TeeControl: linking your venue's bays

What the link does

If your club rents out the bays of an indoor venue in TeeControl, you can link that venue to Golfly. Golfly then books the bay for a lesson or event in TeeControl first, and only then in Golfly. That way TeeControl does not sell a bay that already belongs to a Golfly lesson.

For a lesson type with Bay needed, the booking page, the booking module on your club site and ClubDesk only show times that TeeControl has free. If TeeControl is full or cannot be reached at the moment of booking, the lesson does not go through. Lessons without a bay can still be booked as usual.

Golfly is in charge: cancel and move lessons in ClubDesk, and TeeControl updates by itself.

You set up the link as a club admin or owner, under Settings > Integrations, on the TeeControl card.

What you set up in TeeControl beforehand

• The Golfly channel. In TeeControl, switch on the Golfly channel for your course and copy the course UUID. You enter it in ClubDesk later.
• Price €0. Set the price for the Golfly channel to €0. The golfer pays for the lesson in Golfly; Golfly sends TeeControl no price.
• An activity for lessons. Golfly books every lesson on this activity, with the shortest duration that is at least as long as the lesson. If the activity has 30 and 60 minutes, a 50-minute lesson becomes 60 minutes in TeeControl. If a lesson length fits none of the durations, Bay needed cannot be switched on for that lesson type.
• The booking horizon. This is how far ahead TeeControl lets the channel book. A new lesson with a bay further ahead cannot be booked. Lessons that were already booked when you switched on Bay needed wait until the day falls within the booking horizon.
• The limit on open reservations. TeeControl recognises players by their email address. Switch the limit off, or set it high, for the player types of Golfly clients and for the Golfly player with info@golfly.nl. Golfly books events and clients without an email address on that player. If the limit is reached, Golfly refuses the lesson with "This venue does not allow more open bookings for this player."

Switching the link on

Next to the card's heading you see its state: Not connected, Waiting for Golfly, Ready to switch on, On or Off. Below it are the steps. The next step is in bold, with a short explanation below it.

1. Check the course. Enter the UUID under Golf course UUID from TeeControl and click Check. If it is right, you see "Course:" with the name of the course, and how many days ahead bookings are possible.
2. Choose and save the activity. Choose an activity under Activity for lessons; each activity shows its durations. Under Activity for events you choose the activity for events with bays. If you leave it on Same as for lessons, Golfly books events on the activity for lessons. Click Save.
3. Golfly checks the link. Golfly checks that this course belongs to your club. Until then the card says "Waiting for Golfly to check this link" and you cannot switch the link on yet. If it takes too long, email support@golfly.nl.
4. Switch pros on. Under Pros at this venue, switch on the pros who teach at this venue. You can do this while you wait for Golfly, and the switches apply straight away. The club environment itself is in the list too: switch it on if the club runs events with bays. Lessons with Bay needed from a pro who is switched on go through TeeControl.
5. Switch the link on. First set the price for the Golfly channel in TeeControl to €0. Then click Switch the link on at the bottom.

After that, switch on Bay needed in Lessons & prices for the lesson types that use a bay. A pro who manages their own lesson types does this in their own environment. Under Lesson types and TeeControl duration you see, for each lesson type with Bay needed of a pro who is switched on, how many minutes Golfly books in TeeControl, and the number of bays if it is more than 1. If it says "Fits none of this activity's durations", the activity has no duration long enough for that lesson type.

How a Golfly lesson appears in TeeControl

• Every bay is a reservation of its own. A lesson with 2 bays appears twice, at the same time.
• The platform starts with "Golfly - ", followed by the name of the pro or of the club environment. For an event the event's title follows.
• The player is the client, with their email address. If the client has no email address, it is the Golfly player (info@golfly.nl) and the client's name is in the note.
• The note starts with "Golfly #" and a reference. Golfly uses it to recognise its own reservations.
• TeeControl does not email the golfer. The confirmation comes from Golfly.
• Golfly does not book a particular bay in TeeControl. Which bay the golfer gets, you arrange in TeeControl. If you drag a lesson to another bay in ClubDesk, nothing changes in TeeControl.

