Systems Handbook

All flows › Google Ads

When someone clicks a Google Ad

Google Ads clicks land with UTM tags that feed CRM leads and Google Ads' own conversion reporting via Supermetrics and GA4.

Starts when

A person clicks a Google Ads Search, Display, Video or Performance Max ad for SwingFIT and lands on swingfitacademies.com.

Covers

Covers a paid Google Ads click (Search or Performance Max) landing on swingfitacademies.com through to a Lead/Evaluation_Booking record in Zoho CRM, GA4/GTM tracking, conversion import back into Google Ads, and Supermetrics reporting. Does not cover organic Google traffic or the coaching/booking journey after the lead is created.

Systems

Google Ads, GA4 / GTM, Website, Zoho CRM, Zoho Bookings, Zoho Checkout, GolfManager, Supermetrics

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Ad click
   Google Ads

   Ad click carries tracking parameters to the landing page

   Verified live

   Cloudstons (the Google Ads agency) manages one Google Ads account with campaigns GOOG_SEARCH_MULTI_ALL_EVERGREEN, GOOG_DISPLAY_MULTI_ALL_RT_EVERGREEN and GOOG_VIDEO_MULTI_ALL_RT_EVERGREEN. An account-level Tracking Template appends utm_source=google, utm_medium (cpc/pmax/display/video), utm_campaign={campaignid}, utm_content={creative}, utm_term={keyword}, utm_id={campaignid} and utm_lead_source=google_ads to the destination URL, and Google Auto-tagging appends the gclid separately.

   See itGoogle Ads → Admin → Account settings → Tracking → Tracking Template
2. T+0Page load
   Website

   Landing page loads with GA4/GTM tracking

   Unverified

   swingfitacademies.com runs a Google Tag Manager container that fires GA4 page_view/session_start events, capturing the UTM parameters and gclid into the GA4 property that feeds BigQuery and Supermetrics.

   See itGTM container / GA4 DebugView on a live click-through
3. T+secondsForm submit
   Website

   Visitor submits a lead or evaluation-booking form

   Verified live

   The visitor fills in the swingfitacademies.com lead form or evaluation booking form. The form carries the page's current UTM_Source/UTM_Medium/UTM_Campaign/UTM_Content/UTM_Term/utm_lead_source values into the new Leads or Evaluation_Booking record it creates in Zoho CRM.

   See itCRM → Leads or Evaluation_Booking → record → UTM fields
4. T+0First touch
   Zoho CRM

   First-touch date is stamped

   From code

   Set First Touch Date (workflow rule on Leads, create trigger) stamps a first-touch timestamp field on the new lead.

   See itCRM → Setup → Automation → Workflow Rules → Leads
5. T+0Source & channel
   Zoho CRM

   Lead source and lead channel are worked out from the UTM fields

   Unverified

   LeadSourceAssignment_1 (action GoogleAdsLeadSourceAssignment) is designed to set Lead_Source to Google Ads when Lead_Source is empty and UTM_Source contains "google" and UTM_Medium contains "cpc". Set Lead Channel – Google Ads is designed to set Lead_Channel the same way; Set Lead Channel – Google Organic is designed to set it when UTM_Medium contains "organic".

   See itCRM → Setup → Automation → Workflow Rules → Leads
6. T+0Owner assigned
   Zoho CRM

   Lead is routed to a salesperson

   From code

   Assign Lead Owner assigns the new lead to a sales rep via the standard owner-assignment rule.

   See itCRM → Leads → record → Lead Owner
7. T+secondsAuto-reply
   Zoho CRM

   Lead gets an immediate reply and staff are notified

   Unverified

   sfaSpeedleadAutoReply Trigger fires sfaSpeedleadAutoReply, and NEW LEAD - Email / New Lead WA Notify send an internal notification email and WhatsApp message so staff can follow up fast.

   See itCRM → contact → Emails; staff WhatsApp/Cliq notification
8. laterBooking & payment
   Zoho Bookings

   Booking and payment can move across separate domains

   Unverified

   When the lead books an evaluation or pays, the journey can move through zohobookings.com and zohosecurepay.com (payment) before the session is created in GolfManager (asia.golfmanager.com) — each a separate domain from swingfitacademies.com and from each other.

   See itn/a
9. dailyReporting pull
   GA4 / GTM

   Performance data is pulled into reporting

   Verified live

   Supermetrics connects to the Google Ads account (SwingFIT Academies, account 9706158917) and to GA4, and reports campaign spend, clicks and conversions for the team.

   See itSupermetrics dashboard / Google Ads UI → Campaigns
10. ongoingConversions imported
    Google Ads

    Conversions are imported back into Google Ads

    Verified live

    Google Ads' conversion actions blend on-site click signals (Book Evaluation Click, Book My Intro To Golf – Click, Book Now Click (Membership)) with GA4-sourced conversions (Purchase (Google Analytics event purchase), Submit Lead Form, Submit Membership Lead Form, Evaluation Confirmation, Intro To Golf Confirmation, Trial Booking (2)) and a WhatsApp Contact conversion, feeding Smart Bidding.

    See itGoogle Ads → Goals → Conversions
11. T+2 minOffline import
    Zoho CRM

    Paid evaluation bookings from a Google ad are sent back to Google Ads

    From code

    Two minutes after a paid evaluation booking (Source = App) is saved as Confirmed, the function sfaGoogleOfflineSchedule checks for a Google click id (GCLID). If there is one, it adds a row to the import Google Sheet (conversion 'Evaluation Confirmation (Server)', AED 99). Google Ads Data Manager imports that sheet once a day. Bookings without a GCLID are skipped. Every run leaves a 'Google sheet test result' note on the booking.

    See itCRM → Evaluation_Booking → record → Notes ('Google sheet test result'); Google Ads → Goals → Conversions → Evaluation Confirmation (Server)

Emails and messages

Where to check

How to switch it off

Good to know

All flows › Meta Ads

When someone clicks or submits a Meta ad

Meta ad clicks and lead-ad submissions create CRM records and echo conversion events back to Meta's pixel via server-side APIs.

Starts when

A person clicks a Meta (Facebook/Instagram) ad for SwingFIT, or fills in a native Meta Lead Ad form.

Covers

Covers a paid Meta (Facebook/Instagram) ad click or a native Meta Lead Ad submission through to a Lead/Evaluation_Booking record in Zoho CRM, the Meta pixel and server-side Conversions API events sent back to Meta, and how leads are attributed in CRM. Does not cover organic social posts.

Systems

Meta, Website, Zoho CRM, Zoho Flow, Zoho Bookings, Zoho Checkout, Zoho Billing, Zoho POS, GolfManager

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Ad click
   Meta

   Ad click carries tracking parameters to the landing page

   From code

   Renue (the Meta ads agency) manages the SwingFIT Academies Meta ad account (act_1625681971960672). Each ad's URL Parameters field (set per ad — Meta has no account-level template) carries: utm_source=meta, utm_medium=paid_social (paid_video for Reels), utm_campaign=campaign.id, utm_content=ad.id, utm_term=adset.id, utm_id=campaign.id, utm_lead_source=meta_ads, platform=site_source_name, placement=placement.

   See itAds Manager → Ad → Tracking → URL Parameters
2. T+0Pixel fires
   Meta

   Meta Pixel fires on the landing page

   Verified live

   The Meta Pixel (dataset SFA Pixel 2026, id 4473134646297796) fires PageView and InitiateCheckout events from the browser as the visitor lands and moves through the funnel.

   See itEvents Manager → Data Sources → SFA Pixel 2026
3. T+secondsForm or Lead Ad
   Website

   Visitor submits a lead or evaluation-booking form, or a native Meta Lead Ad

   Verified live

   Either the visitor fills the swingfitacademies.com form (creating a Leads/Evaluation_Booking record with the UTM fields above), or fills a native Meta Lead Ad form, which Meta pushes into CRM. The workflow rule Leads_ZohoFlow_ZCRM - Meta (a Zoho Flow webhook, active) is the CRM side of that native sync.

   See itCRM → Leads → record → UTM fields, or CRM → Setup → Automation → Workflow Rules → Leads
4. T+0Lead channel
   Zoho CRM

   Lead channel is worked out from the UTM fields

   Unverified

   Set Lead Channel – Facebook is designed to set Lead_Channel when UTM_Source contains "facebook"; Set Lead Channel – Instagram is designed to set it when UTM_Source contains "instagram".

   See itCRM → Setup → Automation → Workflow Rules → Leads
5. T+0CRM → Meta (lead)
   Zoho CRM

   Lead is echoed back to Meta as a CompleteRegistration event

   From code

   Zcrm_to_Meta (Zoho Flow function on the CRM lead webhook) checks the lead's Lead_Source field; if it equals "Meta_Ads" it hashes the lead's email/phone and posts a CompleteRegistration server-side event to the Meta Conversions API for pixel 4473134646297796.

