Academy: inviting, priority and the waitlist

What is the invitation list?

The invitation list is the Invite page for one course: the golfers who are ready for that step, with per golfer a button for WhatsApp, email and signing up. You open it from the course itself.

Where the follow-up list collects all golfers per follow-up programme, this list belongs to the course you open it from. So you see who you can phone for this series.

Who may invite?

Both a scheduler and a club admin. Inviting, putting someone on the waitlist and ticking off the list is front desk work.

Setting priority is part of creating or editing a course, and that is work for a club admin. The club's invitation text is in Settings and is also only for a club admin.

Who is on the list

A golfer is on the invitation list if they meet one of these two conditions, for a course of this club:

• They completed the previous level from the learning path, are not signed up yet, and the coach did not record advice at their last running sign-up that they need extra attention.
• They are on the waitlist for this course's programme.

The waitlist is at the top, oldest sign-up first. Below that are the golfers who have progressed. Whoever you put on Not interested or Later is not on it: those are the same tick-off rows as on the follow-up list, so what you tick off there counts here too.

Per golfer you see the name with a link to their client page, the phone number, where they come from ("On the waitlist since 6 Sep" or "course · completed date"), the handicap category if known, and the contact line from an earlier tick-off.

Inviting someone

1. Open the course and click Invite in the line Priority until date · number eligible. If no priority is running, the Invitation list link is in the same place. Just created a course? Then the notice has an "Invite number golfers" button straight away.
2. Find the golfer in the list.
3. Click WhatsApp or Email. The conversation or the email opens with your club's invitation text in it, with this course's details already filled in.
4. Send the message yourself. Golfly sends nothing on its own.
5. If you want to sign them up straight away, click Sign up. The form opens with name, email and phone already filled in; otherwise it works like signing up at the front desk.

The Sign up button is only there while there is something to sign up for. If the course is full, it is not on anyone in the list and the line under the title says: "This course is full (n/n); signing up is only possible when a place becomes free." It shows the number of places taken and the maximum. If the course is cancelled or completed, it says "This course has been cancelled." or "This course has been completed.", and that takes precedence over the full notice. Inviting keeps working in all those cases; only signing up is not possible.

The WhatsApp button is only there for a usable phone number, Email only for a known email address.

The Invite button belongs to the priority line. If no priority window is running, the Invitation list link is in the same place, as long as the course is linked to a programme. Without a programme there is no learning path and so no list; then you can only reach it through the notice just after creating the course, or through To the invitation list in the window that appears when a place becomes free.

What "invited" means

If you click WhatsApp or Email, ClubDesk marks the golfer as invited straight away. Under their name a line appears such as "Invited via WhatsApp on 6 Sep 09:12 by Frederique". Whoever opens the list later sees that line too.

That is a note that you opened the conversation, not proof of sending. Golfly cannot see whether you actually sent the message. If you did not after all, click Not sent after all; that can be done both in the notice just after the click and in the line under the name. The golfer then shows as not invited again.

You may invite someone several times. The list shows the last time.

Contacted, Later and Not interested

The same three buttons as on the follow-up list, and they write the same rows:

• Contacted: opens a small window for a note of at most 300 characters. The golfer stays on the list.
• Later: the golfer disappears from the list and comes back after the set number of days, 90 by default.
• Not interested: the golfer disappears from the list. If they were on the waitlist for this programme, ClubDesk closes that row too, so they are not phoned after all when a place becomes free.

For a golfer who is on the waitlist, a fourth button is added: Remove from waitlist. It only removes their waitlist row, without a tick-off row. Use it if someone is no longer waiting for a place but may simply stay in view; if you also want them off the follow-up list, choose Not interested.

Giving a course priority

Priority is a date on the course: up to and including that day, the sign-up screen warns when the front desk signs up someone who is not on the invitation list. It does nothing more than that, and nobody is refused.

1. Create a course via New course, or open an existing course and choose More → Edit.
2. Under Programme, choose the level from the learning path. For a new course, a line then appears such as "7 golfers are ready for this step (5 progressed, 2 on the waitlist)." If nobody is ready, the line says so: "Nobody is ready for this step yet."
3. Turn on Give priority until. That tick is off by default.
4. Check the date. It is pre-filled with ten days from today and can only be changed once the tick is on. If you turn the tick on without a date, the form says "Choose when the priority ends".
5. Save the course.

