# Session for Golf — User Manual

**Version 1.0 | golf.jkcreative.store**

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## Table of Contents

1. Getting Started
2. Dashboard
3. Managing Clients (Golfers)
4. Scheduling Lessons
5. Session Packages
6. Sales Pipeline
7. Activity Logging
8. Tags
9. Settings
10. Subscription & Billing
11. Square Payments
12. Email Templates
13. Coach PIN for Client Check-In
14. Account Security
15. Getting Help

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## 1. Getting Started

### What is Session for Golf?

Session for Golf is a CRM built specifically for golf coaches and academies. It gives you a single place to manage your golfers, track handicap progress, schedule lessons, sell session packages, and stay on top of your sales pipeline — without juggling spreadsheets, calendar apps, and invoicing tools separately.

### Creating Your Account

1. Go to **golf.jkcreative.store** and click **Get Started**.
2. Enter your name, email address, and a password (minimum 8 characters), or sign in with Google.
3. Confirm your email address by clicking the link sent to your inbox from **noreply@sessionsforgolf.store**.
4. Complete the onboarding wizard: enter your academy or business name, upload a logo (optional), and select your time zone.
5. You will land on the Dashboard.

### Choosing a Plan

| Plan | Intro price (through Jun 30) | Standard price (Jul 1+) | Clients | Storage | Coaches |
|------|------------------------------|------------------------|---------|---------|---------|
| Starter | $30/mo | $40/mo | 20 | 5 GB | 1 |
| Pro | $60/mo or $630/yr | $80/mo or $840/yr | 75 | 20 GB | 1 |
| Academy | $120/mo or $1,260/yr | $160/mo or $1,680/yr | 250 | 100 GB | 5 |

Annual billing locks in your price through renewal. Monthly plans signed before July 1, 2026 keep intro pricing for 3 months, then flip to standard. You can upgrade or downgrade at any time from **Settings > Subscription**.

### First-Time Setup Checklist

- [ ] Connect your Square account (Settings > Square Integration)
- [ ] Set your Coach PIN (Settings > Coach PIN)
- [ ] Add your first golfer (Clients > Add Golfer)
- [ ] Create at least one session package or lesson type
- [ ] Invite additional coaches (Academy tier only, Settings > Team)

---

## 2. Dashboard

The Dashboard is your home base. It loads every time you sign in and gives you a real-time snapshot of your operation.

### What You'll See

**Today's Lessons** — A chronological list of lessons scheduled for today, with golfer name, lesson type, start time, and check-in status. Click any lesson to open the session detail.

**Upcoming This Week** — A week-at-a-glance view of scheduled lessons. Use this to spot gaps and double-bookings before they happen.

**Recent Activity** — The last 10 activity entries logged across all golfers. Quick view for follow-ups.

**Pipeline Summary** — A count of deals in each stage: New Lead, Contacted, Proposal Sent, Won, Lost.

**Handicap Highlights** — Golfers who have shown the biggest handicap improvement in the last 30 days. Use this for social proof and retention conversations.

**Quick Actions**
- Add Golfer
- Schedule Lesson
- Log Activity
- New Deal

### Navigating the App

The left sidebar contains:
- Dashboard
- Clients
- Schedule
- Packages
- Pipeline
- Activity
- Settings

On mobile, the sidebar collapses to a bottom tab bar.

---

## 3. Managing Clients (Golfers)

### Adding a Golfer

1. Click **Clients** in the sidebar, then **Add Golfer**.
2. Fill in: First Name, Last Name, Email, Phone (optional), and Current Handicap Index.
3. Assign one or more tags (e.g., Junior, Member, High-Handicapper).
4. Click **Save**.

The golfer now appears in your client list. Their profile page tracks all lessons, packages, activity, handicap history, and pipeline deals associated with them.

### Golfer Profile

Each golfer has a dedicated profile with these tabs:

**Overview** — Name, contact info, handicap, tags, notes field, assigned packages, and next scheduled lesson.

**Lessons** — Full lesson history with date, type, duration, notes, and status (Scheduled, Completed, No-Show, Cancelled).