   See itEvents Manager → SFA Pixel 2026 → Test events / Overview
6. T+0CRM → Meta (eval)
   Zoho CRM

   Paid evaluation bookings are sent to Meta as a Schedule event

   Verified live

   When a paid evaluation booking (Source = App) is saved as Confirmed, the workflow rule sfaMetaCapiSchedule runs the function of the same name. It sends one Schedule event worth AED 99 to the Meta Conversions API for pixel 4473134646297796, matched on the player's hashed email and phone plus the Meta click id (FBCLID) when the booking came from a Meta ad. Member evaluations and Intro to Golf bookings are skipped. Every run leaves a 'Meta CAPI test result' note on the booking.

   See itCRM → Evaluation_Booking → record → Notes ('Meta CAPI test result'); Events Manager → SFA Pixel 2026 → Overview
7. ongoingOther CAPI feeds
   Zoho Flow

   Purchases, subscriptions, checkouts and bookings are echoed back to Meta from other systems

   From code

   Five more Flow functions post server-side conversion events to the same pixel from other systems: ZBookingsEventBooked_to_MetaCAPI (Bookings), Zcheckout_to_Meta (Checkout), Zsubscription_to_meta (Billing subscriptions), ZPOS_commerce_to_Meta (POS/Commerce) and a billing-side function. Two different access tokens are hardcoded across these functions.

   See itn/a (Zoho Flow function source)
8. weeklyQuality review
   Meta

   Dataset quality and campaign performance are monitored

   Verified live

   Renue and Max review campaign performance in Ads Manager and event-match-quality for the SFA Pixel 2026 dataset in Events Manager.

   See itEvents Manager → SFA Pixel 2026 → Diagnostics

Emails and messages

Where to check

How to switch it off

Good to know

All flows › Website paths

How the website sends people to the right place

Maps every main call-to-action on swingfitacademies.com to where it actually sends a visitor, and how the site itself is deployed.

Starts when

A visitor on swingfitacademies.com (WordPress + Elementor, hosted on Hostinger) clicks a call-to-action button or link.

Covers

Covers the live public site's main pages and every call-to-action path: evaluation booking, buying a pack, memberships, member events, booking lessons, referral, forms, WhatsApp, and the tracking tags present on pages. Does not cover what happens after a booking/payment lands in GolfManager or CRM (see eval-booking-payment-to-mrr-funnel, membership-signup, pos-sale) or the Game Plan Builder/roadmap/check-in tools (see game-plan-tools).

Systems

Website, Zoho Bookings, Zoho Commerce, GolfManager, Zoho Backstage, Referral Factory, Zoho CRM, WhatsApp, GA4 / GTM, Meta

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Click 'Book my evaluation'
   Website

   Book an evaluation routes through a link shortener to Zoho Bookings

   Unverified

   The evaluation CTA on /golf-swing-evaluation/ and /membership/ is designed to send a visitor to a bookable slot on Zoho Bookings via a short link (zbooking.us/FaNfO). Followed live, the link currently lands on the general Zoho Bookings page rather than a specific slot picker.

   See itcurl -IL http://zbooking.us/FaNfO from a terminal and read the Location headers; or click the button and watch the address bar
2. T+0Click a pack/product link
   Website

   Buying a pack (PAYG lesson packs, practice passes, play sessions) goes to Zoho Commerce

   Verified live

   /payg/ and related pages link each individual product (e.g. 8 x 60-min beginner golf lesson, Play - 9 holes, Birdie/Eagle/Par Credit packs) straight to its own product page on store.swingfitacademies.com, SwingFIT's Zoho Commerce storefront. Each product is its own URL/id, so there is no single 'store' landing page — every pack has its own direct link from the pricing page.

   See itLoad /payg/ and hover any package button; the destination host is store.swingfitacademies.com/products/...
3. T+0Click 'Book' in the header / consumer shop
   Website

   Booking lessons or paying for an existing package goes to GolfManager's own booking portal

   Verified live

   The site header's main booking button, and a 'consumer shop' link on /payg/, point at https://asia.golfmanager.com/swingfit (GolfManager's public tenant portal), with the pricing page's specific link going to .../consumer/shop?tab=1. This is GolfManager's own hosted booking/shop UI, separate from the WordPress site and separate from Zoho Commerce.

   See itHeader 'Book' button and /payg/ 'consumer shop' link both resolve to asia.golfmanager.com/swingfit
4. T+0Visit /membership/
   Website

   The membership page sells membership with the same booking links as the evaluation page

   Verified live

   /membership/ carries no distinct membership checkout of its own on this site visit — its calls to action are the same zbooking.us/FaNfO shortener and the GolfManager portal link seen on the evaluation page. Membership sign-up/billing itself is handled off-site once a coach or the sales process moves someone to a Billing hosted page (not reachable from a public page link on this pass).

   See itLoad /membership/ and inspect its two outbound buttons
5. T+0Click a member event
   Website

   Member events route to Zoho Backstage

   Verified live

   /member-events/ lists individual group classes/clinics, each linking directly to events.swingfitacademies.com/<EventSlug> — Zoho Backstage's public event page for that event. Backstage also offers an embeddable 'Register now' modal widget (window.ZBSCheckOutWidget._createWidget, loaded from static.zohocdn.com) that can open registration in an overlay instead of navigating away, keyed off the same events.swingfitacademies.com/embed/<slug>/buyTickets URL pattern; the live /member-events/ page uses plain links to the Backstage page rather than the embedded widget.

   See itLoad /member-events/ and hover an event card; destination host is events.swingfitacademies.com
6. n/aReferral link shared
   Website

   Referral runs on a separate platform, shared manually rather than linked from the site

   Verified live

   The referral programme runs on Referral Factory at refer.swingfitacademies.com/<campaign-code>. It is not linked from the live site's navigation, footer, or any page checked on this pass — Member Success or a coach sends the link directly to a member (WhatsApp/email) at a chosen moment, and the member gets their own personal referral link from that landing page.

   See itSearch the live site's nav/footer/pages for 'refer.swingfitacademies.com' (not found); the link is sent by staff instead
7. T+0Submit the contact form
   Website

   The Contact page form goes to the support desk, not the sales CRM

   Verified live

   /contact/'s form posts to desk.zoho.com/support/WebToCase — a Zoho Desk support-ticket form, not a Zoho Forms-to-CRM lead form. A separate WhatsApp link (wa.me/971506926003) sits on the same page as an alternative.

   See itView source on /contact/ and find the form's action= attribute
8. T+0 to T+~1sSubmit the homepage 'Get your roadmap' quiz
   Website

   The homepage's own roadmap quiz is the one on-page form that writes into the sales CRM

   Verified live

   The three-question quiz on the homepage posts name/email/goal/level/commitment to sfa-roadmap-capture.php, which calls CRM function sfaRoadmapCapture to create a Player_Roadmap record (RM- prefix) and match/create the person as a Lead or Contact. The quiz's own on-page result, however, scrolls to a #pricing anchor rather than sending the visitor anywhere new.

   See itPlayer_Roadmap records with Roadmap_ID starting RM-, Source = Website
9. T+0Click the WhatsApp icon
   Website

   WhatsApp is available as a direct link and a floating chat widget

   Verified live

   A direct wa.me/971506926003 link appears on the Contact page; the wider site also loads an Elfsight-based floating chat widget available site-wide.

   See itView source for wa.me and elfsight references on any page
10. T+0Any page load
    Website

    Every page carries Google Tag Manager, GA4 and the Meta pixel

    Verified live

    Google Tag Manager container GTM-N765MP89 loads on every page (confirmed via the iframe fallback and the googletagmanager.com/gtag( script), alongside a Meta Pixel (fbq() call and connect.facebook.net. GTM is the mechanism by which GA4 and any other page tags fire, so most on-page tracking changes are made in GTM rather than hardcoded per page.

    See itView source on any live page for GTM-N765MP89, fbq(, connect.facebook.net
11. n/aA change needs to go live
    Website

    Two separate deploy paths depending on what's being changed

    From code

    Ordinary WordPress/Elementor pages (like all the ones above) are edited and published directly on the live site via the WP REST API with an application-password login — there is no staging site (retired). The separate internal backend portal (system.swingfitacademies.com, where the Game Plan Builder and check-in tools live) is a static-HTML+PHP mini-site on the same Hostinger account, deployed by SSH/SFTP (Python + paramiko) or, when SFTP credentials are stale, through the Hostinger hPanel File Manager in the browser.