The block is only there if the coach site already knows the learning path. The suggestion line itself is only there for a new course; when editing you see the tick and the date, filled in with what was already there. You can also turn priority on or change it if there are already sign-ups.

On the course page, as long as the priority runs, there is the line "Priority until 16 Sep · 7 eligible" with the Invite button. If the date has passed, that line disappears and the Invitation list link is there.

What the front desk sees during the priority

If the front desk signs up someone during the window who is not on the invitation list, a warning appears 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."

This is only a warning. The Sign up button keeps working, and the server refuses nothing. You do not see it for someone who is on the list; ClubDesk recognises that by the email address in the form.

The waitlist per programme

The waitlist is a list of golfers waiting for a place for a programme, not for one course. If you put someone on the waitlist from a full course, they are waiting for the level, and they also land on the invitation list of a next course of that same level.

1. Open a course that is full. The button at the top is then called Add to waitlist instead of Sign up.
2. Click Find golfer and choose the golfer. The window adds: "It's full, but I'll put you on the list, and you'll be the first person we call." If the golfer is 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, as with signing up at the front desk.
3. Optionally fill in a note, at most 300 characters.
4. Click Add to waitlist.

Next to the occupancy on the course page it then says "Waitlist: 2". That counter also stays when the programme has been switched off in the learning path: whoever is waiting keeps waiting, and those people stay visible on the invitation list. Putting someone new on such a waitlist is only possible again when the programme is on; until then ClubDesk says "Unknown programme".

A few things to know:

• If the course is not linked to a programme, the Sign up button stays, with the explanation "Link the course to a programme first to use a waitlist."
• If the golfer is already on it, the window says "This golfer is already on the waitlist for this programme". One open row per golfer per programme.
• If the chosen golfer belongs to another coach site, the window says you have to put them on the waitlist from a course of that coach.
• The row closes by itself as soon as the golfer is signed up for a course of that programme. If you sign them up at the front desk, that is immediate. If they book online themselves, only when the payment is in.
• Not interested on the invitation list closes the row too.
• Remove from waitlist on the invitation list only closes the waitlist row; the golfer stays on the follow-up list.

A place that becomes free

If you cancel one sign-up on a course, the same window stays up as soon as someone is on the waitlist for that programme. The heading becomes Place available and under it is "Place available. On the waitlist for programme:" with at most five names and since when they have been waiting.

Per name there is a WhatsApp button if the number is usable, and at the bottom To the invitation list. This also works on a course without priority. If nobody is on the waitlist, the window simply closes as you are used to.

Your club's invitation text

The invitation text is the message that is ready in WhatsApp and email as soon as you invite someone. A club admin sets it under Settings → Academy, and it applies to all linked coaches of the club.

If you leave the field empty, Golfly uses this text. It goes to a golfer, so it is Dutch by default, and the placeholders in braces keep their Dutch names in every language:

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.

The placeholders between braces are replaced by the course's details. You can use: {voornaam} (first name), {programma}, {cursus}, {startdatum}, {duur}, {lesdata}, {prijs}, {locatie} and {voorrang_tot}.

Text between square brackets disappears entirely as soon as one value in it is empty. That way a course without a priority window has no half sentence about "first in line until", and a course without a scheduled first lesson has no empty start date. Under the field are two examples with made-up details, With priority and Without priority, so you see the difference before you save.

Golfly makes the email subject itself and follows the chosen message language: in Dutch it is "programme start op start date" and in English "programme starts on start date", or just the programme name if no first lesson is planned yet.

A text may be at most 1000 characters long; above that the screen says so and Save stays disabled. If you mistype a placeholder, it stays in the example literally. That is on purpose: that way you see the typo before a golfer receives it.

If nobody is on the list

Then you see "Nobody is ready for this step." Underneath it says why that can be:

• "Golfers appear here as soon as they complete the previous level or join the waitlist."
• Or, for a course without a programme: "Link the course to a programme first; without a learning path nobody knows who is next." As a club admin there is then also a Learning path button.

If a coach site has not been updated yet

If the linked coach site is still running an older version, the page says "Inviting is not available here yet (older coach site)." Nothing is broken and trying again does not help; that coach site has not been updated yet. On the course page the priority line and the waitlist counter are left out in that case.

Related

• Academy: the follow-up list
• Academy: creating and editing courses
• Academy: signing a participant up at the front desk
• Settings: locations, coaches, booking page and Academy