Recurring lessons: subscriptions for regular lessons

What is a recurring lesson?

A recurring lesson repeats at a fixed moment: every week, every other week or another rhythm, always on the same day and time. The client pays in advance, per block of lessons or per calendar month, which is cheaper than single lessons. There is also a monthly credit without a fixed slot. Find it under Admin → Recurring lessons.

Recurring lessons in blocks, ongoing or as a monthly credit

When you create a template, you choose the form. If you choose Recurring lesson in blocks, the client buys lessons in advance per block at a block price, and you fill in Lessons per block and Price per block (€). If you choose Ongoing recurring lesson, the slot is fixed a number of weeks ahead (26 by default, always 26 with your tiers) and the client pays per calendar month in advance, only for the lessons that fall in that month; there you fill in Price per lesson (€) and How far ahead to reserve (weeks). If you choose Monthly credit, the client buys a fixed number of credits every month and books their lessons themselves, without a fixed slot; there you fill in Credits per month and Price per month (€). The last two forms only appear if the switch Ongoing recurring lesson on Admin → Recurring lessons is on.

The tiers: your fixed prices per lesson type

Under Admin → Recurring lessons, tab Price tiers, you set per lesson type what a recurring lesson costs. Each lesson type has two blocks. Under Fixed slot (same day and time), the client has a fixed day and time every other week or every week. Under Flexible (client schedules it), the client chooses for themselves how many lessons per month they want, between your lowest tier step and your maximum, and books those lessons themselves with their credits. Anything without a price is not offered.

1. Open the tab Price tiers and expand the lesson type. The header shows the name, the price of a single lesson and, if it is switched on, On booking page.
2. Under Fixed slot, enter the price per lesson in euros under Every other week (2 lessons per month), Every week (4 lessons per month), or both. Under an entered price you see what it becomes, for example "€65 per lesson instead of €75, 4 or 5 lessons per month". Give a line a name of your own if you like, for example "Locked in Player". If you leave the field empty, it is called what the grey text shows: "Privéles om de week" or "Privéles elke week" (every other week / every week).
3. Under Flexible, enter the price per lesson for each tier step. A step applies from a number of lessons per month, for example from 2 lessons €67.50, from 4 lessons €65 and from 8 lessons €60. Your client pays the price per lesson of the step their number falls into: at 5 lessons €65 per lesson, so €325 per month. Each next step must be cheaper per lesson than the step before. Under each step you see what it means, for example "4 to 7 lessons: €65 per lesson instead of €75, €260 to €455 per month". If you leave the price empty for one step while another step has a price, Golfly asks you to fill it in or to remove the step.
4. Enter the maximum in "Your client chooses between ... and at most ... lessons per month". Your client chooses a number between your lowest step and this maximum; more than 31 is not possible. The maximum must be at least as high as your highest step, otherwise nobody can choose that step and the editor says so. A new tier starts with two empty steps, from 2 and from 4, and a maximum of 8 lessons per month. The maximum and the name field appear as soon as a step has a price.
5. Add a step under Add a tier step: from how many lessons per month? with a number from 1 to 31 and Add. With the cross you remove a step; the numbers of that step then get the price of the step below it. If you remove your lowest step, Flexible starts at the step after it. If you want a step to start at a different number, remove it and add it again.
6. You can give Flexible one name of your own under Name for Flexible (optional). Your client sees their own number after it, for example "Player Flex 5x per maand". Without a name of its own it is called "Privéles 5x per maand". Under the field you see how the name looks at your lowest step.
7. Click Save tiers.

Your clients see these names on their invoice and in their email, and for Flexible also with their credits.

A new price only applies to new clients. Existing clients keep their lesson and their price. If you empty a price under Fixed slot, you no longer offer that line; those already on it notice nothing. If you fill it in again later, it continues on the same line. If you lower the maximum under Flexible or remove your lowest step, a new client can no longer choose the numbers that fall outside it. If you remove another step, a new client pays the price of the step below it for those numbers. Those already on it pay what they had. If you empty all prices under Flexible, you stop offering Flexible. A new name for Flexible is also shown to existing clients on their next invoice and email, with their own number.

The switch Offer the recurring lesson on the booking page stays off as long as no price has been entered, and switches on by itself at the first price.

Once you save the first price, Golfly switches Ongoing recurring lesson on for you. If you later switch it off yourself, nothing more is sold and nothing more is invoiced, including for clients on your tiers. The Price tiers tab warns you about this.

