Introduction
If you have already familiarized yourself with the basic features offered by Automation, described in this article, you can now configure your rules to send automatic notifications to members.
Automatic notifications allow you to maintain constant communication with members and send them SMS messages, emails or Push notifications. This way you can send welcome messages, e.g. with membership contract attachments in PDF format, information about an upcoming contract expiry date as an incentive to renew it, and other important information you want to share with your members.
This article will help you configure the system so that you can quickly and efficiently notify members and stay in constant contact with them.
Before you start
Prepare the following information:
- email address – the sender address from which email notifications will be sent,
- sender first and last name or sender name (max. 11 characters) – if you do not yet have active SMS notifications, contact the Perfect Gym Sales Team to get a quote,
- email message template (a static file with a header, footer, logotype, etc.).
Please note that Push notifications are only available if your club uses the PerfectGym Go app or White Label App mobile application.
Instructions
1. Go to the PGM -> Automation -> Automation Rules tab.
2. Select an existing automation rule or create a new one.
- You can edit existing rules by clicking the Edit button on the right side of the screen.
- All automations are initially disabled (paused). To activate them, press On next to the This rule is disabled button.
- To create a new rule, press Add Automation Rule.
3. Give your automation rule a name. From the dropdown list in the Action field, select Notification. Select the appropriate Event from the dropdown list to set the reason for sending.
Events:
- Member account was created: notifies about a new account being created by a member.
- Guest account was created: notification about a guest account being created, online or at the point of sale. The notification can be sent to the member or to staff.
- Member account was accepted: can be used as a notification to staff when a new member registers online, or used to send a welcome email after registering as a club member.
- Member was asked to confirm email.
- Password reset was requested: this notification can be sent to members who are trying to log in to the online portal for the first time and selected the "Forgot my password" option. A custom email or SMS with a password reset link can be sent.
- Day pass was created: notification can be used when signing up for a day pass.
- Member's birthday: you can send an automatic message to all members on their birthday.
- Freeze is ending: sent to members whose membership freeze is ending. Sending can be customized to a specific time before the freeze ends.
- Card was forgotten: this notification can be linked to a Kiosk in your club. If a member forgets their card, they can log in through the Kiosk, which will trigger this rule.
- Member entered the club: notification after a club visit, e.g. you can add a parameter that after 100 club visits sends the member a thank-you email or a special offer.
- Last club visit: sent to a member who has not visited the club e.g. in the last 30 days.
- Club visit statistics were generated: sends information about a report being generated.
- Contract was signed: notification for the member after signing a contract online / on a tablet (e-signature).
- Contract was paid: notification for the member after paying for a contract.
- Member's contract was extended: sent when a contract is extended.
- Member account was frozen: used to send a membership freeze notification confirming the action, the duration of the freeze, any associated costs, etc.
- Member's contract was cancelled: sent to a member who has cancelled their contract.
- Contract has ended: notification sent after a contract ends. Can be sent e.g. 7 days before the contract ends, reminding the member of the need to renew it.
- Member booked a class: email confirmation notification of a class booking.
- Member cancelled a class: confirmation of a successful class cancellation.
- Member was added to the waiting list: notification can be automatically sent to inform the member what to do next.
- Member was removed from the waiting list: sent to a member currently on the waiting list e.g. in the event of a class cancellation.
- Member was added to a class from the waiting list: sent to a member on the waiting list who can attend the class when a spot becomes available.
- Class was modified: notification to all users registered for group or individual classes. Can be used if the class duration, location, or instructor has changed.
- Class was cancelled: sends notifications to a member registered for the class, informing them of the cancellation.
- Class has started: notifies about the start of a class e.g. 5 minutes after it begins, informing the member that they will not be able to participate if they are late.
- Member was absent: sent due to absence from a class.
- Member booked a personal training: email or SMS confirmation of a booked personal training session.
- Member cancelled a personal training: email or SMS message about a PT session cancellation.
- Contract fee due: the member receives information about a payment due.
- Online payment request: sends a message with an online payment link (payment operator must be configured).
- Online payment was completed: all payments were processed successfully.
- Online payment was cancelled: online payment was not completed.
- Online payment ended with an error: automatic notification sent to the member when an online credit card payment was declined.
- Payment card has expired: sends a message about an invalid payment card.
- Staff account was created: can be used to send a notification to the employee with login credentials, etc.
- Staff password reset request: notification sent to staff accounts after a password reset is requested.
- Corporate account was created.
- Corporate password reset was requested.
- Product was used: can be used to send a notification when a member uses a product, e.g. a personal training session from a package.
- Voucher was used: confirmation notification that the member has used a voucher.
- Invoice was requested.
- Manual notification: these are notifications that a staff member can manually send to a member, created in the Automation Center and then sent via the member's profile in the Notifications section.
- Member's prepaid balance has changed: can be used when a member tops up their prepaid account or pays for products from the prepaid account.
Conditions
1. Conditions modify the behavior of automation rules. For example, when the event Member booked a class is selected, conditions can be adjusted so that the notification is sent to all members who have booked any class at the club.
2. You can modify the event to send custom messages to members registered for different types of classes. By adding the condition [CLASS_NAME] Equals (Class name) you can send a message only to members registered for a specific type of class.
Action details
1. The Channel section contains all available channels for sending notifications. Notification recipients indicates the members or staff you want to notify. More than one option can be selected in this case.
- Users: the notification will be sent to members at their email address provided in the member's profile in PGM.
- Reception: the notification will be sent to club staff at their email address provided in PGM.
- Managers: the notification will be sent to users defined in this group at their email address provided in PGM.
2. You can also add static and dynamic attachments to notifications. Dynamic attachments are files added and stored in PGM. Static attachments can be added from your computer.
3. Notification parameters within Action Details can be used in combination with events. For example, using the "Freeze ending" event, you may want to send the member a notification e.g. one week before the freeze ends, inviting them back to the club.
4. You can also configure notifications to be sent only during a set period of time. You can also delay sending.
5. Notification content is where you enter a personalized message directed to staff or members. Click Add content template to get started.
6. When adding a new notification, you must select a language and define the subject of the communication. This will appear as the email subject line. The template field is predefined and added to PGM as an email message template.
7. Each notification contains dynamic tags that can pull data and information from PGM. Simply click on any of these tags and they will be added to the email / SMS content.
8. Once sent, the automatic notification will be recorded in the list in the Automation Center in PGM. To view this list, go to: Automation -> Notifications.
9. You can use the search function to locate all notifications. Click the Details button next to a notification to get more options.
10. You can preview the message, resend it to the recipient, or download it as a PDF file.