    See it@references/deployment-process.md and @references/server-access.md for the exact commands/paths

Where to check

How to switch it off

Good to know

All flows › Game Plan tools

The Game Plan Builder, roadmap tool and member check-in

Three related tools let a coach, Member Success, or a member self-rate a golf game and build a level-by-level plan, all writing into the same CRM history module.

Starts when

A coach, a Member Success staffer, or a member opens one of: the homepage roadmap quiz, /coaches/game-plan.html or /success-team/game-plan.html (Game Plan Builder), a shared Game Plan link (system.swingfitacademies.com/plans/{id}/), or the public member check-in tool at /build-roadmap/.

Covers

Covers three self-contained tools that share one CRM module (Player_Roadmap): the homepage 3-question roadmap quiz, the interactive Game Plan Builder used live by coaches/Member Success (and by members via a shared link), and the member self-check-in tool at /build-roadmap/. Does not cover the paid evaluation booking/session flow itself (see eval-booking-payment-to-mrr-funnel) or the Member_Plan module a coach separately maintains as the durable source of truth.

Systems

Website, Zoho CRM

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Visitor answers 3 questions
   Website

   Homepage roadmap quiz — the lightest-weight capture

   Verified live

   A 3-question quiz on the homepage (goal, current level, commitment) posts name/email/answers to sfa-roadmap-capture.php, which calls CRM function sfaRoadmapCapture. It matches or creates the person as a Lead/Contact and creates one append-only Player_Roadmap record (RM- id prefix, Source = Website). The quiz's on-page result scrolls to the pricing section rather than opening a full plan.

   See itPlayer_Roadmap records with Roadmap_ID starting RM-
2. T+0Coach or Member Success opens the tool live with a player
   Website

   Game Plan Builder — the full interactive tool, used live in a conversation

   From code

   Two versions of the same tool — /coaches/game-plan.html and /success-team/game-plan.html — run entirely client-side (no server call for the build itself). The user rates five game domains (Technique, Long game, Approach, Short game, On-course/Tracking) 1-5, sets a current stage and a goal stage, and the tool maps the stages between as a pathway with lesson estimates, a lessons-per-month throttle, and separate membership-vs-PAYG pricing for lessons and for practice. It renders a stage-climb visual, a radar chart and a printable/presentable plan, and auto-saves the in-progress build to the browser's localStorage so a refresh doesn't lose it.

   See itOpen either URL and build a plan; nothing is saved anywhere until 'Save & send' is clicked
3. T+~1-2sCoach/MS clicks 'Save & send to client'
   Website

   Saving a Game Plan writes a local record, a shareable client page, and a CRM record

   Verified live

   save-game-plan.php stores the full plan (JSON + a text summary) off the web root at /home/u245874645/plans_data/{id}/, keyed by a stable id derived from the client's name and email so re-saving the same client versions the same record (v1, v2, ...) instead of duplicating. It publishes a shareable link at system.swingfitacademies.com/plans/{id}/ and, in the same request, calls CRM function sfaGamePlanSave to write a Player_Roadmap record (GP- id prefix) with the plan URL, version, current/goal level and a summary.

   • The shared link reopens the tool pre-filled, not a frozen snapshotFrom codeT+0 on link open

     system.swingfitacademies.com/plans/{id}/ is a small redirect page that sends the visitor into the live, interactive Game Plan Builder pre-loaded with their own ratings, level, goal and practice frequency via a URL parameter, so they can keep exploring outcomes themselves. It falls back to a static snapshot only if the encoded state is missing or would make the link too long.

   See itPlayer_Roadmap records with Roadmap_ID starting GP-; the record's Plan_URL field
4. T+0Member opens the self-check-in tool
   Website

   Member check-in — a public, member-facing self-rating tool

   Verified live

   /build-roadmap/ (WordPress page embedding an iframe) loads member-checkin.html on the backend portal — a member-facing variant of the same self-rating tool (five domains, 1-5, all required), with a lessons-per-month and practice-commitment step, and no pricing shown. On submit it posts to save-eval-checkin.php, which calls the shared CRM function sfaevalcheckinsave with sourceTool set so the backend can tell a member-checkin submission apart from an evaluation-intake or Member-Success-phone submission using the same function.

   See itPlayer_Roadmap records with Roadmap_ID starting MC-
5. T+~1-2sMember submits
   Zoho CRM

   sfaevalcheckinsave writes the record and guards against a repeat submission

   From code

   The function matches or creates the person (Contact/Lead), writes one Player_Roadmap record with the MC- prefix, and checks a 'one-per-member' guard (any existing Roadmap_ID already starting with the member's guard prefix blocks a second create) so a member can't spam duplicate check-ins. It also sends the member their own plan-recap email when the function's email step is not in test mode.

   See itA second submission from the same already-checked-in member returns an alreadyCompleted response instead of creating a new record

Emails and messages

Where to check

How to switch it off

Good to know

All flows › New lead

When a new lead comes in (website form or Meta lead ad)

A new Lead is created in CRM from a website form or Meta ad, gets an owner, attribution fields, and possible staff/customer notifications.

Starts when

A record is created in the Zoho CRM Leads module — from a swingfitacademies.com form/tool, from Meta's native Lead Ads sync, or entered manually by staff.

Covers

Covers a Lead record's first minute in Zoho CRM: how it's created (website tools vs. Meta lead ads), who it's assigned to, what UTM/attribution gets captured, and what emails/WhatsApp/Cliq pings are supposed to fire. Stops at the point a lead books and pays for an evaluation and converts to a Contact — see the eval-booking trace for that handoff. Does not re-audit UTM field design (UTM Standard v1.1 governs that).

Systems

Website (Zoho Forms / Elementor / custom PHP endpoints), Zoho CRM, Zoho Flow, Meta (native Lead Ads sync + Conversions API), Zoho Cliq, WhatsApp (via CRM extension)

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Lead created
   Website

   Website visitor submits a form or tool

   From code

   swingfitacademies.com carries several separate lead-capture surfaces, each with its own backend function, all landing in the same CRM Leads module: Zoho Forms/Elementor forms embedded on pages; the homepage roadmap tool (sfaroadmapcapture, REST API endpoint called by sfa-roadmap-capture.php); the Game Plan Builder embed (sfagameplansave, called by save-game-plan.php); native website popups (sfaPopLeadCapture, upserts a Lead with email + which of 6 popup variants it came from); and a Break 100 / commitment-style quiz whose answers land directly on Lead fields Break_Level and Score_Goal. Each matches by email against existing Contact/Lead first; if no match, it creates a new Lead.

   • Real exampleVerified liveT+0

     Lead 6296422000053510054 (created 2026-09-18) carries Break_Level="Break 100" and Score_Goal="I'm brand new" — confirms the Break 100 quiz/roadmap-style tool as the real source, even though Lead_Source itself was left blank on this record.

   See itCRM Leads list, sort by Created Time; open a record and check Break_Level/Score_Goal (roadmap/quiz tools) or Landing_Page/First_Visited_URL (form tools) for which surface it came from.
2. T+0Lead created
   Zoho CRM

   Meta lead ad visitor is synced in

   Verified live

   A lead submitted through a native Facebook/Instagram Lead Ads form is created directly in CRM by Zoho's built-in Meta ads-lead sync (not a Zoho Flow), stamping Lead_Source = "Meta_Ads". The picklist still carries two older values ("Social - Facebook", "Social - Instagram") from an earlier setup that current traffic no longer uses. Separately, an outbound-only flow (crm_to_meta, workflow rule "Leads_ZohoFlow_ZCRM - Meta") fires a webhook back out to Zoho Flow on every Lead create/edit — that pushes lead events to Meta's Conversions API so Meta can optimize ad delivery; it is not part of intake and does not create or touch Lead data.

   • Real exampleVerified live2026-08-23T09:42+04:00

     Lead 6296422000051579034 (created 2026-08-23T09:42+04:00): Lead_Source="Meta_Ads", Owner correctly set to Member Success @ SFA. UTM_Source on this record is blank - native in-app lead ad forms don't carry a website UTM.

   • crm_to_meta flow can't be opened for inspectionFrom coden/a

     The archive's Flow-configuration capture could not open crm_to_meta ("ZCRM - Meta") for a full read, so its exact node logic isn't documented here - only its on/off state and last-fired time are visible from the CRM workflow-rule side.

   See itLead record's Lead_Source field = "Meta_Ads"; CRM Automation > Workflow Rules > Leads > "Leads_ZohoFlow_ZCRM - Meta" (last-executed timestamp) for the outbound side.
3. T+0same transaction
   Zoho CRM

   Lead is assigned to Member Success

   Verified live

   Two active rules push every new Lead toward one shared CRM user, "Member Success @ SFA": Lead Owner - Member Success assigns that user on every create, and Assign Lead Owner runs right behind it as a backstop, reassigning if the Owner is anything else. Both target the same user record and both fire on create.

