Every situation is different as there is not a template for coaches to follow. My time, and the potential athletes time is too valuable to waste so here is what I always did:
Athletes knew exactly what their scholarship amount was before visiting.
Then, the athlete had to answer YES to these 3 questions:
1. Are you able to afford the college based on the scholarship I am offering you?
2. Do we have the major you are interested in?
3. Are you willing to go to college in ______ state (65% of my athletes were from out of state)
My last 4 years I had 27 athletes visit, 24 signed with us. I vetted them big time before they visited. No tire kickers ..... my time was too valuable wasting a weekend on a athlete who wanted a free weekend getaway / like I said earlier though, coaches do it successfully many different ways