Cancelling and moving

Cancel and move lessons in ClubDesk. Golfly then updates TeeControl itself, also when the pro or the golfer cancels or moves a lesson in Golfly. When you move a lesson, Golfly first books the new time in TeeControl and then removes the old one. If TeeControl has no room at the new time, the lesson stays at its old time.

If someone removes a Golfly lesson in TeeControl, or moves it there, Golfly puts it back. The lesson in Golfly does not change. Golfly checks TeeControl every 5 minutes and puts the reservation back in a later round; until then that bay is free in TeeControl. The club then gets an email to the address of the club environment. The email is in Dutch, with the subject "Golfly-les stond weer in TeeControl" (Golfly lesson was back in TeeControl).

Lessons without a bay in TeeControl

Sometimes Golfly cannot put a lesson in TeeControl. For example when you switch on Bay needed for a lesson type with booked lessons and TeeControl is full at one of those times, or when a removed reservation cannot be put back because the bay has been sold in the meantime. The lesson then stays in Golfly.

The card then shows a warning, for example "1 lesson without a bay in TeeControl", with the date, time and pro of each lesson. Click a lesson and the schedule opens on that day. Lesson details show "TeeControl: no bay". The club and the pro also get an email, in Dutch, with the subject "Geen bay in TeeControl voor een Golfly-les" (no bay in TeeControl for a Golfly lesson).

Move the lesson in Schedule to a time with a free bay, or cancel it. Do not book the bay yourself in TeeControl: Golfly does not know such a reservation.

The last sync on the card can also show these lines. You do not need to do anything for them:

• "1 lesson is waiting until TeeControl opens that day": the lesson is further ahead than TeeControl lets you book. Golfly books it as soon as the day falls within the booking horizon.
• "1 reservation is being updated in TeeControl": Golfly is setting or restoring the reservation itself.

What else is different at a linked venue

• Bay needed can only be switched on for a pro who is switched on in the link. Otherwise Lessons & prices says "This pro is not enabled in the venue's TeeControl link yet."
• You cannot switch off a pro with Bay needed in the link. First switch off Bay needed in Lessons & prices; otherwise you see "First switch off "Bay needed" for the pros at this venue."
• Renting out bays through Golfly is not possible, neither at the desk nor on your club site. You do that rental in TeeControl; ClubDesk says "At this venue you rent bays through TeeControl." If bay rental through Golfly is still on, the link does not switch on: "First switch off bay rental through Golfly at this venue."
• Events with bays also go through TeeControl. See organising events.
• Courses and group lessons do not reserve a bay in Golfly, so they do not end up in TeeControl. If a course does use bays, block them yourself in TeeControl.

Switching the link off

Click Switch the link off at the bottom of the card. This is only possible once no pro in the link still has Bay needed. So first switch that off in Lessons & prices. The bays of those lessons are then freed, and Golfly also removes their reservations from TeeControl.

Switching off cancels nothing in TeeControl: reservations that are still there, for example for an event, stay. While the link is off, Golfly sends no changes to TeeControl.

You can only choose a different course while the link is off ("Switch the link off first to change the course."). Golfly must also have no reservations left on the old course that are not over yet, such as those of an event ("Golfly still has reservations on this course in TeeControl. Change the course once they are over or cancelled."). Golfly then checks the link again.

Messages on the card

• "This UUID does not belong to a club that has switched on the Golfly channel." Switch on the Golfly channel in TeeControl and check the UUID.
• "This club has no hall of its own." The link belongs to the venue of the club environment. If the club environment has no active location there, or locations at more than one venue, email support@golfly.nl.
• "TeeControl cannot be checked right now. Please try again shortly." From ClubDesk, Golfly checks at most one course per half minute, for all clubs together. Wait a moment and try again.
• "TeeControl cannot be reached or refuses the connection. Please try again later." TeeControl is not answering. Try again later.
• "First switch on every pro with "Bay needed" in the link." A pro at this venue has Bay needed but is switched off in the link. Switch them on under Pros at this venue.

Related

• Settings: locations, coaches, booking page and Academy
• Lessons & prices: lesson types, prices and working hours of your pros
• Schedule: booking, blocking, moving and keyboard shortcuts
• Academy: organising events