   See itLead record's Owner field.
4. T+0same transaction
   Zoho CRM

   Client Status / Lifecycle Status are stamped

   Verified live

   Automate Client Status runs two field-update actions on create — "Client Status Update" and "Update Lifecycle Status" — writing the Lead's starting Client_Status and Lifecycle_Status (seen live as "Lead" for both).

   See itLead record's Client_Status and Lifecycle_Status fields.
5. T+0same transaction
   Zoho CRM

   De-duplication check runs — and can delete the new lead

   From code

   De-Duplicate the Leads created via LeadChain fires the custom function De_duplicate_leads on every Lead create, unconditionally. If the new lead has a Phone but no Mobile, it searches for any other Lead with the exact same Full_Name; if it finds one whose Mobile equals the new lead's Phone, it calls the CRM API to DELETE the brand-new lead outright — no merge, no soft-delete, no email cross-check.

   See itn/a from the UI — only visible as a Lead that never appears (deleted moments after creation). CRM Setup > Automation > Workflow Rules > Leads > "De-Duplicate the Leads created via LeadChain" for the rule; function source for the logic.
6. T+0same transaction
   Zoho CRM

   UTM / attribution fields land on the Lead

   From code

   Lead_Source, Lead_Channel, UTM_Source/Medium/Campaign/Term/Content, Google_GCLID, FBCLID, msclkid, GA_Client_ID, Landing_Page and First_Visited_URL/Time are all captured on the Lead record per UTM Standard v1.1 (not re-audited here). Four picklist rules (Set Lead Channel – Google Ads/Facebook/Instagram/Google Organic) and Map Campaign – Instagram Junior are meant to translate the raw UTM values into the normalized Lead_Channel field for reporting.

   See itLead record's UTM_* fields and Lead_Channel.
7. T+0designed, currently off
   Zoho CRM

   Staff are notified of the new lead

   Unverified

   Three rules are designed to tell Member Success a lead just came in: an internal email (NEW LEAD - Email, action "Admin Alert", skips Walk-in/Website-Chat sources), a WhatsApp ping to the Main Reception SFA number (New Lead WA Notify, template "lead_just_in", via a third-party WhatsApp-for-CRM extension), and a Cliq post to the #New Lead Notification channel with the lead's email/name/phone (Jan 2026 New Lead Notification).

   See itCRM Setup > Automation > Workflow Rules > Leads, filter by name for "NEW LEAD", "New Lead WA Notify", "Jan 2026 New Lead Notification".
8. T+0, instant, designeddesigned, currently off
   Zoho CRM

   Lead gets an instant reply email

   Unverified

   sfaSpeedleadAutoReply Trigger is designed to fire sfaSpeedleadAutoReply on every Lead create, sending the lead an immediate first-touch email, with the template chosen by which capture surface set Pop_Source (eval / intro / join / referral / value-report, defaulting to the Eval template).

   See itCRM Setup > Automation > Workflow Rules > Leads > "sfaSpeedleadAutoReply Trigger".
9. T+1h (scheduled), designeddesigned, currently off
   Zoho CRM

   Paid-lead abandon-recovery nudge

   Verified live

   For leads with Lead_Source Meta_Ads or Google_Ads, Lead Abandon Recovery - Eval is designed to schedule an email ("Booking Abandon Eval") plus a WhatsApp template ("booking_abandon") one hour after the lead is created or edited, nudging them to book their evaluation.

   • Real exampleVerified liveT+59m

     Lead 6296422000051579034 (Meta_Ads, created 2026-08-23T09:42:40+04:00) received an email "Your Swing Evaluation session is waiting." from info@swingfitacademies.com at 2026-08-23T10:42:05+04:00 - T+59 minutes, matching this rule's 1-hour scheduled action.

   See itCRM Setup > Automation > Workflow Rules > Leads > "Lead Abandon Recovery — Eval"; lead's Emails related list.
10. next day 09:00overnight leads
    Zoho Cliq

    Overnight leads are listed for a 9am call

    From code

    Leads that arrive between 10pm and 9am are not called before 9am unless they asked for it. At 09:00 every day LeadBot posts in the Member Success team channel with every lead from that window that hasn't been contacted yet: name, phone, source, arrival time and a CRM link. Staff call or WhatsApp them and update Lead Status. Each listed lead gets the CRM tag "Overnight Lead". If there were no overnight leads, nothing is posted.

    See itMember Success team channel in Cliq at 9am; CRM Leads filtered by tag "Overnight Lead".
11. ongoingfirst contact tracking
    Zoho CRM

    First-response time is tracked

    Verified live

    Lead First Contact stamps a timestamp the first time Member Success changes Lead_Status away from empty; First Response Time Rule stamps a related timestamp off Evaluation_Status changes.

    See itLead record's Lead_Status / Evaluation_Status change history.
12. when the lead books & pays for an evaluationconversion
    Zoho CRM

    Lead converts to Contact

    Unverified

    Once the lead books and pays for their evaluation, the Lead record converts to a Contact and the booking flow takes over. Full detail is out of scope here — see the eval-booking trace.

    See itSee references/systems-handbook/traces/eval-booking.json.

Emails and messages

Where to check

How to switch it off

Good to know

All flows › Evaluation booked

When someone books and pays for an evaluation

A customer books and pays for an evaluation online, which creates the GolfManager booking, CRM link, lesson credit, and coach briefing automatically.

Starts when

Customer picks a coach + time slot for a Golf Swing Evaluation or Intro to Golf Evaluation on the website and pays AED 99 through the embedded Zoho Checkout page.

Covers

Covers the paid first-session flow ("Golf Swing - Evaluation" / "Intro to Golf - Evaluation", ~AED 99) from the website payment through GolfManager booking creation, CRM linkage, credits, coach briefing and pre-session intake emails. Does not cover the eval itself, the outcome/debrief form content, or membership conversion after the eval (pointer only).

Systems

Website, Zoho Checkout, Zoho Flow, Zoho CRM, GolfManager, Zoho Books, Zoho Cliq, Meta Conversions API

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Slot picked, payment page loads
   Website

   Customer fills the Zoho Checkout page and pays

   From code

   The evaluation is sold as a Zoho Checkout product with the slot/coach details carried as line-item/custom fields. Checkout is the actual booking surface for this flow, not Zoho Bookings and not GolfManager directly — GolfManager only sees a booking after payment succeeds.

   See itZoho Checkout order in Zoho Checkout admin; matching Zoho Books invoice (SFA/xxxx/xxxxx, sales_channel direct_sales, reference blank until the GM booking is created)
2. T+~1sOrder created
   Zoho Flow

   Zoho's native "Zoho Checkout - Zoho CRM" flow creates the Contact + a Pending Evaluation_Booking

   From code

   This is a built-in (no custom function) Zoho Flow — upserts the Contact and creates an Evaluation_Booking record with Status=Pending, the chosen resource/coach, Start/End time and Price, moments before or during the payment step. Because it uses only native connector actions we can't read its source, only its effect.

   • Pre-session intake invite fires here tooUnverifiedT+~1s

     The workflow rule evaluationbookingconfirm fires on this Evaluation_Booking CREATE and sends the pre-session intake invite email — see the Emails section for delivery status.

   See itEvaluation_Booking record Created_Time vs. the linked Contact's Created_Time (near-identical in every example checked)
3. T+~1-2minPayment confirmed
   Zoho Flow

   Checkout payment success creates the real GolfManager booking, credit and Cliq alert

   Verified live

   Flow Zoho Checkout to ZCRM/GM - GolfSwing Evaluation (Intro to Golf uses ZCheckout to ZCRM/GM - Intro to Golf) calls function ZCRM_UpdatePaymentStatus_GMBookingCreation (CRM_UpdatePayStatus_GMBookingCreation for Intro to Golf — a near-duplicate, same logic, different hardcoded product string). It finds the Contact by email, finds their Pending Evaluation_Booking, sets Status=Confirmed, finds-or-creates the customer in GolfManager, POSTs the real appointment to /api/model/booking using the resource/time/price already on the CRM record, then recharges a GM voucher for the eval and pays it via /api/billing/paySales so GolfManager shows it fully settled. It also reads the paid Books invoice's line items and creates matching Credits records in CRM for any package top-ups on the same order, then posts a "New Booking" alert to Cliq.