At the top of the tab is Credits stay valid for ... months after cancelling: for that long a client on Flexible can still use their remaining credits after their subscription has stopped. The default is 12, choose 1 to 24. The period is fixed when the subscription starts, so a change applies to new clients.

If a lesson type needs a bay at a location, Fixed cannot be used there: Golfly does not yet reserve a bay for a recurring lesson at a fixed time. Flexible can, because your client then books via your booking page and gets a bay there as usual.

Creating a template

You use a template yourself, under New recurring lesson, for example for a block or for an appointment outside your tiers. Clients do not see templates.

1. Go to the tab Templates and click New template.
2. Choose the Lesson type the template applies to and give it a Name.
3. Choose the Rhythm: Every week, Every other week, or every 3 to 8 weeks.
4. Fill in Lessons per block (1 to 24) and the Price per block (€). Golfly immediately shows what that is per lesson, next to the price of a single lesson of the same lesson type. A block may span at most 52 weeks; if it runs longer, the form says so.
5. Leave Active on and click Add template.

You edit existing templates from the same tab. You can only delete a template if no recurring lesson has ever been on it. Otherwise you get a notice that the template is in use, and you set it to inactive under Edit. An inactive template no longer appears in the list you choose from for a new recurring lesson. You do not edit or delete a cell of your tiers here: you manage those on the tab Price tiers.

The ongoing form in practice

1. You create the subscription as described above. Golfly immediately places all lessons up to the end of the window in the calendar, and sends the first invoice, from the start date to the end of that month.
2. Every night the window moves forward a little, so the slot is always fixed the same distance ahead.
3. Seven days before a new month, that month's invoice goes out, with only the lessons that actually fall in it, at the price per lesson that applied when the recurring lesson started. If you later change the price of the plan, that only applies to clients you put on this plan afterwards.
4. If payment does not come in, the client receives a reminder three days before the month starts. Once the month has started and the invoice is still open, the subscription goes into Payment overdue. On day 1, 7 and 14 after the due date the client receives another reminder, with the date on which their recurring lesson stops if they do not pay. You receive a notification on day 1, 7 and 14 that they have not paid yet, and on day 21 a notification that the recurring lesson stops in 9 days. If your client has no email address, only a phone number, they receive no reminder; your notifications still go out. Their lessons stay in place during that time. After 30 days the subscription stops: the lessons still to come lapse, the invoice lapses, and your notification says the recurring lesson stopped after 30 days of payment arrears, with the amount that was not paid. If your client pays part of the invoice, the reminders and notifications stop and the subscription does not stop by itself either; you then receive the notification that the invoice was partly paid. The first invoice has its own rule first, see What if a payment fails? below.
5. A lesson that does not go ahead is not refunded but offset: it appears as a negative line on the next invoice.

On the detail page, under Invoices, every open month also has the button Mark as paid, for a client who paid outside Golfly. It works the same as with the monthly credit described below. For a month that no longer starts because of a stop, the button is not there (see What happens when an ongoing recurring lesson stops).

A client who is away reports it as absence, with a start and end date. Those weeks lapse and become free in your calendar, and the weeks after that remain his. You can also add such a period yourself on the detail page of the subscription.

What happens when an ongoing recurring lesson stops

Your client gives notice when they wish, from My Account, with the button Stop and a reason. You stop with Stop permanently. For the end date and the money, it makes no difference who stops it.

The recurring lesson runs until the end of the last paid month that has already started, and if there is none, until the end of the current calendar month. This means the notice period is never longer than a month, which is how it should be for an open-ended subscription with a consumer. After the end date the lessons lapse and the time is freed, including in a month your client had already paid for in advance. If they paid their November invoice at the end of October and then give notice, 31 October is the end date, the November lessons lapse, and you refund them the amount for those lessons. An invoice for a month they have not yet paid lapses, with the payment link attached. If they are in Payment overdue (a month has started without being paid), they do not see the Stop button; you can still stop them.

Your client cannot reverse your stop. In My Account they read that you have stopped the recurring lesson, and they also see the reason you entered when stopping.

If your client is in Payment overdue when you stop, the end date depends on what they paid earlier:

• If they paid an earlier month, the end date is the end of the last paid month that has already started, which is usually already behind you. The lessons not yet given then lapse immediately, including those of the open month and those of a month they had already paid for in advance. The invoice for the open month drops to the lessons already given (if there are none, it lapses).
• If they have never paid a month, for example because the first invoice is still open, the recurring lesson runs until the end of the current calendar month. The lessons up to that date remain, including those still to be given, and stay on the invoice. Only lessons after that date lapse and are removed.

