; the Open integrations link takes you there.
Below Mollie is the TeeControl card. If the club rents out the bays of its venue in TeeControl, you link them here. Golfly then books the venue's bays in TeeControl first and only then in Golfly, and the booking page only shows times that TeeControl has free. If TeeControl is full or cannot be reached, a lesson with a bay cannot be booked. What you set up in TeeControl beforehand, the steps on the card and what happens afterwards are in TeeControl: linking your venue's bays.
Related
Academy: signing a participant up at the front desk
Signing someone up for a course at the front desk, the difference between paying at the front desk and a payment link, and when the link expires.
Academy: the insights and what each figure means
The four key figures, the learning path table with progression, participants per month, figures per coach and location, and the courses below their minimum.