   • Payment-failure branchFrom codeon payment failure

     If the Checkout payment itself fails, flow PaymentFailed - GolfSwing Evaluation / PaymentFailed - Intro to Golf calls Zcliq_PaymentFailed_Golf_Swing_Evaluation / ZcliqMsg_PaymentFailed_intro_to_golf_, which post a "Payment Failed" Cliq alert to the team channel.

   See itGolfManager booking screen (search by customer); Zoho Books invoice status=paid; Contact's Credits related list; Cliq #New Bookings channel
4. T+~1-3minGM booking syncs back
   Zoho CRM

   The new GolfManager booking mirrors into CRM's Bookings module, which links back to the same Evaluation_Booking

   Verified live

   A separate GM->CRM sync flow (not custom-function based, not traced in this pass) writes a record into CRM's generic Bookings module. Its CREATE, where Resource_Name/Booking_Details contains "Evaluation", fires workflow rule sfaevalspinelink, which runs function sfaEvalSpineLink. It matches back to the same Evaluation_Booking (by GM booking id, or by same player + same calendar day if not yet stamped), stamps GM_Booking_Id and Source=GolfManager onto it, finds-or-creates a Sales Pipeline Deal at stage "Evaluation/Intro Booked & Paid", and carries forward any earlier self-reported Player_Roadmap answers onto the booking. If no invite has been sent yet on this or a duplicate record for the same player/day, it also sends the pre-session intake email itself as a second path to the same result.

   See itEvaluation_Booking's GM_Booking_Id field; linked Deal in Sales Pipeline at "Evaluation/Intro Booked & Paid"
5. T+ (same create/edit)Coach owner stamped
   Zoho CRM

   Evaluation_Booking Owner is set to the matching coach

   Verified live

   Rule coachevaluationsweep fires on every Evaluation_Booking create/edit and function sfaEvalCoachOwnerStamp1 matches the booking's resource string against 6 named coaches to set record Owner.

   See itEvaluation_Booking record Owner field
6. T+ (same create)Ad attribution (conditional)
   Zoho Flow

   Meta ad conversion logged, if this booking came from a Meta ad

   From code

   Flow EvaluationBookingZCRM - Meta fires on Evaluation_Booking create; if the record's UTM_Source is meta_ads, function EvaluationBookingZCRM_Meta sends a hashed-email/phone "schedule" event (value AED 99) to the Meta Conversions API.

   See itMeta Events Manager, pixel 4473134646297796, event_source_url swingfitacademies.com/booking
7. variant, no payment stepReferral variant (pointer)
   Zoho CRM

   A referred (comp'd) evaluation skips Checkout entirely

   Verified live

   When Status=Referral, rule ReferralEvaluationBooking calls function ReferralEvaluationBooking and creates the GolfManager booking directly — no Zoho Checkout charge, no Books invoice, no Credits record. This is the designed path for a comp'd evaluation via an existing member.

   See itEvaluation_Booking Status=Referral, no linked Books invoice
8. daily 10:00 (day before)Coach briefing
   Zoho Cliq

   Coach gets a pre-session briefing the day before

   Verified live

   Rule Coach Pre-Session Briefing Sweep fires once, the day before Start_Date_and_Time at 10:00, calling function sfaevalbriefingsendtest (its internal name includes "test" though it is the live production version). It posts a "BEFORE YOU WALK IN" message to the assigned coach's Cliq DM with the player's intake answers (if completed) and a link to the Game Plan Builder tool.

   See itCoach's own Cliq DM the morning before the session
9. periodic (~hourly), gated by hours-to-sessionIntake backstop
   Zoho CRM

   A scheduled sweep catches bookings still missing their intake answers

   Verified live

   Scheduled function sfaEvalIntakeBackstop scans open-intake Evaluation_Booking records; well before the session it sends a catch-up copy of the intake invite, and closer to the session a shorter "Still time" nudge, to whichever bookings haven't completed intake yet.

   See itEvaluation_Booking's Intake_Nudge_Sent field; contact's Emails related list
10. T+0 after End_Date_and_TimeAfter the eval (pointer only)
    Zoho Cliq

    Coach gets prompted for the outcome/debrief

    Verified live

    Rule Coach Post-Session Debrief Send fires at the booking's End_Date_and_Time and calls sfaEvalDebriefSend, sending the coach a prefilled debrief-form link via Cliq DM. What happens with that form (outcome logging, conversion) is out of scope for this page.

    See itCoach's Cliq DM after session end

Emails and messages

Where to check

How to switch it off

Good to know

All flows › Sales pipeline

How a prospect moves through the sales pipeline (Deals)

Deals track a prospect from a booked evaluation through needs analysis, roadmap and follow-up to Closed Won, gated by a blueprint and cross-checked against billing.

Starts when

A Bookings record is created in CRM for a resource whose name contains "Evaluation" (fed from a GolfManager tee-sheet booking).

Covers

Covers the Deals module's Sales Pipeline: how a Deal gets created off an Evaluation booking, how it is kept in sync with the evaluation and roadmap steps, the blueprint that gates its stages, the daily follow-up nudge, and the billing check that runs on Closed Won. Does not cover the evaluation-booking or roadmap-capture flows themselves in full (see their own pages), sales-team routines (owner call-log tasks, notes, Dubai qualify/un-qualify), or coach calendars.

Systems

Zoho CRM, GolfManager, Zoho Books

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Eval booking created
   GolfManager

   A customer books a swing evaluation

   From code

   The booking is made on the GolfManager tee sheet and lands in CRM as a Bookings record whose Resource_Name names an Evaluation resource (e.g. a named coach's evaluation slot).

   See itCRM > Bookings, filter Resource_Name contains "Evaluation"
2. T+0Spine link fires
   Zoho CRM

   The booking triggers the eval-to-Deal spine function

   Verified live

   The sfaevalspinelink workflow rule (create trigger on Bookings, criteria: Resource_Name contains "Evaluation") runs the sfaEvalSpineLink function. It finds or creates the matching Evaluation_Booking record for this booking (by GolfManager booking id, or by same Player + same day).

   • Real exampleVerified liveT+0

     A booking from the week of 19-22 Sep 2026 resolved to its own Evaluation_Booking and a linked Deal, created seconds after the booking record itself.

   See itEvaluation_Booking module, GM_Booking_Id field
3. T+0 (same run)Deal found or created
   Zoho CRM

   sfaEvalSpineLink finds or creates the Deal

   Verified live

   Still inside sfaEvalSpineLink, the function looks at the Contact's existing Deals for one already sitting in the "Sales Pipeline" pipeline that isn't Closed Won or Closed Lost. If it finds one, it links this Evaluation_Booking to it and sets Stage back to "Evaluation/Intro Booked & Paid". If it finds none, it creates a new Deal named "<Contact> - Evaluation", Pipeline "Sales Pipeline", Stage "Evaluation/Intro Booked & Paid", Deal_Type "Prospect", Closing_Date 45 days out.

   • Real exampleVerified live

     128 Deals currently sit in the Sales Pipeline, all created this way; the most recent (created 22 Sep 2026, Pipeline Sales Pipeline, Stage Evaluation/Intro Booked & Paid) matches a booking from the same day.

   See itDeals module, filter Contact_Name = the player and Pipeline = Sales Pipeline
4. T+0 (Deal create trigger)Default owner set
   Zoho CRM

   A new Deal gets a default owner

   Verified live

   "Auto-assign Owner to Member Success @ SFA" (create trigger on Deals, native field-update action, no custom function) sets Owner to the shared "Member Success @ SFA" account on every new Deal. A real staff member is meant to pick the Deal up and reassign Owner to themselves.

   See itDeal record, Owner field
5. on Owner changeOwner reassigned
   Zoho CRM

   Reassigning Owner mirrors onto Sales_Person or Coaching

   Unverified

   "Deal Owner Sync - Sales_Person/Coaching" (field_update on Owner, any value, repeat on, scoped to Pipeline = Sales Pipeline) runs sfaDealOwnerSync. If the new Owner's email matches a Coaches record it writes that record into Coaching; if it matches a Sales_Staff record it writes them into Sales_Person. The shared Member Success owner, or any owner matching neither list, is left as-is.

   See itDeal record, Coaching / Sales_Person fields
6. on Intake_completed = trueNeeds analysis synced (G1)
   Zoho CRM

   Needs-analysis completion syncs onto the Deal

   Unverified

   "G1 - Needs Analysis Complete Sync to Deal" (field_update on Evaluation_Booking, criteria Intake_completed = true) runs sfaSyncNeedsAnalysisToDeal. It looks up the Deal linked to that Evaluation_Booking and, only if the Deal is in Sales Pipeline and not already "Completed", sets Needs_Analysis_Status to "Completed".

