Introduction
Automation is designed to send out notifications based on an event on the system. This article will look at when a new club member signs up and/or when a contract is created.
Before you start
- You will need to have from email configuration set up.
- It is recommended to have a configurable or custom email template set up.
- You may also find this article useful if you are sending dynamic attachments and would like to encrypt them with a password.
Instruction
To design the template, you will need to go to PGM->Automation ->Automation Rules.
Press Add automation rule to add a new manual notification.
In Name create a unique name for the automation rule which will briefly describe what the rule is about.
In Action this must be set as Notification (to describe what you want to do, send a notification).
In Event this must be set as one of the following:
- User Guest account has been created – Will send out notification when a guest account is created without any contracts.
- User account has been accepted – This will send out the notification when a new member signs up with a contract. This will send the notification after the payment source has been created.
- User account has been created – This will send out the notification when a new member or guest account is created.
- User has become member – This will send out the notification when a new member signs up with a contract. This can be set to send out a notification hours/days/months/years after signing up date. This is based on when the member was created on the system.
- User Contract has been created – Will send out notification when a contract gets created. Regardless of if the member is new or existing.
- Contract has been signed – Will send out notification when a contract is signed using client portal or POSWeb signature pad device. Note, this may require additional set up devices. Regardless of if the member is new or existing.
When this is complete, the second part of the rule reveals itself with more options.
Conditions
Conditions display what conditions need to be met before the rule can run. Leaving this blank will run every time the event happens, will having a condition in there will only run when both the event and that condition is met.
Match Type
- Match all - Will only trigger when all rules are met.
- Match any - Will trigger when at least one rule is met. If you are using Match any, ensure your condition is the same type (eg. All listed with [PAYMENT_PLAN_NAME]).
Listed below are some examples of conditions and where to look, some conditions may not be available on all rules.
- [CONTRACT_START_DATE] – Set the rule to only send where the contract start date meets this condition.
- [CONTRACT_END_DATE] – Set the rule to only send where the contract end date meets this condition.
- [PAYMENT_PLAN_NAME] – Set the rule to trigger on the payment plan name.
- [PAYMENT_PLAN_TYPE_NAME] – Set to trigger on any payment plans with this payment plan type. This is found in PGM->Sale->Payment Plans under Plan type.
-
[SOURCE] – Set to trigger the rule on where the contract or user was created. Note there are unique values in this field, only the following can be used:
- Internet – This refers to the client portal, Kiosk, or reception tablet.
- Web – This refers to PGM (PerfectGym Manager).
Action Details
Action Details describes how the notification to be sent.
- E-Mail is through the email channel, you can add in header and footer details to make this personalized.
- SMS is through mobile phone text messaging, please note this is an extra charge per SMS. If you exceed 154 characters, the SMS will be split and probably cause multiple SMS charges per 154 characters sent. Please contact Sales for more information about pricing.
- Push Notification is to send notifications through to the PerfectGym Go 2 App, please contact Sales for more information about pricing for this app.
If you are planning to send out both an SMS and an E-Mail, create these as two separate Automation Centre Rules.
From Email - Specify which email the notification is coming from. This is set up in PGM->Automation ->From Email Notification. (Channel: Email only)
From Name – Add the sender’s name to the notification. (Channel: Email only)
Notification Recipient – Will specify where the notification to be sent to, the most common options as follows:
- Users – Send to the club member email address (Email) or Phone number (SMS).
- Parents – Send to the club members parent email address (Email) or phone number (SMS), if member has no parent links, then notification will not send.
- Reception – This will send the notification to the email address listed in the club in PGM->Clubs->List of Clubs.
User Agreement – Leave blank, this is a setting which will only send to those who agreed to receive these emails, should only be used when it is a marketing opt-in, and you want the unsubscribe link in the email. Additional set up is required.
Dynamic attachments – Attaches the contract document which is generated on the system during sign up (Email only).
Static attachments – Uploading a standard document (PDF) which will automatically attach to each notification sent (Email only).
Send Notification Before/After an Event: This will allow you to send the notification before or after an event occurs, could be set in minutes, hours or days. (Note: this may only be available with selected rules).
Do not send notifications before/after (HH:MM) will allow you what timeframes the notifications will be sent in. If you send it outside of these hours, it will be held until the next times it can be sent.
Delay notification will delay the sending of the notification, this will generate the email first and hold it for that period. The time unit determines if the unit is measured in minutes, hours or days.
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 not more often then (in days) will prevent the notification being sent multiple times in the amount of days specified
Encrypt attachments will enable opening the attached documents with a password, which is either member's Personal ID or birth date. Go to this article for more information.
Notification content
Press Add content template to create the message you want to send to the club member.
Content template (For Email)
Choose the Language.
Create a Subject header. Note: Tags can be used in Subject Header.
Template (Email only) will allow you to create headers and footers for the email to send. This is created in PGM->Automation ->Email notification templates.
Content
Allows you to create the template content for your manual notification. If you want to grab information from the system to make it more personalized (like club member name) use the tabs below the footer.
Using the text editor, you can also create some additional looks to your text using bold, italic, underline, colors and other functions of the text editor tool.
Press Submit to continue.
Content Template (For SMS / Push Notification)
Like the email template above, however, you do not need to worry about template. Just remember with SMS that there is a cost per SMS charge (each SMS consisting of 154 characters, so exceeding this will split the message into multiple SMS. Spaces do count as characters)
Do not use HTML tags in SMS / Push message content as it might break a notification.
Editing content
If you need to edit existing content, open the Automation rule, scroll down to Notification Content and press the edit button as highlighted below.