If the invoice for the open month has not lapsed, it stays open afterwards. You handle it under Invoices, with Resend payment link or Mark as paid.

On the end date, Golfly settles up. Outstanding credit means lessons that were on a paid invoice, did not go ahead and have not yet been offset against a later invoice. These are lessons your client cancelled in time, lessons you cancelled, weeks of an absence that were already on the invoice, and lessons in a month they paid in advance that lapse because of the stop. A discount that no longer fitted on their last invoice also counts. A lesson they cancelled too late does not count. When stopping, Golfly does not turn outstanding credit into extra lessons and does not refund it automatically. You refund that to your client yourself, outside Golfly.

When you stop, you receive an announcement with the end date, without an amount. On the end date you receive one notification with the amount you still have to refund to your client, or that you owe them nothing. It comes in the app, as a push notification and by email, each channel with its own heading:

• in the app and as a push notification: Ongoing recurring lesson stopped, or Recurring lesson has now stopped if you stopped it yourself (for a monthly credit Monthly credit stopped);
• by email: a subject with your client's name, for example "Recurring lesson stopped: Jan de Vries", or "You stopped Jan de Vries's recurring lesson" if you stopped it yourself. If you still have to refund something, the amount follows, for example "Recurring lesson stopped: Jan de Vries, still €520.00 to refund". For a monthly credit it says "Monthly credit stopped: Jan de Vries", or "You stopped Jan de Vries's monthly credit" if you stopped it yourself, without an amount: there is nothing to refund on that.

If an invoice for a month that had already started was still open when stopping, for example when stopping during payment arrears, the email also mentions what is still outstanding there and that you find it under Invoices. If your client had already paid part of the invoice for a month that no longer starts because of the stop, that part is included in the amount you refund. That invoice also stays open, but your client does not need to pay the rest; the email then says you will no longer send a payment link for it. Under Invoices that invoice then shows Cancelled, without Resend payment link (for an invoice via Mollie Resend invoice by email) and Mark as paid. If the end date is the day of the stop itself or earlier, you immediately get that notification with the amount. That happens, for example, when your client gives notice on the last day of the month while they have already paid the following month. The amount only appears in that one notification, as a total, even if more than one month was paid in advance. The reason your client gave when cancelling appears in neither of the two notifications.

When stopping, your client receives an email with the end date and their last lesson. If money is outstanding for them at that moment, for example because they had already paid the following month, that amount is included, with the sentence that you will refund it to them yourself. If more credit arises between the stop and the end date, for example because they cancel a lesson in time, that appears only in your notification on the end date; your client does not receive a second email about it. The terms for your client say that they may give notice when they wish, that the lesson runs until the end of the current month, and that you refund what they already paid for a month after that. This also applies to other credit left over at the stop: you refund that.

Until the end date, your client can withdraw their own notice with Continue anyway; you then receive the notification Cancellation withdrawn. That is no longer possible if an open invoice for a following month has lapsed when they gave notice, or if the settlement has already been done. They then read that they should contact you. Your own stop can never be withdrawn by them. And conversely, you cannot withdraw or replace your client's notice: while it runs, Stop permanently does not appear.

While a notice is running, you and your client cannot change or withdraw an absence: the button Withdraw is not there, on the detail page or in My Account. Reporting a new absence is still possible. Lessons that return would no longer appear on any invoice after the end date. During that time, your client also does not see the Stop button.

Monthly credit: credits per month without a fixed slot

With a monthly credit, your client pays a fixed amount every month for a fixed number of credits. There is no fixed slot in your calendar: they book their lessons themselves with those credits, whenever suits them. This form can only be chosen once the switch Ongoing recurring lesson is on.

Creating a monthly credit template

1. Go to the tab Templates, click New template and choose Monthly credit under Plan type.
2. Choose the Lesson type and give the template a Name. You do not choose a rhythm: this form has no fixed lesson cadence.
3. Fill in Credits per month (1 to 31) and Price per month (€) (at least €1). Golfly immediately shows what that is per lesson, next to the price of a single lesson of the same lesson type.
4. Leave Active on and click Add template.

The plan type is fixed once the template exists. Under Edit that choice is locked; you can still change the name, the number of credits, the price and the lesson type. A different number of credits or a different price only applies to clients you put on this template afterwards. Anyone who already has a monthly credit keeps what applied when it started.

Starting a monthly credit for a client

Only you create a monthly credit on a template. If a lesson type in your tiers has a price under Flexible, a client can also buy that form themselves on your booking page; see Self-service sales via the booking page below.