   See itDeal record, Needs_Analysis_Status field
7. on Player_Roadmap createRoadmap synced (G2)
   Zoho CRM

   A captured roadmap syncs onto the Deal

   Verified live

   "G2 - Roadmap Capture Sync to Deal" (create trigger on Player_Roadmap) runs sfaSyncRoadmapCaptureToDeal. It finds the Contact's Deal in Sales Pipeline and, if Roadmap_Captured isn't already true, sets it to true.

   • Real exampleVerified live

     Several Deals created 19-22 Sep 2026 already show Roadmap_Captured = true, matching a Player Roadmap record captured for that same contact the same day.

   See itDeal record, Roadmap_Captured field
8. always (stage-transition check)Blueprint gates the stage
   Zoho CRM

   The Sales Pipeline Gating blueprint controls how far a Deal can move

   Unverified

   An active blueprint on Deals.Stage, built 30 August 2026, requires Needs_Analysis_Status to be Completed before a Deal can move past "Needs Analysis Sent", and requires Roadmap_Captured to be true before a Deal can be marked "Closed Won". It runs whenever a staff member tries to change the Stage of a Sales Pipeline Deal.

   See itOpen a Deal in the pipeline Kanban view and try to move it to the next stage; the blueprint's transition checklist shows what's still required
9. manual, staffDeal moved to FollowUp
   Zoho CRM

   A worked Deal can be moved into the follow-up track

   Unverified

   Once needs analysis and later stages have been worked, a staff member sets the Deal's Stage to "FollowUp" by hand to hand it to the automated nudge sequence below.

   See itDeal record, Stage field
10. daily 09:30 Asia/DubaiFollow-up nudge sweep
    Zoho CRM

    A daily sweep nudges Deals sitting at FollowUp

    Unverified

    The sfaFollowUpSweep_Daily schedule runs sfaFollowUpSweep daily. For every Deal at Stage = "FollowUp" it checks the linked Contact's Lifecycle_Status / RE_P_Stage, then steps FollowUp_Stage forward (0 to 1 immediately, then 2 and 3 each after 7+ days) and sends the matching templated email: a first re-engage note, then a Studio City- or DIFC-specific note naming that location's coach. It stamps FollowUp_Stage, FollowUp_Stage_Changed and Last_FollowUp_Sent on the Deal each time.

    See itDeal record, FollowUp_Stage / Last_FollowUp_Sent fields; Contact's Emails related list for the sent copy
11. on Stage = Closed WonWon billing verified
    Zoho CRM

    Marking a Deal Closed Won triggers a billing cross-check

    Unverified

    "Verify Won Billing" (field_update on Stage = "Closed Won", scoped to Sales Pipeline) runs sfaVerifyWonBilling. It looks for a live Membership on the Deal's Contact; if there isn't one, it checks Zoho Books (Studio City org) for a paid invoice under that contact's email. It then stamps Billing_Verification ("Verified" or "Unverified - Needs Review"), Books_Verification, an Amount, and, for a PAYG sale, an Internal_Comment listing the invoice's line items.

    See itDeal record, Billing_Verification / Books_Verification / Amount fields
12. on Membership create, within 30 days of a matching evalConversion stamped (parallel path)
    Zoho CRM

    A separate stamp records that an evaluation converted

    Unverified

    "Converted Evaluation Stamp" (create trigger on Memberships) runs sfaConvertedEvalOnMembership. When a new Membership follows a qualifying evaluation Booking (by keyword match) within 30 days, and that booking already has a Lesson_Report, it stamps that Lesson_Report's Session_Category as "Converted Evaluation". This writes to the Lesson_Report, not to the Deal, so it runs alongside the Deal steps above rather than through them.

    See itLesson_Reports module, Session_Category field
13. on Contact create/edit with GS_Marketing_Campaign = "10 Day Trial"10-Day-Trial Deal (legacy path)
    Zoho CRM

    A separate Deal path exists for the 10-Day-Trial campaign

    Unverified

    "Create Deal for 10 Days Trial" (create/edit trigger on Contacts, criteria GS_Marketing_Campaign = "10 Day Trial") is designed to create a Deal at Stage "Day 1" under a separate SFA 2.0 layout, owned by a fixed user rather than the Sales Pipeline default. A companion function is designed to step the Deal from Day 1 through Day 10 and then to "10 for 10 Expired LOST" after 24 hours in each stage.

    See itDeals module, Stage = Day 1 through Day 10, or 10 for 10 Expired LOST

Emails and messages

Where to check

How to switch it off

Good to know

All flows › Referral

When a member refers a friend

A member's referral link comps the friend's evaluation in GolfManager, and the referrer earns a credit once the friend makes their first purchase.

Starts when

A member shares their personal Referral Factory link (refer.swingfitacademies.com, campaign 49133); the friend clicks it and is booked in for a free evaluation, which lands in CRM as an Evaluation_Booking with Status = Referral.

Covers

Covers capture of a Referral Factory referral through the friend's comped evaluation booking, the friend's first real purchase, and the referrer's GolfManager credit reward, plus the confirmation emails on both sides. Does not cover Referral Factory campaign/dashboard configuration itself or general lead-nurture emails unrelated to the referral tag.

Systems

Zoho CRM, Zoho Flow, GolfManager, Zoho Billing, Zoho Books, Zoho POS, Zoho Commerce, Referral Factory

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0friend books via referral link
   Website

   Friend clicks the referral link and books a free evaluation

   Verified live

   Referral Factory's tracked link (campaign 49133, refer.swingfitacademies.com) carries the referrer's identity through to the booking. The friend's resulting Contact record ends up with RF_Referrer_Email and RF_Referrer_First_Name populated, and their evaluation is booked with Status = Referral on the Evaluation_Booking record.

   See itCRM: open the friend's Contact, check the RF_Referrer_Email / RF_Referrer_First_Name fields under the referral section.
2. T+0 to T+2sReferralEvaluationBooking fires
   Zoho CRM

   CRM comps the friend's evaluation in GolfManager

   Verified live

   Workflow rule ReferralEvaluationBooking (Evaluation_Booking, create/edit, active) fires whenever Status = Referral and runs the Deluge function of the same name.

   • Find or create the friend in GolfManagerVerified liveT+0

     Searches GM customer by the friend's email; creates a new GM customer if none exists.

   • Create the comped booking in GolfManagerVerified liveT+0

     Posts a GM booking for the evaluation slot at the resource/coach chosen, price shown as the normal eval price (e.g. 99) but paid from credit, not cash.

   • Recharge a free-eval credit onto the friend's GM accountVerified liveT+0

     Posts to GM vouchers/recharge for voucherType 264 ("Golf Swing - Evaluation"), amount 1, 60-day expiry — this is what zeroes out the booking's price at checkout.

   • Mirror the credit in CRMVerified liveT+0

     Creates a Credits record (Name: "Golf Swing - Evaluation", Balance 1) on the friend's CRM Contact for internal visibility.

   See itCRM Setup > Automation > Workflow Rules > Evaluation_Booking module > ReferralEvaluationBooking — Last Executed timestamp.
3. day of visitfriend attends + may buy
   GolfManager

   Friend attends the comped evaluation

   Unverified

   The friend's eval is delivered as a normal booking. If they then buy a first package or membership, that sale creates a Zoho Books invoice either through Zoho Billing (a subscription) or through POS/Zoho Commerce (a one-off sale) — which path depends only on what they bought.

   See itZoho Books: search the friend's email in Invoices (org 866469739 Studio City or 872210045 DIFC).
4. T+seconds after invoicereferrer credit flow
   Zoho Flow

   First purchase pays out the referrer's credit

   From code

   One of two live webhook flows picks up the friend's first invoice: ZBilling - ReferralFactory for a Zoho Billing (subscription) invoice, calling function GM_UpdateReferrerCredits; or POS/Commerce - CRM/Referralfactory for a POS/Commerce (one-off) invoice, calling function UpdateReferrerCreditsInGolfManageer. Both functions run the same logic end to end.

   • Confirm this is the friend's first purchaseFrom codeT+0

     Re-queries Books invoices for that customer_id; if more than one invoice already exists, the function stops — repeat purchases never re-trigger the referral payout.

   • Match/convert the friend in CRMFrom codeT+0

     Searches CRM Leads and Contacts by the friend's email; if both exist, converts the Lead into the existing Contact.

   • Read the referrer off the friend's ContactFrom codeT+0

     Pulls RF_Referrer_Email and RF_Referrer_First_Name from the friend's Contact record.

   • Recharge the referrer's GolfManager creditVerified liveT+0

     Finds the referrer as a GM customer by email (creating one if missing) and recharges voucherType 245, amount 1, 60-day expiry, price 0.

   • Qualify the friend in Referral FactoryFrom codeT+0

     PUTs to the Referral Factory qualification API (campaign_id 49133, qualified: true) for the friend's email.

