Automation Rule - User contract has been created - Notifications

Introduction

This will give you the details on how the automation rule (event) 'User contract has been created' works.

Before you begin

This automation rule is designed to send notifications when a contract is created.

When does the rule trigger

This automation centre rule will trigger at the time a contract is created.

It is not designed to send a notification x days/months/years after the start date of the contract

Instruction

To design the template, you will need to go to PGM -> Automation -> Automation Rules

Press Add automation rule to add a new 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 User contract has been created.

When this is complete, additional options will appear to customise the rule to suit your needs.

Conditions

Displays what conditions need to be met before the rule can run. Leaving this area blank (i.e. no conditions) means the event will run each time a contract is created. Whereas, adding a condition means the event will only run when both the event and that condition are met.

• Match all - This requires all conditions selected to match. 
• Match any - This requires at least one condition to match.

Do not use this with "Does not equal" filters

Action details

Describes how the notification will be sent. 

• E-mail is through the email channel, you can add header and footer details to make this personalised.
• SMS is through mobile phone text messaging, please note this is an extra charge per SMS. More information can be found here.
• Push Notification is to send notifications through to the PerfectGym Go 2 App. Please contact PerfectGym if you want to enable the app; this is an additional cost.

If you are planning to send out both an SMS and an E-mail, create two separate Automation Rules

From Email – Specify which email the notification is coming from.  New email addresses can be set up in PGM->Automation ->From email configuration.  

From Name – Specify the name of the sender when channel 'E-mail' is selected.

Notification Recipients – This will send the notification to the specified recipient. This list will change depending on the channel selected.

• Users - This will send the notification to the club member the contract was created for.
• Parents - This will send the notification to the parent of the club member the contract was created for. Only available for channel 'E-mail'.
• Reception - This will send the notification to the email address set in PGM->Clubs->List of Clubs. Only available for channel 'E-mail'.

If the member does not have a value in the email or SMS where the notification is being sent, the notification will not generate

User Agreement - This field will appear if the Notification Recipient is 'Users or Parents'. This will send the notification to the club member where they have agreed to the user agreement selected.

• If this is left blank, it will send the notification regardless of what user agreements are ticked.  It is recommended to leave this blank when relating to contract notifications.
• If this has an agreement set, this notification will only send if the club member has ticked this specific agreement box during registration or when editing their profile.  This will also add information on how to unsubscribe to the email where the tag [TEMPLATE_UNSUBSCRIBE_LINK] is used.

Not recommended for use in SMS

Dynamic Attachments - Selecting this will automatically generate and attach the contract agreement to the email.

Password protection on dynamic attachment - This will put password protection on the dynamic attachment using PersonalID as a password. If the PersonalID is not set the password will be the member's Birthdate in ddmmyyyy format. 
It is recommended to add information to the automation centre notification about how to open the file.

Static Attachments – This will allow you to attach a file to this automation rule and send it with the notification.  These files cannot be modified or dynamic. Only available for channel: Email.

Send notifications From/To (HH:MM) - This will allow you to set the timeframes the notifications will be sent.  If a notification is to be sent outside of these hours, it will be held until the next time the rule can be sent. If left blank this will automatically send when the rule is triggered.

Delay Notification - This will delay the sending of the notification, this will generate the email first and hold it for that period of time.  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 in the contract 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 than (in days) - This will prevent the notification from being sent multiple times in the number of days specified

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

Template (Email only) will allow you to create headers and footers for the email to send

Content - Allows you to create the template content for your notification. If you want to grab information from the system to make it more personalised (like club member name) use the tags below the footer.

Using the text editor, you can also create some additional looks to your text using bold, italic, underline, colours and other functions of the text editor tool.

Press Submit to continue.

Content Template (For SMS / Push Notification)

Similar to the email template above, however, you do not need to worry about the template. Just remember with SMS there is a cost per SMS charge (each SMS consists of 154 characters, so exceeding this will split the message into multiple SMS and spaces count as characters).

Editing content

If you need to edit existing content, edit the Automation rule by clicking on the pencil icon Edit to the right of the rule, scroll down to Notification Content and press the edit button as highlighted below.