1. Click New recurring lesson and choose the client as for any other recurring lesson.
2. Choose the monthly credit plan. Instead of the moment choice, a Start date appears: the credit runs from that day. You do not choose a location, because nothing is scheduled.
3. Choose the Payment method: iDEAL via payment link (the client receives a payment link for the first month) or, if you have cash or card at the lesson switched on, Cash or card at the lesson (the credits are available straight away).

With a monthly credit there is sometimes a third option: Invoice via Mollie (VAT invoice). Mollie then creates an invoice with an invoice number and VAT every month and emails it to your client itself; the credits are available as soon as the invoice has been paid. That option only appears if you have the switch VAT invoices via Mollie on under Admin → Integrations (see Setting up Mollie Connect) and you have chosen an existing client for whom the Invoice details (business) are filled in (see Managing your clients). So for a new client you cannot choose it: first fill in the invoice details on the client card. The choice is fixed for this subscription; every month after that goes out in the same way.

A client can only have one monthly credit at a time. If you try to create a second, Golfly says "This client already has a monthly credit". A fixed slot alongside a monthly credit is possible.

The first invoice runs from the start date to the end of that calendar month, at the full monthly amount and with the full number of credits. No pro-rata calculation is done: your client buys credits, not calendar weeks, and those credits stay.

With cash or card, the invoice is immediately marked as paid, the credits go onto their account straight away and they receive the email that the credits are ready. With a payment link, they receive the invoice email with that link, and the credits only become available once the payment has come in. With Invoice via Mollie, Mollie sends the invoice email instead of Golfly, with the payment link on the invoice itself; here too the credits only become available after payment. A separate confirmation email with lesson dates is not sent for this form, because those dates do not exist.

Every month after that

• Seven days before the new month, Golfly creates that month's invoice and emails it with a payment link. If you chose Invoice via Mollie, Mollie creates the VAT invoice at that moment and Mollie sends it. The amount and the number of credits are the same every month.
• Three days before the month starts, your client receives a reminder if payment has not come in yet.
• Once the month has started and the invoice is still open, the subscription goes into Payment overdue. Nothing lapses: there is no lesson in your calendar that you would need to release.
• On day 1, 7 and 14 after the due date your client receives another reminder, with the date on which their monthly credit stops if they do not pay. You receive a notification on day 1, 7 and 14 that they have not paid yet, and on day 21 a notification that the monthly credit stops in 9 days. If your client has no email address, only a phone number, they receive no reminder; your notifications still go out.
• If payment does not come in for 30 days, the subscription stops. Your client receives an email that their monthly credit has stopped, you receive a notification with the amount that was not paid, and the credits they still have get an expiry date.

Every paid month is added to your client's account as a separate credit balance. While the subscription runs, those balances have no expiry date and accumulate: if they book little in one month, the rest carries over to the next.

Booking with the credit

Your client simply books via your booking page and pays with their credits, as with any other lesson package. The credits apply to the lesson type of the plan.

Such a booking stands apart from the subscription: you see it in your calendar and with the client's bookings, not in a list of lessons under the recurring lesson. On the detail page of a monthly credit there is therefore no list of lessons.

The detail page of a monthly credit

At the top it says "No fixed time" instead of a weekday and a time. Further, you see:

• Monthly credit: per paid month a credit balance with the remaining and the purchased number of credits, the amount and the purchase date. As soon as an expiry date is set, it is shown too; credits only get one when the subscription stops.
• Invoices: per month the period, the description ("4 credits for September 2026"), the amount and the status: Outstanding, Paid or Cancelled. If that month was invoiced via Mollie, Invoice appears below it with the invoice number, and the button Invoice (PDF) opens the invoice in a new tab.
• The buttons Skip month and Stop permanently.

If an invoice is still open, two buttons appear next to it: Resend payment link, which for an invoice via Mollie is called Resend invoice by email, and Mark as paid.

Mark as paid is for a client who paid outside Golfly, for example by bank transfer. Golfly first asks for confirmation and says the credits will then be available straight away and your client receives a payment confirmation. If it is an invoice via Mollie, Golfly also marks it as paid there; if that does not work, you read "Invoice paid; Mollie could not be updated, mark it as paid there yourself", and you do that last step yourself in your Mollie dashboard.

Pausing and reporting absence do not exist here, for you or for your client. If you do not want to charge a month, use Skip month.

Skipping a month

If you want to stop a client paying for a month, for example because they are away for a while or because you owe them something, click Skip month. The window shows which month it is.

