Schedule: booking, blocking, moving and keyboard shortcuts

The schedule

Above the day schedule you choose between Coaches and, if your club has bays, Bays. Full day shows the whole grid instead of only the busy hours. Schedulers and club admins can both book, block, move and cancel; only money handling and settings are for the club admin (see Signing in and your team).

In the grid, free time is white. Grey cannot be booked, including time that has already passed today. Hatched means busy elsewhere, outside working hours or absent. The red line is the current time.

On a wide screen there is a month calendar on the left: click a day and the schedule jumps to it. With Calendar in the toolbar you fold it open or closed. Below the calendar is the Controls under the calendar switch: if you turn it on, Who's free?, Coaches in view and the legend move to the sidebar and the calendar itself gets taller. Both choices are remembered per user.

With Coaches in view in the toolbar you choose how many coach columns sit side by side. By default that is all coaches: the columns get narrower, and if the grid still does not fit, it scrolls sideways with the time column fixed. If you would rather have a fixed group, choose 8, 12 or 16; with Next group you then page through the rest. If you drag a lesson to a coach who is just out of view, the grid scrolls along as soon as you reach the edge.

The timeline

If you would rather have the coaches stacked and the hours running from left to right, turn on Timeline in the toolbar. On a laptop screen that is a button with only an icon of three horizontal bars. Every coach gets their own row. On the right are two columns: under Lessons how many lessons the coach has that day, under Open how many of those still have to be paid. Point at a number under Open and you see the amount. Open counts by the same rule as Outstanding, so only lessons from today or earlier.

At the bottom is, per hour, how many lessons start in that hour, with the totals for the day on the right. Booking, blocking, dragging and the keyboard shortcuts work as in the normal calendar; only the arrows are turned (see Keyboard shortcuts). Full day fits all hours to the width of the screen, Roomy gives wider hours and taller rows. If a lesson is too narrow for a name, it shows the client's initials; point at the block for the full name and time.

The timeline works from a screen width of 1024 pixels. Your choice belongs to your account: if you sign in on another computer, the schedule is set up that way there too. A colleague who signs in on the same computer keeps their own choice. On a smaller screen you simply see the calendar.

Seeing whether a lesson is paid

In the calendar, a small sign appears on the right of the lesson block as soon as the payment status is settled:

• A euro tag means there is still money due on this lesson. That is a lesson from today or earlier that has not been marked as paid yet.
• A tick means marked as paid or paid online.
• No sign means there is nothing to mark as paid: a lesson in the future, or a lesson settled with a package, subscription or gift voucher, or one that a discount code brought down to €0. For an employed pro with their own coach site, a lesson with a discount code that still has to be paid at the front desk does get a euro tag, from the day of the lesson until you mark it as paid.

Only the euro tag stands out; paid confirms quietly. So you scan the day for the tags.

For an independent pro and on the club's own environment, these signs say nothing about lessons that were not booked through the front desk. Those show in the calendar as "Lesson via coach", without a name and without a payment status. A lesson that a golfer booked themselves on the club's own environment does appear in Outstanding from the day of the lesson, with the amount after any discount, and there you can mark it as paid.

The full list of outstanding items is under Outstanding, including the button to mark them as paid.

Booking a lesson

1. Click Book lesson, or click a free slot in the grid.
2. Look up an existing client by name, phone or email, or enter a new client. Name and phone are required, email is optional.
3. Choose a lesson type. Only types that fit in the chosen time slot are on; if capacity or a free bay is missing, the option stays visible but disabled, with the reason next to it ("no bay free" or "no capacity").
4. Check the start and end time. The end time follows automatically from the duration of the lesson type.
5. Save. The lesson is in the calendar straight away.

Finding a free coach at a time

Do you know the time but not the coach yet? Open Coaches & availability above the grid, enter the start time and lesson duration under Who's free? and choose Find free coach. The schedule then shows only the coaches who are free at that moment, with the free slot marked green. Click it to book straight away.

Faster without a mouse: press W, type the time and press Enter. The filter stays until you remove it: with Esc, or with the cross next to Filters active.

Blocking time

Click Block (only in the Coaches view) to make part of the calendar unavailable.

1. Give the block a name, for example "Meeting" or "tidying up".
2. Set the start and end time.
3. Choose Once or Every week on the weekday of that day, for example every Tuesday for a regular lunch.
4. Save.