**Handicap** — A chart of handicap index over time, with the ability to log new handicap updates manually. Entries show date and source (self-reported, GHIN import, coach-logged).

**Packages** — All session packages sold to this golfer, showing sessions used vs. total and expiry date.

**Pipeline** — Any open or closed deals linked to this golfer.

**Activity** — All logged touchpoints: calls, emails, texts, notes, and in-person conversations.

**Files** — Upload swing videos, lesson notes PDFs, or any documents (storage counts toward your plan limit).

### Editing and Archiving Golfers

To edit a golfer's details, open their profile and click **Edit** in the top right.

To archive a golfer (they no longer appear in active lists but data is retained), open their profile, click the three-dot menu, and select **Archive Golfer**. Archived golfers can be restored from **Clients > Archived**.

### Searching and Filtering

Use the search bar at the top of the Clients list to search by name, email, or phone. Use the filter icon to filter by:
- Tag
- Handicap range
- Active/Archived
- Assigned package
- Last lesson date

### Handicap Tracking

Session for Golf tracks handicap index over time for each golfer. To log a new handicap:

1. Open the golfer's profile.
2. Click the **Handicap** tab.
3. Click **Log Handicap**.
4. Enter the new index value and date.
5. Add an optional note (e.g., "Post-tournament update" or "GHIN sync").

The handicap chart updates automatically. Trends are surfaced on the Dashboard under Handicap Highlights.

---

## 3a. NFC Check-in

### How NFC Check-in Works

Session for Golf v3 supports contactless check-in via NFC fobs or printed QR codes. When a client taps their fob at the kiosk, the platform matches the fob UID to their profile, verifies an active package, decrements one session, and logs the timestamp.

**Setup steps:**
1. Order NXP NTAG213 fobs (see the gear page at golf.jkcreative.store/gear).
2. Assign a fob to a client: open their profile → Fob Assignments panel → Assign new fob.
3. Open the Check-in Kiosk at **/scan** on a phone or tablet. Leave it open at your facility.

**iOS fallback:** Web NFC is Android Chrome only. On iPhone, use the QR code fallback: print the per-client QR from their profile and have them scan with the Camera app.

---

## 3b. Video Review — On-Frame Drawing

### Opening the review screen

Client profile → Sessions → select a session → "Review & annotate" under a video thumbnail.

### Drawing tools

Line, Arrow, Circle, and Square tools are in the toolbar. Click-drag on the paused frame to draw. Use the color picker and stroke-width selector to customize. Undo removes the last stroke.

### Swing-path presets

The presets bar below the toolbar has five one-click curves: Draw, Fade, Push, Pull, and Plumb-bob. Each drops a Bézier curve onto the frame. Drag handles to adjust. Saves time compared to drawing a path from scratch.

### Saving

Click **Save annotation** to write the drawing data to the session record. Annotated frames are visible to the student in their PWA. Use **Export frame** to download a PNG.

---

## 3c. Voice Notes

### Dictating session notes

During any open session, tap the mic button in the session notes panel. Speak naturally — the transcript appears in real time. Tap the mic again to stop. The text is appended to the session notes field and auto-saved.

Voice notes are stored as plain text alongside typed notes. They appear in session history and in the student PWA.

**Browser support:** Chrome (desktop and Android) and Safari 15+ (iOS/macOS). Firefox does not support the Web Speech API.

---

## 3d. Group Lessons

### Creating a group session

Group Lessons (sidebar) → New Group Session. Set title, date, time, capacity, price per seat, and minimum seats required. The session is "Pending" until the minimum is reached.

### Managing the roster

Open a group session → Roster tab. Search and enroll clients. Remove them with the X button. Once minimum seats are enrolled, the session auto-confirms.

---

## 3e. Student PWA

### Sending a student invite

From any client profile, click "Send student invite." The client receives a magic-link email. On first sign-in, their student account is linked to their client record by email address.

### What students can see (v3.0)

Students can view their session history, annotated video frames, and messages from their coach in a read-only Progressive Web App. They cannot book, pay, or reply to messages in v3.0.

### Installing on iOS

Open golf.jkcreative.store in Safari → Share icon → "Add to Home Screen." Direct students to these steps — iOS does not show an install prompt automatically.