What happens: that month gets an invoice of €0.00 with the description Skipped month, no payment link and no invoice email goes out, and no credits are added. If a payment link for that month was already open, it is withdrawn; if the month had already been invoiced via Mollie, Golfly cancels that invoice at Mollie, so no payable invoice number remains. The month after that carries on as normal.

The rules around it:

• You always skip the next month that is not yet paid. A month that is already past or already paid cannot be skipped.
• Skipping the same month a second time does not work: Golfly then says that month is already skipped.
• If your client was in Payment overdue because of exactly that month, they are back on Active afterwards.
• A skipped month does not count as a paid month. So if your client gives notice later, such a free month does not extend the end date.

What happens when a monthly credit stops

If you stop the subscription with Stop permanently, or your client gives notice themselves from My Account, the monthly credit runs until the end of the last month for which payment was made. If no month has ever been paid, today is the end date. Invoices still open lapse, the payment link is withdrawn, and an invoice already issued via Mollie is cancelled there.

That cancellation at Mollie happens however such an invoice lapses: when giving notice, whether you do it yourself or your client does, with Skip month, and when Golfly ends the recurring lesson itself because 30 days went unpaid or because the very first invoice was never paid. That way no payable invoice number is left behind in your VAT records. If the cancellation does not work, for example because the invoice has meanwhile been paid at Mollie, you notice it: with Skip month Golfly stops immediately with a message that you need to check it in Mollie, and in the other cases the stop goes ahead and the invoice stays at Mollie until you deal with it there yourself.

When such an invoice is cancelled, Mollie issues a credit note itself and emails it to the client. That is normal and is how it should be: an issued invoice number may not simply disappear, so it is reversed with a credit note. Your client does not need to do anything about it, and your VAT records come out right because of it.

No money is refunded: what your client paid, they received as credits. On the end date, their remaining credits get an expiry date: as long as applied when their monthly credit started (for a monthly credit from before this update, the value of the plan; after that, the setting Credits stay valid for ... months after cancelling on the tab Price tiers), 12 months by default, just as with a package. Your notification then says "The client keeps 3 credits, valid until ...", and their email says "Your remaining 3 credits stay valid until ...", so that you can still plan those lessons together. The announcement you receive when stopping also already says how many credits they have at that moment.

If your client gave notice themselves, they can reverse it until the end date with Continue anyway, unless an open invoice for a following month had lapsed when they gave notice. If you stopped the monthly credit, they cannot reverse it; in My Account they read that you stopped it, with the reason you entered.

Candidates for a recurring lesson

On the tab Subscriptions, the card Candidates for a recurring lesson appears as soon as there are clients who booked a single lesson 3 times or more in the past 8 weeks and do not yet have an active or waiting subscription. Click Create recurring lesson next to a candidate to start a subscription for that client straight away, with their details already filled in.

Creating a subscription

1. Click New recurring lesson (or Create recurring lesson from the candidates card).
2. Choose the Client. Choose Existing client and search by name, email or phone, or choose New client and fill in name and phone number. Under the phone field you see how the number will be saved. An email address is optional; without an email the client receives no confirmation email and you share the payment link yourself via WhatsApp. If the number or email address resembles a client you already have, a notice appears with Use this one.
3. Choose the Plan: your tiers are set per lesson type, with first Fixed slot and then Flexible, ascending in lessons per month. Under Templates you find your templates. If you have more than one location, choose the Location. For an ongoing recurring lesson or a monthly credit you can enter a Different price for this client (optional): for Fixed, a price per lesson; for Flexible, a price per month (under the field you see what that is per lesson). That price is fixed for this subscription and cannot be changed later; if you want to charge a client differently, set up a new subscription.
4. Under Pick your standing slot, choose a weekday and a time. Golfly only shows times at which a whole block fits into your availability. Next to each time it shows the date from which the block starts; if that start is more than three weeks ahead, it turns orange. Below the choice is the list Your lesson dates. If you want to start later, click I want to start later and choose a date. If no moment is free in the coming weeks, the screen says so.
5. Choose the Payment method: iDEAL via payment link (the client receives a payment link for the first block, or for an ongoing recurring lesson for the first month) or, if you have cash or card at the lesson switched on, Cash or card at the lesson (the recurring lesson is active straight away).
6. Optionally add a Note for yourself and click Create recurring lesson.

Then you see "Recurring lesson created" with the number of lessons scheduled. If a date was taken between choosing and saving, it says how many dates were skipped and why. With a payment link you can copy it. If the client has an email address, it says "Confirmation sent to the client"; otherwise "No email address on file, use WhatsApp" with a button Send via WhatsApp that opens a ready-made message.

