Academy: the follow-up list
What is the follow-up list?
The follow-up list is the Follow-up tab in Academy: golfers who completed a programme and, according to the learning path, are ready for the follow-up. They are grouped per follow-up programme. If the front desk signs someone up for that follow-up, they disappear from the list by themselves.
Above the list it says: "These golfers are ready for a next step."
Who sees the follow-up list?
Both a scheduler and a club admin. Following up by phone is front desk work. You get there via the Follow-up tab, which is next to Courses on every Academy page. The third tab, Insights, is only for the club admin.
The list fills itself. There is no button to add someone manually: golfers get on it by completing a course of a programme that has a follow-up in the learning path.
What is shown per golfer
Every group starts with the name of the follow-up programme, the number of golfers and a line about the open courses at that level: "Open: course starts on date", "Open: course, start date to follow" or "No open course yet".
If that next open course has a running priority window, it is shown after it: "Open: From GVB to HCP 54 starts on 4 Oct · priority until 16 Sep". That means the course is meant up to and including that day for the golfers who are ready for it. Who exactly they are and how you approach them is in inviting, priority and the waitlist.
Per golfer you see:
- The name, with a link to their client page.
- The phone number, if known.
- The course with which they completed the previous level, with the date of the last lesson: "course · completed date".
- The handicap category, if the coach has ever recorded it.
- A contact line as soon as someone has been ticked off, for example "Contacted on 5 Sep by Frederique: wants to in January".
Golfers who have not been contacted yet are at the top; whoever has already been contacted sinks to the bottom.
Signing someone up from the list
- Find the golfer in the follow-up programme's group.
- If there are several open courses, first choose one in the dropdown next to the name. If you choose nothing, the next one is suggested.
- Click Sign up. The sign-up form opens with name, email and phone already filled in.
- Choose the payment and confirm, as with signing up at the front desk.
The Sign up button is only there if there is an open course for that programme. After signing up, the golfer disappears from the list, without you having to tick anything off.
What the buttons do
- WhatsApp: opens WhatsApp with a suggested message, with the golfer's name, the course they completed and the start date of the next course. Golfly sends nothing and records nothing: this is only a hand-off to WhatsApp. If you messaged or phoned, click Contacted yourself. The button is only there for a usable phone number.
- Contacted: opens a small window in which you can optionally add a note, at most 300 characters. The golfer stays on the list, with the contact line below, and sinks to the bottom.
- Later: the golfer disappears from the list and comes back after the set number of days, 90 by default. The club admin adjusts that period under Settings → Academy.
- Not interested: the golfer disappears from the list.
If you tick someone off again later, the last choice always counts. Someone who first said "not interested" and was then contacted anyway is therefore back on it.
Setting up an automatic follow-up email
A club admin or owner can set up one automatic email via Automatic follow-up at the top of the follow-up list. This is off by default. The linked coach site has to support this feature; if that support is missing, the window says which environment has to be updated.
- Choose the coach site, if there are several.
- Under After this course, choose the source course.
- Under Offer this follow-up, choose an open course at the next level in the learning path. Both courses belong to this club and coach site.
- Click Turn on follow-up. The line appears under Follow-ups set up. With Pause you turn it off again.
Golfly checks daily who can get an email, as soon as the source course has the status Completed and the last lesson day is past. According to the learning path the golfer must be ready for this follow-up, have given consent for marketing and have a usable email address. For juniors, email only goes to a known parent/guardian; if that address is missing, no automatic email is sent. The parent email asks them to reply so that the academy signs up the right child. The public form signs up the person at the email address filled in and does not yet offer a choice between children. The academy therefore completes a junior sign-up via the client card or the front desk.
An existing sign-up for the follow-up, even if the payment is still running, stops the email. That also applies to a cancellation, Contacted, Not interested, a Later period that is still running, insufficient places or a follow-up that is no longer open. Golfly checks this again just before sending. An email that has already been sent cannot be recalled by pausing the line later.
The email names the follow-up course and contains a link to the dates, price and sign-up, plus an unsubscribe link. Per source course a participant gets at most one automatic email, even if you pause, resume or choose another follow-up course. If the Later period has passed and nothing has been sent yet, the golfer can be eligible again.
Under Last 50 emails sent you see the participant, the contact address used and the status. Sent means the email provider has accepted the email; it does not prove that anyone received or read it. Delivery uncertain means Golfly has no reliable confirmation. Uncertain and failed sends are not repeated automatically. First check the sending history before you make contact manually.
Signed up through this email appears as soon as that same participant has confirmed a sign-up for the offered course via the personal link. The existing WhatsApp button remains a manual message hand-off.
If nobody is on the list
Then you see: "Nobody is waiting for a follow-up." with underneath "Golfers appear here as soon as they complete a course that has a follow-up in the learning path."
If the list stays empty while you are completing courses, check two things: are your courses linked to a programme, and does that programme have a Follow-up in the learning path? Without those two there is nothing to follow up. A coach recommendation can also hold someone back: if the coach indicated at the last running sign-up that a golfer still needs extra attention, ClubDesk suggests no next step for them and so they are not on this list.
If a coach site has not been updated yet
If a linked coach site is still running an older version, the screen says "Follow-up is not available here yet (older coach site)" with the name next to it. Nothing is broken and trying again does not help; the golfers of the other coaches are there as usual.
Related
Outstanding: seeing who still has to pay and marking it as paid
The work list of lessons that have not been paid yet, how to mark them as paid, how to send someone a WhatsApp, and which lessons are deliberately not on the list.
Overview: the club figures for the owner
What has been booked, what has come in and what is still outstanding, per period, per coach and per channel, and how to export those figures.