---

## 3f. Academy — Multi-Coach

### Inviting sub-coaches

Academy → Coaches → Invite Coach. Enter their email. They receive a 7-day invite link. On acceptance, they join as a sub-coach under your account.

### Roster assignment

Academy → Coaches → select a sub-coach → Roster. Add or remove clients. Sub-coaches only see assigned clients — not the full academy roster.

### Seat limits and billing

Academy plan includes 5 coach seats. Additional seats are $25/coach/month, added to your next Square subscription charge.

---

## 4. Scheduling Lessons

### Lesson Types

Session for Golf supports the following lesson types out of the box:

- **Private Lesson** — One-on-one instruction, typically on the range or course.
- **Playing Lesson** — On-course instruction during an actual round.
- **Group Clinic** — Multiple golfers, one session.
- **Practice Session** — Structured practice with coach oversight, not a full lesson.
- **Club Fitting** — Equipment fitting session.
- **Video Review** — Remote review of submitted swing footage.

You can rename these or add custom lesson types in **Settings > Lesson Types**.

### Scheduling a Lesson

1. Click **Schedule** in the sidebar, then **New Lesson**.
2. Select the golfer from the dropdown (type to search).
3. Choose the lesson type.
4. Set the date, start time, and duration.
5. Add an optional location (e.g., Range Bay 3, Hole 1 Tee, Simulator Room).
6. Add internal notes (visible to coaches only).
7. Click **Save**.

The lesson appears on the schedule and on the golfer's profile. If Square is connected, you can optionally charge a deposit or full payment at booking.

### Booking from a Golfer's Profile

You can also schedule a lesson directly from a golfer's profile by clicking **Schedule Lesson** on their Overview tab. The golfer is pre-filled.

### Editing and Cancelling Lessons

Open any lesson from the schedule or the golfer's lesson history. Click **Edit** to change details or **Cancel Lesson** to remove it. Cancelled lessons remain in the history with a Cancelled status — they are not deleted.

### Lesson Status

Lessons move through these statuses:

| Status | Meaning |
|--------|---------|
| Scheduled | Upcoming, not yet started |
| Checked In | Golfer checked in via Coach PIN |
| Completed | Lesson finished, marked complete |
| No-Show | Golfer did not appear |
| Cancelled | Lesson was cancelled |

You or the golfer can trigger the Checked In status via the Coach PIN kiosk. You mark Completed manually after the lesson, or it can be set automatically at the scheduled end time (configurable in Settings).

### Recurring Lessons

To create a recurring lesson (e.g., every Tuesday at 10 AM):

1. Schedule the first lesson as normal.
2. Before saving, toggle **Repeat**.
3. Set frequency (weekly, biweekly, monthly) and end date or number of occurrences.
4. Click **Save**.

Each occurrence is created as an individual lesson and can be edited or cancelled independently.

---

## 5. Session Packages

Session packages let you sell bundles of lessons upfront — a common and effective pricing model in golf coaching.

### Creating a Package

1. Click **Packages** in the sidebar, then **New Package**.
2. Enter a package name (e.g., "10-Lesson Iron Game Bundle").
3. Set the number of sessions included.
4. Set the price.
5. Set an expiry rule: no expiry, expires X days after purchase, or expires on a fixed date.
6. Choose which lesson types can be redeemed against this package.
7. Add an optional description (shown to golfers when you share the package).
8. Click **Save**.

### Selling a Package to a Golfer

1. Open the golfer's profile.
2. Click the **Packages** tab, then **Assign Package**.
3. Select the package from the list.
4. Choose payment method: Square (charge now), Manual (cash/check), or Complimentary.
5. Click **Confirm**.

The package is now active on the golfer's profile. Sessions deduct from the balance as lessons are marked Completed.

### Tracking Package Usage

The Packages tab on each golfer profile shows:
- Package name
- Sessions used / total (e.g., 3 of 10)
- Sessions remaining
- Expiry date
- Purchase date

You can also see a packages summary across all golfers in **Packages > All Active Packages**.