If you chose a payment link, the subscription is set to Awaiting payment and the lessons are scheduled as a reservation. If the client does not pay within 48 hours, Golfly cancels the subscription and those times become free again. For an ongoing recurring lesson or a monthly credit it works differently; see What if a payment fails? below. On the client page (Admin → Clients → client) the subscription appears with a shortcut, and the block sits among the packages with the badge Recurring lesson.

The detail page of a subscription

Open a subscription from the tab Subscriptions. At the top are the client, the plan, the rhythm, the fixed time and the status: Awaiting payment, Active, Payment overdue, Paused or Stopped, or Abandoned purchase for a purchase that was never paid: a purchase on your booking page, a first block you created with a payment link that was never paid, or an ongoing recurring lesson or monthly credit that Golfly cancelled because the first invoice was never paid. For a recurring lesson in blocks: if the client stopped the renewal themselves from My Account, the badge Renewal stopped by client appears with their reason below it. That badge also appears in the list on the tab Subscriptions, next to the status. After the last lesson of the block, the subscription is Stopped and the badge disappears; your client's reason remains below it. For a pause or stop that you entered, your reason appears below it. If an ongoing recurring lesson or a monthly credit has a notice running, the status stays as it was until the end date. Under the heading there is then a notice with the end date, for example "Stops on 31 October 2026", who gave notice and on what day, and the reason if one was entered. In the list on the tab Subscriptions, "Stops 31 Oct" appears next to the status. From the end date the status is Stopped, with underneath how it stopped, for example "Stop reason: Cancelled by the client" or "Stop reason: Stopped by you". If you or your client entered a reason when stopping, it appears below that too.

For an ongoing recurring lesson and a monthly credit, under the heading is the price that was fixed at the start, for example "€65 per lesson, fixed at the start". A later change in your tiers does not alter it.

The buttons on a recurring lesson in blocks:

• Resend payment link appears as long as a block is awaiting payment. Despite its name, the button sends nothing: it copies the payment link to your clipboard so that you can share it yourself.
• Pause: the future lessons of the current block are cancelled, the credits stay on the block. Entering a reason is optional.
• Resume: only for a paused subscription. You choose a New start date, optionally a different Start time (empty means the existing time) and a payment method. If a block is already awaiting payment, the window says you must wait or cancel that block first.
• Stop permanently: cancels all planned lessons at once. The credits for those lessons go back onto your client's block, so they can use them as single credits. This cannot be undone.

For an ongoing recurring lesson, Pause and Resume do not appear, because pausing does not exist in that form. Instead there is Schedule absence. Stop permanently does not cancel everything at once there: the lessons run on until the end date, as described under What happens when an ongoing recurring lesson stops. For a monthly credit, Skip month and Stop permanently appear. For both, nobody can reverse your stop, neither you nor your client, and your client sees the reason you enter in My Account until the end date. If a notice is already running, from your client or from you, Stop permanently does not appear.

Under Lessons every lesson appears with number, date, time and status (Confirmed, Awaiting payment, Cancelled, Completed or No-show). For a future confirmed lesson there is a button Reschedule lesson: you choose a new date and start time. The public notice period does not apply here; Golfly does refuse a time in the past or a time that clashes with another booking, and you see that straight away in the window. Under Blocks you see per block the credits, the price, the purchase date and the status.

Note the difference with a client who stops themselves. For a recurring lesson in blocks: if the client stops from My Account, the current block simply runs to the end and only the next renewal lapses. If you choose Stop permanently, the planned lessons stop straight away. So use that only if the recurring lesson really has to stop now, not as an alternative to pausing.

For an ongoing recurring lesson and a monthly credit, it makes no difference to the end date who stops. An ongoing recurring lesson ends at the end of the current month, and the lessons of a month already paid in advance lapse; you refund that amount to your client. A monthly credit runs until the end of the last month they have paid for, because the credits for that month are already on their account. The difference between your client and you: they can withdraw their own notice until the end date, your stop cannot be withdrawn.

How renewal works

Renewal is automatic. As soon as exactly one confirmed lesson remains from the current block, Golfly prepares the next block overnight on the same day and time and emails the client a payment link. The slot stays reserved until 7 days after the last lesson of the current block.

If the client does not pay:

• If their last lesson has taken place and they have not yet paid, they receive a reminder email.
• In the last 2 days before the reservation is released, they receive a final email with the final date.
• If payment still does not come in, Golfly sets the subscription to Paused, the payment link lapses, and the client receives an email and you receive a notification. You can then resume, and the client can also do that themselves from My Account. If they pay there, you receive a notification.