   • Mirror the referrer's credit in CRMFrom codeT+0

     Ensures a CRM Contact exists for the referrer (creating a "Prospect" Contact if none is found), then creates a Credits record on it matching the top-up item the friend's purchase earned.

   See itZoho Flow > folder "Zoho - Referral Factory" > either flow > run history (transaction_count).
5. next visitreferrer redeems
   GolfManager

   Referrer spends their earned credit

   Unverified

   The recharged GM voucher sits on the referrer's account and is applied automatically the next time they book something it covers. No further automation runs.

   See itGolfManager: referrer's customer record > Vouchers tab.

Emails and messages

Where to check

How to switch it off

Good to know

All flows › Online store

When someone buys a pack on the online store

The store takes payment, emails the customer, and within minutes the credits land in GolfManager and CRM.

Starts when

A customer checks out and pays on the online store (Zoho Commerce).

Covers

PAYG lesson packs, practice packs and single sessions bought through Zoho Commerce (Studio City only). Desk sales in POS share most of this chain and have their own flow.

Systems

Zoho Commerce, Zoho Books, Zoho Flow, GolfManager, Zoho CRM, Zoho Cliq

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0checkout
   Zoho Commerce

   Customer pays on the online store

   Verified live

   Commerce creates a sales order (for example SO-00468). Commerce is only switched on for the Studio City Books organization; DIFC sells through POS.

   See itCommerce › Orders
2. T+0seconds
   Zoho Commerce

   Customer gets two emails from the store

   Verified live

   "Order Confirmed" and "Order Summary" are Commerce's own templates, sent from info@swingfitacademies.com. Rewritten on 22 Sep with our branding and a "Book your next session" button. Max confirmed on 23 Sep that both are going out.

   See itCommerce › Orders › open the order. Templates: Settings › Customization › Email Notifications.
3. T+0seconds
   Zoho Books

   An invoice is created in Books

   Verified live

   The invoice gets a normal SFA/2026/… number, carries the sales order number as its reference, and has sales channel zstore. Books does not email this invoice; the store emails are the receipt.

   See itBooks (SwingFIT Academies FZ LLC) › Invoices. Reference starts with SO-.
4. T+0seconds
   Zoho Flow

   Books tells Zoho Flow, and four flows start

   Unverified

   Each flow receives the invoice number and organization, looks the invoice up in Books, and does one job. All four sit in the Flow folder "Zoho POS/Commerce Flows" and were built by BiJoy.

   • Loads the credits into GolfManagerVerified liveT+12s

     Flow Zoho POS/Commerce - GOLF MANAGER runs UpdateCreditinGolfManager. It finds the customer in GolfManager by email (or creates them), adds a voucher with the right number of sessions and an expiry date, and marks the GolfManager sale as paid. Beginner lesson packs also get a matching practice-session voucher at AED 0.

   • Creates the Credits record in CRMVerified liveT+3m

     Flow ZOHOPOS/COMMERCE_ZOHOCRM runs UpdateCreditsInCRM_FromPOS. It finds the CRM contact by email (or creates one) and adds one Credits record per pack: name, sessions, price, expiry.

   • Marks the contact as a ClientVerified live

     Flow Update Lifecycle Status_Client runs UpdateLifecycleStatus_Client. It sets Lifecycle Status to Client unless the person is already a Member.

   • Tells the team in CliqFrom code

     Flow SalePOS/Commerce Cliq Notification posts service, price, customer and salesperson to #paygsales when the price is above AED 250.

   See itZoho Flow › folder "Zoho POS/Commerce Flows" › flow › History
5. T+3mafter credits
   Zoho CRM

   CRM adds up the balances on the contact

   Verified live

   Rule GM Sync - Credits to Contact EngineA (Credits module) runs syncContactCredits. It totals each credit type onto the contact, for example Regular_Coaching_Credit_Balance and Practice_Credit_Balance.

   See itCRM › contact › credit balance fields
6. T+3mafter credits
   Zoho CRM

   First-time PAYG buyers get the welcome email

   Unverified

   Rule sfaPaygonWelcome runs the function of the same name. It sends the PAYG welcome ("Your golf lessons are ready.") from info@swingfitacademies.com to contacts who are a Client and have never had it, then marks them Paygon_Stage = 1. Members buying extra packs are skipped on purpose. The follow-up emails are in the PAYG nurture flow.

   See itCRM › contact › Emails tab

Emails and messages

Where to check

How to switch it off

Good to know

All flows › Desk sale (POS)

When the desk sells something in Zoho POS (incl. practice passes)

A POS sale at the desk tops up GolfManager credits or a membership, mirrors matching credits into CRM, and can alert staff on Cliq.

Starts when

A staff member at the front desk closes a sale in Zoho POS (Studio City or DIFC), creating a paid invoice in Zoho Books with sales_channel = "zpos".

Covers

Covers a walk-in sale rung up in Zoho POS at Studio City or DIFC — a coaching package/top-up or a Practice Pass — from the POS invoice landing in Books through to GolfManager credits/memberships, CRM Credits/lifecycle, and staff Cliq alerts. Does not cover online Commerce checkout (same back-end functions, different front door) or Zoho Billing subscription sales (a separate flow that is the ONLY path that populates the CRM Practice_Passes module).

Systems

Zoho POS, Zoho Books, Zoho Flow, GolfManager, Zoho CRM, Cliq

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Sale closed at desk
   Zoho POS

   POS invoice lands in Zoho Books

   Verified live

   The desk rings up the sale on the till app; Zoho POS writes a paid invoice straight into Zoho Books with sales_channel:"zpos". Studio City invoice numbers run SCI### (e.g. SCI284-SCI288); DIFC's run DIFC0### for POS specifically (plain INV-000### numbers at DIFC are non-POS "direct_sales"). The invoice carries the buyer's email/phone (if the desk captured them), the salesperson, and line items.

   See itZoho Books > Sales > Invoices, filter Sales Channel = POS.
2. T+secondsWebhooks fire
   Zoho Flow

   The same Flow folder used by online Commerce fires for POS

   From code

   Creating the invoice fires webhooks into the "Zoho POS/Commerce Flows" folder — the identical folder and functions the online store uses. Four flows apply to every POS sale: Zoho POS/Commerce - GOLF MANAGER -> UpdateCreditinGolfManager, ZOHOPOS/COMMERCE_ZOHOCRM -> UpdateCreditsInCRM_FromPOS, SalePOS/Commerce Cliq Notification -> SalePOS_Cliq_Notification, and Update Lifecycle Status_Client -> UpdateLifecycleStatus_Client. A fifth, PracticePass/POS - GolfManager- -> PracticePassPOSUpdateExpiryDate_GM_MembershipID, only matters when a line item is one of the 4 Practice Pass SKUs.

   • Referral credit (if buyer was referred)From codeT+seconds

     POS/Commerce - CRM/Referralfactory also fires and can award a referrer credit in GolfManager via UpdateReferrerCreditsInGolfManageer; not verified live in this trace.

   See itZoho Flow > Zoho POS/Commerce Flows folder; each flow's run history.
3. T+13sGolfManager credit/voucher
   GolfManager

   Buyer is matched (or created) in GolfManager and a voucher is recharged

   Verified live

   UpdateCreditinGolfManager re-fetches the invoice from Books, matches the GolfManager customer by the invoice's email (creating one if no match), then recharges a voucher per line item sized off that item's cf_top_up_credits/cf_golf_manager_type_id custom fields. Verified live: an invoice for one "4 x 60 min Beginner Golf Lesson" package (AED1997) produced a matching GolfManager voucher sale 13 seconds later, correctly invoiced.

   See itGolfManager customer record > Vouchers/Sales tab.
4. T+3minCRM Credits
   Zoho CRM

   CRM Contact is matched (or created) and a Credits record is added

   Verified live

   UpdateCreditsInCRM_FromPOS searches Contacts by the invoice email; if none matches it creates a new Contact from the invoice's name/email/phone. It then writes one Credits record per line item (Name, Balance, Expiry_Date, Price_per_Credit, linked to the Player).

   See itContact record > Credits related list.
5. T+3minLifecycle stamp
   Zoho CRM

   Contact's Lifecycle_Status is stamped "Client"

   Verified live

   UpdateLifecycleStatus_Client looks up the Books customer's contact person, finds the matching CRM Contact by email, and sets Lifecycle_Status to "Client" unless it is already "Member" (Members are left alone).