### Deducting Sessions Manually

When you mark a lesson as Completed that is linked to a package, the system automatically deducts one session. If you need to adjust manually (e.g., partial credit), open the golfer's package record and click **Adjust Balance**.

---

## 6. Sales Pipeline

The Pipeline helps you convert prospects and casual golfers into committed clients.

### Pipeline Stages

| Stage | Use it when... |
|-------|---------------|
| New Lead | Someone expressed interest but hasn't committed |
| Contacted | You've reached out at least once |
| Proposal Sent | You've sent a package or program proposal |
| Won | They purchased — move here and mark the package sold |
| Lost | They went elsewhere or stopped responding |

### Creating a Deal

1. Click **Pipeline** in the sidebar, then **New Deal**.
2. Link to an existing golfer or create a new one on the fly.
3. Enter a deal name (e.g., "Junior Improvement Program — Tyler M.").
4. Set the deal value (estimated revenue).
5. Assign a stage.
6. Add notes on the opportunity.
7. Click **Save**.

### Moving Deals Through Stages

Drag and drop deals across columns in the Kanban view, or open a deal and change the stage from the dropdown. Every stage change is automatically logged in the deal's activity history.

### Deal Detail

Each deal has:
- Linked golfer
- Deal value
- Current stage
- Close date (estimated)
- Notes
- Activity log (calls, emails, follow-ups logged here or on the golfer profile)
- Attached files

### Pipeline Reports

Under **Pipeline > Reports**, you can see:
- Total pipeline value
- Win rate
- Average days to close
- Deals by stage
- Revenue from won deals (current month / year)

---

## 7. Activity Logging

Every touchpoint with a golfer should be logged. This keeps your history complete and helps you never drop the ball on a follow-up.

### Log Types

| Type | Use for |
|------|---------|
| Call | Phone conversations |
| Email | Emails sent or received |
| Text | SMS exchanges |
| Note | Internal observations, post-lesson reflections |
| Meeting | In-person conversations outside a lesson |
| Follow-Up | Scheduled follow-up reminders |

### Logging an Activity

1. Open a golfer's profile or a pipeline deal.
2. Click the **Activity** tab, then **Log Activity**.
3. Select the type.
4. Enter a subject and description.
5. Set the date (defaults to today).
6. If it's a Follow-Up, set a reminder date.
7. Click **Save**.

You can also log activity from the Dashboard Quick Actions or from the global **Activity** section in the sidebar.

### Follow-Up Reminders

When you log a Follow-Up activity with a reminder date, it appears in your Dashboard under **Upcoming Follow-Ups** on that date. You'll also receive an email reminder to **noreply@sessionsforgolf.store** on the morning of the follow-up date.

Mark a follow-up as complete by clicking the checkmark on the reminder card.

---

## 8. Tags

Tags are free-form labels you apply to golfers to organize and filter them.

### Common Golf Tags (Suggestions)

- Junior
- Senior
- Member
- Weekend Player
- Tournament Player
- Beginner
- Single-Digit Handicap
- High-Handicapper
- Corporate Client
- Referral

### Managing Tags

Create tags on the fly when adding or editing a golfer, or manage your full tag list in **Settings > Tags**. You can rename or delete tags from there. Deleting a tag removes it from all golfers it was applied to.

### Filtering by Tag

In the Clients list, click the filter icon and select one or more tags. The list updates to show only golfers with all selected tags. This is useful for sending targeted communications (e.g., all Junior golfers for a summer clinic announcement).

---

## 9. Settings

Access Settings from the bottom of the left sidebar.

### Profile

Update your name, email, profile photo, and bio. Your bio appears on any client-facing communication that includes your details.

### Business Info

Set your academy or coaching business name, address, phone number, and website. This information appears on invoices and email communications.

### Lesson Types

Add, edit, or deactivate lesson types. You can set a default duration for each type.

### Coach PIN

Set your 4–6 digit PIN used for client check-in at lessons. See Section 13 for full details.

### Notifications

Choose which events trigger email notifications:
- New lesson scheduled
- Lesson cancelled
- Client check-in
- Follow-up reminder due
- Package running low (configurable threshold)
- Payment received

### Square Integration

Connect or disconnect your Square account, view your connected Square location, and configure default payment settings. See Section 11.