A client who stopped their recurring lesson themselves is not offered a next block. When their block ends, Golfly sets the subscription to Stopped.

Winning back clients who did not renew

If a recurring lesson is paused because a renewal was not paid, you can have Golfly email that client twice: 7 days and 30 days after the pause. The email says that their old time is free again and that they can choose a new moment themselves. After that nothing more is sent.

This is off by default. You switch it on with the switch in the card Win clients back on Admin → Recurring lessons. You edit the text of both emails under Admin → Notifications & emails, tab Emails to clients.

Deliberately excluded: clients who stopped themselves, pauses that you or the client entered yourselves, plans you set to inactive, clients who already have another subscription with you, and clients who are already resuming. Every email has an unsubscribe link at the bottom. If a client unsubscribes, they receive nothing more about this, not even after a later pause.

A cancelled lesson

If the client cancels a lesson in their block, or you cancel it on their behalf, Golfly automatically adds a lesson to the end of the block, paid for with the credit that becomes free as a result. The client thus keeps the number of lessons they paid for the block. The cancellation email then includes the new date straight away. If no free date can be found at that moment, the credit stays on the block.

Self-service sales via the booking page

A client does not have to wait for you. If a lesson type is in your tiers and Offer the recurring lesson on the booking page is on, they see on your booking page for that lesson type the choice between One-off and Recurring lesson, with the lowest price per lesson next to it, for example "from €62.50 per lesson". What they can buy comes only from your tiers: templates never appear on your booking page. Mollie must be connected and the switch Ongoing recurring lesson must be on; otherwise they do not see a recurring lesson.

If they choose Recurring lesson, they put it together in three steps:

1. Fixed slot or Flexible. If a lesson type has only one form in your tiers, they only see that one.
2. The number of lessons per month. For Fixed slot they choose every other week or every week, with the name from your tiers and the price per lesson. For Flexible they choose a number between your lowest step and your maximum using minus and plus; the lowest number is already set, with the monthly price next to it. With two or more steps, these appear below as cards with the price per lesson: the step that applies is highlighted, a tap on another card sets the lowest number of that step, and on the next cheaper step it says how many lessons they still need, for example "2 more lessons to €65 per lesson". If you gave Flexible a name of its own, it appears above the chooser. If there is only one number, they see only that number with the price.
3. For Fixed slot, a weekday and a time, with the same moment choice as on your own screen. For Flexible they choose no moment: they schedule their lessons themselves.

Next to the choice (on a phone, below it) they see what they pay now. For Fixed slot that is the price per lesson times the number of lessons in the first month, with those dates. For Flexible it is always the full monthly price. Flexible starts on the day of purchase; in the last seven days of a month it starts on the 1st of the following month. Under the button it says when the invoice for the next month comes, so a client who buys late in the month knows that a second payment follows within a few days.

They enter their email, name and phone number and pay the first month straight away via iDEAL. Cash or card is not possible for self-service sales. Until they have paid, Golfly holds the moments for an hour; in Admin → Recurring lessons the purchase then shows Awaiting payment, without the buttons Resend payment link and Mark as paid, because they pay on the booking page. If they do not pay or the payment fails, the moments become free again by themselves, usually within a quarter of an hour, and the purchase lapses. If you stop it yourself with Stop permanently, the same happens immediately. You get no notification about that: you did it yourself, and your client had no lesson yet. After payment the lessons are fixed in your calendar (for Fixed slot) or the credits are available (for Flexible), your client receives a confirmation and you receive a notification.

If you have invoices via Mollie switched on, under Flexible a client can choose Invoice in company name and enter the company name, Chamber of Commerce or VAT number and address. After their payment, Mollie sends them an invoice for the first month, which is already marked as paid, and then an invoice every month. If that first invoice fails, for example because Mollie rejects the address, the recurring lesson carries on as normal and you receive a notification to check the invoice yourself. Under Fixed slot an invoice in company name is not possible; your client then reads that it is possible under Flexible. If an account already exists for their email address, they log in first before ordering in company name.

If a client already has a recurring lesson that is awaiting payment, is running or has an open month, they cannot buy a second one: they see "You already have a recurring lesson" with a button to My Account. A paused recurring lesson does not prevent a new purchase.

From My Account, the empty state of the Recurring lesson tab and the card for frequent bookers lead to this choice, straight to the right lesson type. After a single booking, the confirmation may suggest a recurring lesson, but only if it is really cheaper per lesson than the lesson they just booked. After purchasing Flexible, the confirmation shows the button Book your first lesson. If you have more than one location and your primary location does not offer that lesson type, all these buttons open your booking page at a location that does offer it.