A weekly block is there every week on that weekday, even if you page back, and has a repeat sign in the calendar. If the coach already has a lesson or group lesson in that time slot in one of the coming weeks, or there is already another weekly block, the block is not set and Golfly names the first date on which it clashes. Move that lesson first, or choose another time. If you change or delete a weekly block, that applies to every week. A different weekday, or once instead of every week, cannot be done through edit: delete the weekly block and set a new one. A clinic does not come back every week: you set that per day.

A block also makes that time slot unbookable online for golfers. If several coaches work in the club's own environment instead of each in their own, a block closes that time slot online for all those coaches, not only for the coach you set it on. In the schedule the block only shows on that one coach. For a weekly block, that applies every week.

The name of a block is only visible to the coach and the staff of your own club, never to golfers. There is also a clinic variant: the same blocking mode, but with an extra field Max. participants. A clinic is an internal club activity without public sign-up and without payment; it only appears in the coach's calendar.

Moving, transferring or cancelling a lesson

Click an existing lesson to open Lesson details. There are up to four actions:

• Move: choose a new start time. The lesson duration stays the same. Golfly checks the new time slot against the coach's working hours, existing appointments and any bay capacity, and blocks saving if the time does not fit or has already passed.
• Other coach: transfers the lesson to another coach on exactly the same date, time and duration. Only coaches who are free for that whole time slot are shown. A colleague at the same club takes over the lesson including the bay. If the lesson goes to a coach at another organisation and needs a bay, or Golfly cannot safely establish whether that is the case, transferring is blocked; the lesson then stays with the current coach. Dragging works too: pull the lesson sideways to the other coach's column, or in the timeline up or down to their row.
• No-show: only possible from the start time of the lesson. If the lesson has not started yet, the screen says "No-show only after the lesson starts". If you turn the status on again, the lesson goes back to "Confirmed".
• Cancel: deletes the lesson and frees the time slot again.

You choose a different bay in the Bays view: drag the lesson with the mouse to another free bay at the same location. Time, coach and client stay the same, and the client gets no message, because the bay is not in their confirmation. This works for lessons today or later at the club itself, of a pro the club manages, or that the front desk booked. A lesson that the client booked together with a bay of their own choosing cannot be dragged.

Lessons with a bay at a venue linked to TeeControl

If the club has linked the venue's bays to TeeControl (see TeeControl), ClubDesk also checks TeeControl for a lesson with Bay needed.

• TeeControl does not have the time free. The lesson type shows "no bay free", and above the form you see "No bay free in this time slot". Choose another start time.
• ClubDesk cannot check it. For example because there are no current times from TeeControl for that day, or because the day is further ahead than TeeControl lets you book. The lesson type then shows "capacity unreachable", and above the form you see "Bay availability temporarily unreachable". A lesson without a bay can still be booked as usual.

When you save, Golfly books the bay in TeeControl first. If TeeControl says no, the lesson does not go into the schedule and you see one of these messages:

• "No free bay left at this time." For a lesson with more bays: "There are no 2 free bays right now."
• "Bay availability cannot be checked right now. Please try again shortly." TeeControl is not answering. Golfly would rather not book than book twice.
• "Bays can be booked up to … days ahead at this venue." In place of the dots is TeeControl's booking horizon.
• "This venue does not allow more open bookings for this player." The client has reached the maximum number of open reservations in TeeControl.

Moving a lesson in Lesson details works the same way. Beforehand you see "No bay free at this time" or "Bay availability unreachable", and on saving the same messages. If it fails, the lesson stays at its old time. If you move a lesson to a time that overlaps the old time, TeeControl still counts the old reservation. On a full day that can give "No free bay left at this time."

Cancel and move lessons in ClubDesk; Golfly then updates TeeControl itself. Dragging a lesson to another bay in the Bays view changes nothing in TeeControl.

In Lesson details a lesson can show a label:

• "TeeControl: updating": Golfly is setting or changing the reservation in TeeControl. This happens by itself.
• "TeeControl: no bay": TeeControl had no bay for this lesson. Move it to a time with a free bay, or cancel it.

Keyboard shortcuts

Shortcuts are off while you type in a text field or a window is open. Press ? in the schedule for this overview in the app itself.

Everywhere in the schedule

In the calendar grid

In the Timeline the arrows are turned: ← / → is 30 minutes earlier or later, ↑ / ↓ is another coach, and Shift + ← / → shortens or lengthens the selection.

If your club has bays, bay reservations stay on whole hours; a 30-minute step cannot be booked there.

Related

• Signing in and your team: roles and permissions
• Academy: creating and editing courses
• Settings: locations, coaches and your booking page