### Team (Academy Tier)

Invite additional coaches to your academy (up to 5 on Academy tier). Each coach gets their own login and Coach PIN. You can set role permissions: Admin (full access) or Coach (client and schedule access only).

### Tags

Manage your global tag list.

### Time Zone

Set your time zone. All lesson times display in this zone.

### Email Templates

Customize outgoing email templates. See Section 12.

### Subscription

View your current plan, billing cycle, next invoice date, and payment method. Upgrade, downgrade, or cancel here.

### Data Export

Export your full client list, lesson history, or activity log as a CSV file. Available to all tiers.

---

## 10. Subscription & Billing

### Plans at a Glance

**Starter — $30/month or $315/year**
- 20 golfers
- 5 GB storage
- 1 coach
- All core features

**Pro — $60/month or $630/year (intro through Jun 30; $80/$840 after)**
- 75 golfers
- 20 GB storage
- 1 coach
- All core features + annual savings

**Academy — $120/month or $1,260/year (intro through Jun 30; $160/$1,680 after)**
- 250 golfers
- 100 GB storage
- Up to 5 coaches (additional seats at $25/coach/month)
- All core features + team management

### Upgrading

Go to **Settings > Subscription > Upgrade**. You'll see a comparison of your current plan vs. the target plan. Upgrades take effect immediately. You are charged a prorated amount for the remainder of the current billing cycle.

### Downgrading

Downgrades take effect at the end of your current billing cycle. If your current golfer count or storage usage exceeds the lower tier's limits, you must reduce them before the downgrade processes.

### Annual Billing

Switch to annual billing anytime in **Settings > Subscription > Switch to Annual**. You'll pay the annual rate immediately and your next renewal is 12 months out.

### Cancellation

Cancel in **Settings > Subscription > Cancel Plan**. Your account remains active through the end of the paid period. Data is retained for 90 days after cancellation, then permanently deleted. Export your data before cancelling.

### Invoices

Past invoices are available in **Settings > Subscription > Billing History**. Each invoice shows the charge amount, billing date, and a downloadable PDF.

---

## 11. Square Payments

Session for Golf uses Square to process payments for packages and lesson bookings.

### Connecting Square

1. Go to **Settings > Square Integration**.
2. Click **Connect Square**.
3. You'll be redirected to Square's authorization page. Sign in with your Square account.
4. Select the Square location to connect (relevant if you operate multiple locations).
5. Click **Authorize**.

You're returned to Session for Golf with Square connected. A green status indicator confirms the connection.

### What Square Is Used For

- Charging for session packages at point of sale
- Collecting deposits on lesson bookings
- Processing one-time lesson charges
- Recurring billing (coming soon)

### Taking a Payment

When assigning a package or charging for a lesson:

1. Select **Square** as the payment method.
2. Choose Card on File (if the golfer has saved a card) or **New Card**.
3. For New Card: the golfer can swipe/tap/insert on a Square reader or you can key in the card number manually.
4. Confirm the amount and click **Charge**.

A receipt is sent automatically to the golfer's email by Square.

### Refunds

Issue refunds from the golfer's payment history:

1. Open the golfer's profile.
2. Click **Packages** or **Lessons** and find the payment.
3. Click **Refund**.
4. Enter the refund amount (partial or full).
5. Confirm.

Refunds are processed through Square and typically appear on the golfer's statement within 5–10 business days.

### Square Fees

Square charges a standard processing fee per transaction. Session for Golf does not add any additional payment processing fees. Refer to your Square account for current rate details.

---

## 12. Email Templates

Session for Golf sends automated emails for key events. All emails come from **noreply@sessionsforgolf.store**.

### Available Templates

| Template | Trigger |
|----------|---------|
| Welcome Email | New golfer added to your account |
| Lesson Confirmation | Lesson scheduled |
| Lesson Reminder | 24 hours before a lesson |
| Lesson Cancellation | Lesson cancelled |
| Package Confirmation | Package purchased |
| Package Low Balance | Sessions remaining reach your threshold |
| Package Expired | Package expiry date passes |
| Follow-Up Reminder | Follow-up activity due date |
| Receipt | Payment processed (via Square) |

### Editing Templates

1. Go to **Settings > Email Templates**.
2. Select the template to edit.
3. Modify the subject line and body using the rich text editor.
4. Use the available variables (listed below the editor) to insert dynamic content.
5. Click **Preview** to see a rendered example.
6. Click **Save**.

