Managing a booking from the detail panel

What is the booking detail panel?

The detail panel is where you handle one booking. On desktop it slides in from the right, on mobile from the bottom. It shows the lesson, the payment, the client and the notes, with only the buttons that make sense right now. A paid lesson for tomorrow shows different buttons from an unpaid lesson from last week.

Opening a booking

1. From the calendar: go to Admin → Calendar and click the lesson. If you have more than one location, you can filter the week above the calendar by location, and the location is shown on every block.
2. From Bookings: go to Admin → Bookings, search or filter, and click the row.

The panel from Bookings lacks three things that the panel from the calendar has: the payment rule that belongs to Mollie (and with it the Refund button), the Previous lesson block and the list of emails sent. If you want to refund or see which emails have gone out, open the lesson from the calendar.

What you see in the panel

At the top is the client's name with a euro icon: orange means not yet paid, green means paid, red means refunded. If the lesson is not simply confirmed, a status label appears next to it (Cancelled, No-show, Expired). If a lesson report has been sent, Report sent appears; click it to open the report.

Below that, from top to bottom:

• A yellow or blue notice if the lesson is not yet in ProAgenda or your Google Calendar, with a button to mark it as processed. See Connecting ProAgenda and Connecting Google Calendar.
• For a cancelled booking the block Cancel flow outcome (see below).
• Previous lesson (from the calendar only): the summary of this client's latest lesson report, or the message that it is their first lesson.
• Date, time, location and, if relevant, the bay, with the lesson type, the source (Website, External or Portal) and the focus points that the client gave.
• Payment: the label Paid, Awaiting payment, Refunded or No payment required, with the amount and the payment method (iDEAL, Cash, Package credit, Gift card). For a package you see "Used 3 of 10". For a cash booking In person appears with the amount to be paid; with an quiet-hours rate the normal price is shown crossed out next to it. If there is an open payment link, you see Copy link, Open and, if the client has a phone number, WhatsApp.
• Client: email address (clicking copies it) and phone number (clicking calls).
• Fellow players, if the client named them when booking, with whether they have confirmed their place.
• Notes and, from the calendar, Emails showing whether each one was delivered, opened and clicked.

All actions in one place

Which buttons you see depends on the status, the payment and whether the lesson has already taken place.

1. Change: for an upcoming confirmed lesson. You adjust the lesson type, date and time (see below).
2. Cancel: cancels the booking and settles the money (see below).
3. Send payment link: for an unpaid lesson that would be paid in cash, or an unpaid external booking with iDEAL. Golfly emails the client a Mollie payment link for the outstanding amount. If the client has no email address, Golfly opens WhatsApp straight away with the message ready. If the lesson has already taken place, the message is a friendly request to pay now. If a payment link has already been emailed, Golfly first asks whether you want to send it again, by email or by WhatsApp.
4. Mark as paid: for an unpaid lesson, also if it already shows as Completed. Golfly asks "Mark € X as received in cash?". See Paying cash or by card at the lesson.
5. Mark as no-show: for a lesson that has already taken place. Nothing is refunded and the client receives no email.
6. Refund: only from the calendar, for a lesson that has already taken place and was paid online, or for an upcoming lesson where too much has been paid after a lesson type change. See Processing refunds.
7. Create lesson report, Finish report or Record lesson: from the start time of the lesson. See Lesson reports.

A cancelled booking has no more buttons. You do not choose to pay with a package here but when creating the booking; a lesson paid with a credit counts as paid here.

Changing a lesson

Click Change. You can adjust the Lesson type, the Date, the Start and the End. If you choose a different lesson type, Golfly adjusts the end time to the duration of that lesson type and you see an indicative amount: New price, Already paid and Outstanding or Overpaid. Golfly itself calculates the final price, including any quiet-hours rate.

If the client needs to pay more, under Settle the difference choose Send payment link, Pay at the lesson or Do nothing. If too much has been paid, the panel stays open after the change with the Refund button and the difference already filled in. With the tick box Email the client you decide whether the client receives a message. Confirm with Confirm change.

What Golfly refuses: a time in the past, a time that clashes with another booking, a lesson type change on a lesson from a recurring-lesson block or on a booking with a voucher or gift card, and a price change as long as there is still an open payment link. Your cancellation period and your availability do not apply: you choose the new time. If the payment link fails after a change, the change still stands, and a message says that you should send it again with Send payment link.

What happens when you cancel?

Click Cancel. Before you confirm, the window says what happens to the money and that the client receives an email:

• Paid online: "The payment of € X will be refunded." Golfly refunds it via Mollie. If that does not work straight away, Golfly tries again every hour, and the client reads in their email that the refund is being processed.
• Paid with a credit: "The credit goes back to the client's package." For a lesson from a recurring-lesson block, Golfly also schedules a lesson at the end of the block.
• Paid with a gift card: the balance goes back onto the card.
• Cash or unpaid: there is nothing to refund.

If an open Mollie payment link still exists, Golfly archives it. Without that, a late click on the old payment email could still take a payment and bring the cancelled booking back to life.

Reading back the outcome of a cancellation

For a cancelled booking the panel shows the block Cancel flow outcome: Rescheduled, Credit kept, Money refunded or Cancelled by coach, with whether the client or you did it. If the client chose a refund, their reason is shown (stopped playing golf, too expensive, no suitable time, or their own text).

Frequently asked questions

Why can't I see the Refund button?

Three possible reasons: you opened the panel from Bookings (open the lesson from the calendar), the lesson has not yet taken place (then cancel; Golfly refunds automatically), or the lesson was paid with a credit or gift card (there is nothing to refund). For a lesson that shows as Completed or No-show, you can only still refund via Admin → Payments.

What happens to the payment link when I mark a booking as paid?

If a payment link or an open iDEAL payment still exists, Golfly closes it so that the same link cannot be paid again. The booking is then marked as paid with the payment method Cash.

Does my cancellation period apply when changing?

No. You change as the coach, so the period for clients does not count. The new time must be in the future and free, though.

Can I still edit a cancelled booking?

No. You only see the details and the outcome. If you want to schedule the client again, create a new booking. See Booking for a client.

I teach at a venue that works with TeeControl. What is different?

If the club has linked the venue's bays to TeeControl and your location is switched on in that link, Golfly books a lesson with a bay in TeeControl first. That also applies when you book or change a lesson yourself in your admin. If that fails, saving does not go through and a changed lesson stays at its old time. Besides a message that no bay is free, you can then see:

• "Bay availability cannot be checked right now. Please try again shortly."
• "Bays can be booked up to … days ahead at this venue."
• "This venue does not allow more open bookings for this player."

Cancel and move lessons in Golfly, not in TeeControl: Golfly updates TeeControl itself. If Golfly could not put a lesson in TeeControl, you 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 that lesson to a time with a free bay, or cancel it.

Related

• Booking for a client
• Paying cash or by card at the lesson
• Processing refunds and disputes
• Lesson reports