Frequently asked questions

Can a client have two subscriptions at the same time?

Not via the booking page: if a client already has a recurring lesson that is awaiting payment, is running or has an open month, they cannot buy a second one and Golfly points them to My Account. As coach, you can create a second subscription for the same client yourself, for example for a different lesson type. One exception: a client can have only one monthly credit at a time.

What if my calendar is full?

The moment choice only shows times at which a whole block fits. Golfly skips dates that fall outside your availability, are blocked, are already taken or fall on a group lesson, and it looks up to 52 weeks ahead. If no moment is free, the screen says so and you can try a later start date. On your booking page your client then reads that no fixed time is free and, if you also offer Flexible for that lesson type, sees the button Choose Flexible.

What does the client see?

For a recurring lesson in blocks: status, upcoming lessons, block progress, a button to renew, and the option to pause, stop or, after a pause, start again themselves. For an ongoing recurring lesson: their lessons, their monthly invoices, reporting an absence and giving notice. For a monthly credit: their credits, their monthly invoices and giving notice. See What your client sees with a recurring lesson.

What if a payment fails?

If a client buys on your booking page themselves, they have an hour to pay. If they do not pay or the payment fails, the moments become free again by themselves, usually within a quarter of an hour, and the purchase lapses.

For the very first block: if it is still unpaid after 48 hours, Golfly cancels the subscription and the reserved times become free. The subscription then shows Abandoned purchase, with underneath for example "Stop reason: Not paid in time". For a renewal, the existing block simply runs to the last lesson; only when the 7 days after that pass without payment does the subscription pause.

For an ongoing recurring lesson or a monthly credit that you created with a payment link, Golfly checks the first invoice every night. If the start date has been reached and that invoice is still unpaid, the subscription goes into Payment overdue, even if the invoice is not yet 7 days old. From then on it follows the same ladder as every unpaid month: the lessons stay in place, your client receives a reminder with the stop date on day 1, 7 and 14, you receive a notification on day 1, 7, 14 and 21, and after 30 days the subscription stops. Only if the start date comes more than 7 days after the first invoice was sent does Golfly cancel the subscription 7 days after sending that invoice, with the lessons and the invoice attached. The subscription then shows Abandoned purchase, with underneath "Stop reason: First invoice not paid". If a later month remains unpaid, the reminders, the arrears, your notifications and, after 30 days, the end follow as described above.

Can a client pause, stop or resume their recurring lesson themselves?

Yes, from My Account. For a recurring lesson in blocks: pausing is possible on an active subscription; stopping only stops the next renewal; resuming is possible after every pause, with a new moment and payment via iDEAL. For an ongoing recurring lesson and a monthly credit, pausing does not exist. Giving notice is always possible. An ongoing recurring lesson then runs until the end of the current month, and what they already paid for a month after that you refund to them. A monthly credit runs until the end of the last month they have already paid for, even if that month has yet to begin. Until the end date they can revert with Continue anyway. You receive a notification on a stop or a paid resumption, and for an ongoing recurring lesson or a monthly credit also when they withdraw their notice. See What your client sees with a recurring lesson.

My client has already paid next month's and gives notice. What happens to that money?

With an ongoing recurring lesson you refund it to them. The recurring lesson ends at the end of the current month and the lessons of that prepaid month lapse. On the end date you receive one notification with the amount, together with any other credit still outstanding, and you transfer that to them yourself; Golfly does not do that automatically. That is how it should be for an open-ended subscription with a consumer: they can always give notice, with a notice period of at most a month, and they get back what they paid for the time after that. If you stop yourself, it works the same way.

With a monthly credit they keep that month: the credits of a paid month are already on their account, so nothing is refunded.

Can I delete a lesson type with tiers?

Yes, as long as there are no bookings with this lesson type (including old or cancelled ones), no recurring lesson is on it and no template belongs to it. The cells of the tiers are then removed with it. If there are bookings, set the lesson type to inactive instead. If a recurring lesson is on it, Golfly says "Cannot delete: there are recurring lessons on this lesson type. Set it to inactive." If a template belongs to it, you delete that template first.

Can I still change one client's price later?

No, only when creating the subscription, via Different price for this client (optional). A later change would settle lessons already invoiced at the old price against the new one. If you want to charge a client differently, set up a new subscription.

Related

• Setting up packages
• Booking for a client
• Managing your clients
• What your client sees with a recurring lesson
• Setting up availability