### Available Variables

`{{coach_name}}` — Your name
`{{business_name}}` — Your academy or business name
`{{golfer_name}}` — The golfer's first and last name
`{{golfer_first_name}}` — The golfer's first name
`{{lesson_date}}` — Lesson date (formatted)
`{{lesson_time}}` — Lesson start time
`{{lesson_type}}` — Type of lesson
`{{lesson_location}}` — Lesson location
`{{package_name}}` — Package name
`{{sessions_remaining}}` — Sessions left in package
`{{expiry_date}}` — Package expiry date
`{{amount_paid}}` — Payment amount

### Disabling a Template

If you don't want a particular automated email to send, open the template in Settings and toggle it off.

---

## 13. Coach PIN for Client Check-In

### What Is the Coach PIN?

The Coach PIN is a 4–6 digit code your golfers use to check in when they arrive for a lesson. It's designed for use on a tablet or screen at your facility — a simple kiosk experience that marks the lesson as Checked In without you needing to touch the app.

### Setting Up Your Coach PIN

1. Go to **Settings > Coach PIN**.
2. Click **Set PIN**.
3. Enter a 4–6 digit code.
4. Confirm the code.
5. Click **Save**.

Your PIN is now active.

### The Check-In Screen

The Check-In screen is accessible at:

**golf.jkcreative.store/checkin**

This is a public-facing, PIN-only screen. No login is required. It shows a numeric keypad and a field for the golfer to enter your Coach PIN. Once entered correctly, the golfer selects their name from a list of today's scheduled lessons and confirms check-in.

Set this URL as the browser home page on a facility tablet for a seamless kiosk experience.

### What Happens After Check-In

When a golfer checks in:
- The lesson status changes from Scheduled to Checked In.
- A notification is sent to your email (if enabled in Settings > Notifications).
- The check-in timestamp is recorded on the lesson record.

### Changing Your PIN

Go to **Settings > Coach PIN > Change PIN**. Enter your current PIN, then enter and confirm the new PIN. Active as soon as saved.

### Security Tips

- Do not share your PIN with other coaches — each coach on Academy tier has their own PIN.
- Change your PIN if you believe it has been compromised.
- Change your PIN periodically (every 3–6 months) as a routine precaution.
- The check-in screen does not expose any golfer data beyond today's first names — it is safe to display in a semi-public area.

---

## 14. Account Security

### Password Requirements

Passwords must be at least 8 characters. We recommend using a passphrase or a password manager.

### Changing Your Password

**Settings > Profile > Change Password**. Enter your current password and then the new one twice to confirm.

### Google Sign-In

If you signed up with Google, your account security is managed through your Google account. You cannot set a separate password for Session for Golf without switching to email/password authentication.

### Session Timeouts

Sessions expire after 30 days of inactivity. You can sign out manually from any device at **Settings > Profile > Sign Out**.

### Suspicious Activity

If you notice unusual activity on your account, contact support immediately at **support@jkcreative.store**. Change your password and revoke any connected integrations while you investigate.

---

## 15. Getting Help

### In-App Help

Click the **?** icon in the bottom-left corner of any screen to access contextual help articles.

### Email Support

**support@jkcreative.store**

Response time: within 1 business day. Include your account email and a description of the issue.

### Account Login Issues

If you can't sign in, use the **Forgot Password** link on the login page. A reset link is sent to your registered email from **noreply@sessionsforgolf.store**. Check your spam folder if it doesn't arrive within a few minutes.

### Billing Questions

For billing or subscription issues, email **support@jkcreative.store** with "Billing" in the subject line.

### Feature Requests

We'd love to hear what would make Session for Golf better for your coaching business. Email **support@jkcreative.store** with "Feature Request" in the subject.

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*Session for Golf by JK.Creative LLC*
*golf.jkcreative.store | support@jkcreative.store*