Managing your clients: list, client card, adding and deleting
What is the client list?
The client list is under Admin → Clients and shows everyone who has come to you: via a booking, a swing check, an import or a manual addition. For each client you see name, source, credits, expiry date, next lesson and number of sessions. At the bottom are the totals.
How do you search, sort and filter?
- Type a name, email address or phone number in the search field. The list filters automatically.
- Choose an order: Name (A→Z), Expiry date, Credits or Next lesson.
- Under Source choose an origin. All sources shows everyone.
- Switch the quick filters Has credits and Expires ≤30d on or off. They also work together.
A credit count of 3 or fewer appears in a warning colour, and an expiry date within 14 days in red. If you find nobody, No clients match appears with a Reset filters button.
Exporting the list
Click Export at the top right. You get a CSV file with the list as you see it at that moment, so with your search term and filters applied. The file is called klanten-<datum>.csv and opens in Excel or Numbers.
Reading the source labels
Behind each client is how they came in:
- Website: via your booking page. Sometimes with the channel behind it, for example a link you shared yourself.
- WhatsApp: via the club's WhatsApp assistant.
- Swing Check: via a submitted swing check.
- ProAgenda: imported from ProAgenda.
- Existing client: marked this way by you.
- Manual: added by you in the admin.
You can change the source later. Open the client card and choose another source in the menu next to the name.
Adding a client by hand
- Click New Client at the top right.
- Enter Name and Email. These two are required.
- Optionally enter a Phone number.
- Click Create.
The client appears in the list straight away with the label Manual. Golfly creates a sign-in account on your site straight away, so that the client can later sign in and complete their profile. No email is sent. If the golfer already has a Golfly login, for example because they are a client of another coach, that login is reused and they simply get a client card with you. If they are already in your list, you see the message This client already exists with an Open client button that takes you to their card.
What is on the client card?
Click a row to open the client card. At the top are name, source, "Client since", the handicap and buttons to email or call. Below are four tiles: Sessions, Credits, Report Cards and Next lesson. Click the Credits tile to adjust credits (see below).
A client who comes in via WhatsApp may have a client card without an email address. Then no email button appears. You can edit the other contact details without adding an email address. If you add one later, enter a valid email address. For New Client the email remains required.
Further on the card:
- Packages: this client's lesson balances, with remaining credits and expiry date. With Package on invoice you sell a package here on a VAT invoice via Mollie; see Lesson packages.
- Recurring lesson: the running recurring lesson with status and time, or the button Create recurring lesson. For a monthly balance it says "No fixed time", because that form has no fixed place in your calendar.
- Lesson history: all lessons with date, lesson type and status.
- Contact details: click Edit to change name, email, phone and handicap.
- Invoice details (business): sits below the contact details and only works if you have switched on VAT invoices via Mollie under Admin → Integrations; otherwise a reference to that page appears. Click Fill in and enter the company name, chamber of commerce (KvK) number or VAT number (one of the two is enough; spaces and dots are allowed) and the address. Under Invoice email address (optional) you enter where the invoices should go, for example the company's administration or a parent. If you leave it empty, the invoice goes to the client's email address. That address applies to all Mollie invoices for this client: the monthly balance with Invoice via Mollie (VAT invoice) (see Recurring lessons) and a package on invoice (see Lesson packages). Delete asks for confirmation first.
- Report Cards and Swing Checks: the list with links through. A report card opens in the admin, with the delivery of the email and the link for your client (see Report cards).
- Golf profile: the six questions your client answered themselves. If it says "Not filled in yet", you can complete it yourself with the pencil.
- Emails: which emails this client has received.
- Notes: free text, for you only. Expand, type and click Save notes.
At the top right are the buttons Personal message, New Report Card and Delete. If you use the reactivation emails, there is also a bell to exclude this client from them.
Sending a personal message
With Personal message at the top right of the client card you send one client a message, for example a question about a lesson or an appointment. On your phone it is the button with the speech bubble. For news or an offer to several clients, use Messages.
- Open the client card and click Personal message.
- Read under How it arrives where your message ends up.
- Type your message, up to 2000 characters. There is no subject field: the email is called "Message from" followed by the name of your site.
- Click Send. You then see per channel what happened.
Your message goes through these channels:
- Email, if your client has a real email address. A client with only a phone number gets no email.
- A notification in My Account, if your client has an account on your site. They can read the full text there.
- A push notification, if your client has switched on push and push works on your site (see Turning on push notifications). It only says that there is a message from you, not the text itself. Whether the notification appears on the device, Golfly cannot see.
If your client has no email address and no account, the message reaches no one and you cannot send it. Call or text them instead.
If your client is a minor and a parent is known in a household, the message goes to that parent. If no parent is known, it goes to your client and you see a warning about it. If the recipient's language is set to English, the email is in English. Golfly does not translate your text, so write it in English too.
Replies arrive by email at your site's contact address; the window shows which address that is. Replying in the app is not possible.
A personal message is for contact about lessons and appointments, not for promotion. That is why it also reaches clients who have unsubscribed from news and offers or are set to "Do not contact for reactivation", and why the email has no unsubscribe link. There is a limit: at most 3 messages per client and 20 in total per 24 hours. Once you reach it, you see from when you can send again.
Under Sent earlier in the window you find your earlier messages to this client. The email also appears in the Emails card, as "Personal message". If it went to a parent, it is on the parent's card.
Adjusting credits by hand
- Open the client card and click the Credits tile.
- To add credits: under Valid for choose the lesson types (empty means all lesson types), enter the Amount and optionally a Reason. Click Save.
- To remove credits from a paid package: click that package under Paid packages, enter the number and a Reason (required) and confirm with Delete permanently.
Credits can only be removed, not added to an existing paid package. If you add credits, they go into a separate manual balance. You cannot remove credits from a recurring-lesson package. Your client receives a message about the change.
Deleting a client
Deleting is only possible from the client card.
- Open the client.
- Click Delete at the top right.
- Read the confirmation and click Delete once more.
This permanently erases the client, including the sign-in account, all bookings, payments, packages with lesson balances, group lesson sign-ups, swing checks with videos, report cards, assigned drills, the email history and the WhatsApp conversations. There is no bin.
If this client has ever had a refund, or one is still open, Golfly refuses the deletion. You then see only "Could not delete client". In that case leave the client in place.
Frequently asked questions
Can I delete a client from the list?
No. Open the client card first. The Delete button is there, with a confirmation before it.
What does the dash next to Credits, Expires or Next lesson mean?
That there is nothing to show: no balance, no expiry date or no scheduled lesson.
Why do I not see a client I expect?
Check whether a search term, source or filter is still active and click Reset filters. If the client still does not appear, nothing has been recorded under your account for this person yet.
Does a client get a message when I add them by hand?
No. If you want to invite the client, get in touch yourself or schedule a lesson for them via Booking a lesson for a client.