Editing emails to clients
What can you change?
Under Admin → Notifications & emails, tab Emails to clients, you edit the tone and text of the emails Golfly sends to clients on your behalf. The practical blocks (lesson details, buttons, payment and calendar information and the footer) are added by Golfly itself. You cannot change those, so the emails stay accurate.
The list is grouped by category and holds 31 emails:
- Bookings (7): Booking confirmed, Payment request (still to pay), Booking cancelled, Reminder (day before), Lesson cancelled by coach, Lesson rescheduled by coach and Lesson changed by coach.
- Payments (4): Payment failed, Payment reminder, Final payment reminder and Refund on its way.
- Packages & credit (2): Credits expiring soon and Package confirmed.
- Recurring lesson (14): Recurring lesson scheduled, Block paid, Recurring lesson renewal, Renewal reminder, Last chance to renew, Recurring lesson paused, six emails about the ongoing lesson (the month's invoice, reminder, payment received, stopped due to arrears, cancellation confirmed and absence confirmed), and Win-back 1 (day 7) and Win-back 2 (day 30). The win-back emails are off by default; you switch them on under Admin → Recurring lessons.
- Leads (3): Swing Check received, Group lesson waitlist and Interest in physical edition.
You see all the emails, including those for features you do not use. Each email carries the label Default or Customised.
How to edit an email
- Go to Admin → Notifications & emails, tab Emails to clients, and click the arrow to the right of the email.
- Edit the fields. Usually these are Subject, Heading, Intro and Signature. Some emails have no sign-off, and for Final payment reminder and Refund on its way you can only change the subject and heading, because the rest contains fixed agreements.
- Where needed, insert variables with the buttons under Variables. Click first in the field where the variable should go.
- Look at the preview; it refreshes as you type. Or click Send test email to myself.
- Click Save. You see "Email saved" and the label changes to Customised.
If you collapse the email or open another one without saving, your changes are lost.
A few limits: the subject may be 150 characters, the heading 120, the intro 1200 and the sign-off 80. In the intro, an empty line starts a new paragraph. You may not use the characters < and > anywhere. If you leave a field empty, Golfly uses the default text for that field.
Note for Payment request (still to pay): the same text is also sent when the lesson has already taken place and the payment is still outstanding. Keep the intro neutral for that reason.
Using variables
Each email has different variables available, for example Client name, Lesson name, Date, Start time, Your first name, Amount or Package name. Golfly fills them in when the email is sent. Click in a field and then on a variable; it appears as, for example, {{clientName}}. You may also type it yourself, as long as you spell it exactly the same way. You cannot save an unknown variable; you will then see "Unknown variable". Variables may not appear in the sign-off; there you type your name as it is.
Preview and test email
The preview shows the email with sample details, such as client Jan de Vries and the lesson "Privéles 60 min", in the language of the tab that is open. It always shows the text as it currently stands in the fields, even if you have not saved yet. Click Hide preview to collapse it. If it fails to load, you see "Could not load preview".
Send test email to myself sends the email to the email address you log in with, with "TEST" in front of the subject. The email goes out under your own sender name and sender address. You set those under Admin → Site settings at Sender name and Sender email; using your own domain as sender requires verification via support.
Dutch and English
If you have the English-language site, the tab English appears next to Nederlands. Fill in the English fields yourself or click Translate from NL; that translates the subject, heading and intro, but not the sign-off. Check the text and save. Without the English-language site, you see a card on that tab to activate it. See Bilingual content.
When saving, Golfly always stores both languages as they stand in the fields. An English-speaking client therefore gets the English fields as you left them.
Reset to default
Click Reset to default. The email then uses Golfly's text again and the label changes to Default. Your old text stays in the fields. Do not click Save afterwards, because that would switch your customisation back on.
Frequently asked questions
Do my changes also apply to push notifications and in-app notifications?
No. Only the email changes. Push and in-app notifications keep the default text.
Can I switch an email off completely?
Not here. Which events send an email is fixed; only the win-back emails for recurring lessons have an on/off switch, under Admin → Recurring lessons.
Why do I see emails for Swing Check or recurring lessons when I do not use them?
The list shows all 31 emails, regardless of your subscription. An email that is never sent can simply be left as it is.