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Automation - How it works?

Updated

Introduction

In this article, you will find information on how Automation works in the PGM system. You will find here a detailed description of the most important options and fields that you can select during the Automation rules configuration. 

Mind, it is not practical instruction, but the feature description. Use this article as an explanation of the possibilities you have when configuring your automation rules.

  • This article will help you understand the meaning of the fields you have to fill in during the Automation configuration. You will be able to define your communication with club members to be able to respond promptly whenever the need arises. 
  • This article will be helpful to PG Champion, Club Manager, Marketing Manager and Club Owner. 

Before you start

Provide your Perfect Gym contact person with:

  • Email address – the one that should be visible as the sender in case of email notifications.
  • Sender name (max. 11 characters) in case of SMS notifications, contact Perfect Gym and ask about the pricing.
  • Customer can upload their own email notification template (static design of email: header, footer, etc.).

Feature Description and Basic Instruction

How to create an Automation rule?

1. Go to the PGM -> Automation -> Automation Rules.

Your PGM system will come with many commonly used automation rules already created. They are paused by default and need to be enabled to be used. You can also create a brand-new automation rule. 

2. Choose one of the options according to your preferences:

  • To run the existing automation and customize them, click on Edit.
  • To create a new automation, click on Add automation rule.
    • In the Add automation rule window, fill in the following information:
      • Name - enter the name of the Automation rule.
      • Action - select Notification from the predefined list. 
      • Event - select the appropriate Event according to your choice. This Event will trigger the notification sending. 

Depending on your choice in point 2 above, you will see a new pop-up window:

  • Edit automation rule - turn this option on if you want to activate the rule and follow the instruction below. 
  • Add new automation rule - follow the instruction below. 

3. Fill in the Conditions section if you want to define a particular group of recipients.

  • Match type - select between:
    • Match all - notification will be sent to those recipients who meet all the conditions set up in this section. 
    • Match any - notification will be sent to those recipients who meet at least one of the conditions set up in this section. 

4. Select the Token and limit the recipients' group according to the chosen Condition and Value. 

If you would like to send customized messages for different class types, by adding in a Token = [CLASS_NAME], Condition = Equals, Value = Name of class, you can send the message to the participants of one specified class only. 

5. Fill in the Action Details section: 

  • Channel - section lists the formats in which your automatic messages can be sent.
    • E-mail - select if you want to send an automatic notification by e-mail to your club members. 
    • SMS  - select it if you want to send an automatic notification by SMS to your club members. 

If your SMS message exceeds 1000 characters, the system will display a warning. The message will inform you that the text exceeds the allowed length and may be split into multiple messages or fail to send. To ensure successful delivery, please shorten the message.

  • Push Notification - it is only available to PGGO mobile app or White Label App. Select it if you want to send automatic Push notifications to your club members. 
  • From E-mail - select the email address you have previously confirmed with the Perfect Gym employee. 
  • Notification Recipients - decide on the recipients group you send the notification to. Depending on the Event chosen, this list can contain more than one option. 
    • Reception - Notification will be sent to the email address that is added in the clubs' section in PGM.
    • Managers - Notification will be sent to the employee who has POSITIONS called MANAGER. It means that it can't be General Manager, Area Manager or Fitness Manager
    • Users - Notification will be sent to members, to the email address in the customer’s PGM profile.
  • User Agreement - select the Agreement clause that the recipient has to agree on to be able to receive the notification. 
  • Dynamic / Static Attachments - select an attachment that you want to add to the notification. Dynamic attachments are items/documents that have been stored within PGM. Static attachments allow you to upload and attach from your PC. Click on the Upload files button and select the attachment. 
  • Send notification from / to - notification parameters within Action details can be used in conjunction with an Event. Define the exact time period you want to send the notification. Enter the hours in the following format: HH:MM - 13:45. 
  • Delay notification - select it if you want to send the notification with a certain delay. Event will be executed without a delay and notification will be added to the outgoing queue but the sending will be delayed according to your preference. (available for selected events)
    The notification is generated and delayed in a queue, therefore if there is a change during the delay period (even if that makes this notification obsolete), this will not be taken into account, and the original notification generated at the time the event was first triggered will still be sent to the club member.
  • Send notification before / after an event - select it if you want to move execution of notification from event itself. For example send execute notification 3 days after contract cancellation. This setting behave differently from Delay notification option. (available for selected events)
  • Select time unit - in case of delaying notification, select between Minutes, Hours and Days. 
  • Send notification not more often than - select it if you want to limit the frequency of sending the notification to the same recipient or group. 

6. Create the Notification Content. This is where the actual content being sent out is created and customized. Click on the Add content template button to begin.

7. Fill in the Content Template window:

  • Language - select the language of the notification. 
  • Subject - enter the notification title. This will appear as the subject if the notification is an e-mail.
  • Template - select the notification template that you have previously created. 

8. Every notification includes many different dynamic Tags that can pull data and information from PGM. Simply click on any of these Tags and they will be added to the e-mail / SMS body.

9. Click on the Submit button to save the template. Next, click on the Submit button again, to confirm.

When adding new rules, they are created "Running" by default, which means they can start working immediately. Please take that into consideration when creating a new rule, especially if it is untested and involves things like comms to client or changes to memberships. If you have any doubts you can create a rule with an extra condition included that restricts the scope of the rule, allowing you to test it in a controlled range. Then when you are happy with it, you can simply remove that additional condition and let the rule run in full.

How to check the notification history?

1. Got o the PGM -> Automation -> Notifications to check the status of the already sent notifications.

2. You can use the search functions to locate any required notifications. Click on the Details next to a notification for more options.

3. Here, you can view the message, resend it to the user, or download a copy as a PDF.

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