   See itContact record > Lifecycle_Status field.
6. T+secondsStaff Cliq alert
   Cliq

   A staff alert posts to #paygsales for big-ticket sales

   From code

   SalePOS_Cliq_Notification re-fetches the invoice and, if the line item's rate is over AED 250, posts a message to the #paygsales Cliq channel naming the service, rate, customer, salesperson and location (Studio City/DIFC). AED 250-or-under sales are skipped on purpose.

   See itCliq > #paygsales channel.
7. T+13sPractice Pass only: GolfManager membership
   GolfManager

   A Practice Pass line item creates a GolfManager membership and tags the invoice

   Verified live

   When a line item is "Practice Pass 15/30 Days 60/90 Minutes", PracticePassPOSUpdateExpiryDate_GM_MembershipID re-reads the invoice from the POS/Zakya API, matches or creates the GolfManager customer by the invoice's email, creates a subscriptionCustomer membership of the matching type, then writes cf_golfmanager_membership_id and cf_practice_pass_expiry_date back onto the POS invoice in Books.

   See itPOS invoice > custom fields (GolfManager Membership ID, Practice Pass Expiry Date); GolfManager customer > Memberships tab.
8. at expiryPractice Pass expiry
   GolfManager

   Pass goes inactive on its own at the end date

   Verified live

   GolfManager deactivates the membership itself once its end date passes (active flips to 0). A separate function, POS_Practice_Pass_Expiry_Scheduler, is designed to remove the membership at expiry, but is not currently in use.

   See itGolfManager > customer > Memberships > Active column.

Emails and messages

Where to check

How to switch it off

Good to know

All flows › Membership signup

When someone signs up for a monthly membership

A new or returning member's monthly subscription activates GolfManager membership, CRM records, lesson credit, and a welcome email sequence.

Starts when

A monthly membership subscription goes live in Zoho Billing (Studio City or DIFC) after the customer pays online. There are two ways in: a staff member sends the customer a Billing payment link, or the customer finds the membership online and pays there. Memberships are not keyed in by staff at the desk.

Covers

Covers a prospect starting a recurring monthly membership subscription in Zoho Billing (Studio City org 866469739 or DIFC org 872210045) through to: GolfManager membership + first-month lesson credit, the CRM Memberships record, Contact Lifecycle_Status, the Books invoice, the F5/F5b onboarding email sequence, Billing's own subscription/invoice emails, the Zoho Creator commission-tracking mirror, the referral-factory credit, and the Deals-side 'Verify Won Billing' check. Does NOT cover: annual memberships, Practice Passes (separate branch of the same webhook), pause/resume/cancel, or PAYG single-session purchases.

Systems

Zoho Billing, Zoho Flow, Zoho CRM, GolfManager, Zoho Books, Meta Conversions API, Referral Factory

Journey map

Numbers match the steps below. On a phone, scroll the map sideways.

Step by step

1. T+0Customer pays online
   Zoho Billing

   The customer pays online, which starts the subscription in Zoho Billing

   Verified live

   Every membership is paid online. Either a staff member sends the customer a Zoho Billing payment link for the chosen plan (e.g. SFMM2 Membership PGA X2, SFPM997 Practice & Play Membership), or the customer finds the membership online and pays there. Once payment goes through, the subscription is Live. The salesperson_name on the subscription decides who owns the member in CRM later on.

   See itZoho Billing → Subscriptions → search by customer email. Status should be Live.
2. Same day (usually within the hour)Member tag added in GolfManager
   GolfManager

   The member tag is added in GolfManager

   Verified live

   Billing's activation webhook runs the New_Resume_ReactivateMembershipZGOLF flow, which calls New_Resume_Reactivate_SubToGM. It finds the customer in GolfManager (or creates them) and adds the member tag: a GolfManager membership of the type set on the Billing plan (for example "SwingFIT - Membership x2"), starting on the subscription start date. This is what lets the member do what members do: without the tag, GolfManager treats them as a non-member for booking and member rates. The GolfManager membership ID is written back to the Billing subscription (cf_golfmanager_membership_id). Practice Pass plans and non-membership items are skipped on purpose.

   See itGolfManager back office → Customers → the member → Memberships. Look for an active membership of the matching type (the member tag), starting on the subscription start date, created by "Swingfit CRM Api".
3. T+0 to T+1minReal-time CRM push
   Zoho Flow

   The same webhook is meant to create the CRM Memberships record straight away

   Unverified

   SubscriptionActivated_to_CRM is designed to re-fetch the subscription from Billing, look up the CRM Contact by email, route Practice Pass plan codes to the Practice_Passes module, and create/update everything else in the Memberships module (Subscription_ID, Plan, Billing_Cycle, Amount, Start_Date, Next_Billing_Date, Member_Since, Owner mapped from salesperson, Billing_Org_ID). In practice the record lands through the nightly sync further down.

   See itn/a — internal webhook, no UI surface.
4. T+0 to T+1minInvoice-triggered credit + tracking pushes
   Zoho Flow

   The Books invoice for the sale fires two more automations

   From code

   The same sale creates a Zoho Books invoice, which triggers: (1) GMINVOICE_CRM_CREDIT flow → UpdateMembershipCredits_CRM_SubscriptionInv — recharges the member's own first-month GolfManager lesson-credit voucher and logs a matching Credits record in CRM; (2) ZBilling - ReferralFactory flow → GM_UpdateReferrerCredits — on a customer's *first* purchase only, converts any matching Lead into the existing Contact and, if the Contact carries a referrer, recharges the referrer's GM credit and qualifies them in Referral Factory.

   See itGolfManager → Customers → [name] → Vouchers/Credits tab; CRM → Credits related list on the Contact.
5. T+0 to T+1minMeta attribution ping
   Zoho Flow

   Purchase event sent to Meta, if the lead came from a Meta ad

   From code

   ZSubscription - Meta (Zsubscription_to_meta) checks the Contact's Lead_Source; only if it equals Meta_Ads does it hash the customer's email/phone and POST a purchase event to Meta's Conversions API with the plan value, for ad-attribution reporting. All other lead sources are intentionally skipped.

   See itMeta Events Manager → test events / recent activity, filtered by pixel 4473134646297796.
6. daily 02:00 Asia/DubaiNightly safety-net sync
   Zoho CRM

   Billing Memberships Daily Sync schedule creates/updates the Memberships record

   Verified live

   Every night, the scheduled function swingfit_sync_memberships re-pulls each org's active/updated Billing subscriptions and creates or updates the CRM Memberships module record, using the same field set as the initial push. This is the step that reliably lands the record — typically the calendar day after the subscription's Start_Date.

   See itCRM → Setup → Automation → Schedules → 'Billing Memberships Daily Sync' → last run time/status.
7. T+0 to T+few hrs after the Memberships record existsOnboarding route decided, welcome email queued
   Zoho CRM

   Gate function tags the record, then the matching E0 welcome email fires

   Unverified

   F5_F5b_New_Member_Gate runs first on the Memberships record and sets Onboarding_Route to one of 8 values (New vs Rejoin × Coaching vs Practice × Monthly vs Annual), based on how many prior Memberships the Player has and the plan name. A field-update workflow rule matching that exact route (e.g. Onboarding E0 - F5 New Coaching Monthly) then instant-sends the matching E0 welcome email.

   • Day 3 / 7 / 14 / 30 follow-upsVerified live

     Four more workflow rules on the same route (E1–E4) fire as scheduled actions at Day 3, 7, 14 and 30 after the Memberships record's creation — not after the real signup date, since that's what the record's creation time is measured from.

   See itCRM → Memberships record → Onboarding_Route field; Contact → Emails related list.
8. daily 05:00 Asia/DubaiLifecycle status promoted to Member
   Zoho CRM

   LifecycleStatusSweep promotes the Contact to a Member tier

   Verified live

   sfaLifecycleStatusSweep scans Contacts against their Memberships records and sets Lifecycle_Status to a member tier (e.g. Member) once a live Membership exists, roughly an hour after the nightly Memberships sync so the record is guaranteed to exist first.

   See itCRM → Contact → Lifecycle_Status field.
9. manual, whenever staff move the linked DealDeals-side sale verification (only if the Deal is worked)
   Zoho CRM

   'Verify Won Billing' stamps the Deal as verified against Billing/Books — only fires if a Deal exists and is moved to Closed Won

   From code

   If the prospect's journey included a Deal in the Sales Pipeline and a rep manually moves its Stage to 'Closed Won', the active workflow rule Verify Won Billing runs sfaVerifyWonBilling: it checks the Player's Memberships for a live one (or falls back to a paid Books invoice), tags Billing_Verification/Books_Verification, and back-fills Amount from a hardcoded plan-price table. This rule only fires when a rep manually advances the Deal to Closed Won.

   See itCRM → Deals → the Deal → Billing_Verification / Books_Verification fields.

Emails and messages