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How to send Notifications to members in Debt?

Updated

Introduction

This article is for clubs that use the Automation Center to send their members automatic overdue payment notifications with a call for payment. You can set up several different Automation Rules per each debt collection flow.

  • From this article, you will learn how to set up the Automation Center to notify your club members with SMS or email on an overdue payment, by use of the Contract payment reminder Automation Rule (token). 

  • This article will be helpful to PG Champion, Administrator, Finance & Accounting, Club Manager and Club Owner. 

If you want to send Notifications based on conditions other than those described below, we recommend using these Automation rules: Contract payment required and Online payment ended in errors.

Before you start

Example:

Club members in debt can get the first SMS or email notification 2 days after the due date, followed by a payment email reminder 35 days after the due date. You can set up the notification delivery dates at your convenience.

Such a mechanism could help in maintaining communication with debtors and making the debt collection more efficient. You can also check the notification history and generate a Report containing detailed information on the notifications sent to members in debt.

Read this article to get more information on this option. 

Instruction

How to send Notifications to members in Debt?

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

The following screen will appear including the list of already created Automation rules.

  • Name - the name of the automation rule.
  • Event - an event that triggers action.
  • Action - action to perform. 
  • Status - status of the rule
    • Running
    • Paused
  • Edit - enables to edit the rule.
  • Delete - deletes the automation rule.

2. Click on the Add automation rule button. 

Define the Automation rules to send SMS or email notifications.

Each automation rule governing each notification has to be set up separately. 

I.e.: if you want to send 3 notifications based on the following conditions: 

  • Automatic notification sent 2 days after the due date - SMS - this will be the Automation rule no. 1
  • Automatic notification sent 2 days after the due date - email - this will be the Automation rule no. 2
  • Automatic notification sent 35 days after the due date - email - this will be the Automation rule no. 3

Remember that in case the Notification has to be sent +30/31 days after the due date, (when it's more than one month from the due date), you need to define the following conditions:
1. The first notification is not sent for transactions from the following (second) month.
2. The new notification contains the sum of the transactions of two months.

3. Enter the Name of the rule. 

4. In the Action field, select Notification. 

5.  Select the Event that should trigger the notification sending, in this case: Contract payment reminder.

6. Follow up with the Automation rule set up steps according to your preferences.

In case of any doubts on how to configure the Automation rule, go to this article. 

7. In the Conditions field, click on the Add condition button.

8. In the Channel field, select how the notification should be sent. Depending on the Event selected, this will be SMS or email.

9. Select the following settings:

  • Notification recipients - select Users, Parents

Parents feature is available from R.92 system version onwards.

  • User agreement - (optional) select it if you want to send the notification only to members who granted their consent to receiving communication. 
  • Send notification before/after the Event (HH:MM) - select the days after the due date, i.e: accordingly to the above example: 2/2 or 35, depending on the Automation rule you are configuring. 
    • From the menu, select Days and After.

It is important to correctly enter the notification delay time in Do not send notification before/after option if you want to remind the member i.e. to pay the debt. 

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.

  • Do not send notification before (HH:MM) - enter the time from which the notification should be automatically sent. Mind the correct format: Hour: Minutes. 
  • Do not send notification after (HH:MM) - enter the time until which the notification should be automatically sent. Mind the correct format: Hour: Minutes.  

11. Enter the Content that will be sent to the member by SMS or email.

12. Click on Add template and select the Language, Subject and Template. 

13. In the Content field, enter the text of the notification.

14. Select appropriate Tags.

15. Click on the Submit button to insert the changes. 

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