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New Joiners Communication - Automation Use Case

Updated

Introduction

This article provides a practical example of Automation Events usage. It demonstrates how to automatically send welcome email notifications to new club joiners and those who have just become members. We recommend using this feature to offer a warm and proper welcome to new club members and to keep them informed about their contracts, payments, and accounts. 

  • In this article, the Events connected to new joiner account creation and adding contracts to their profile will be described.
  • This article will be helpful to PG Champion, Club Manager, Administrator and the Marketing Department. 

 

PerfectGym Knowledge Base

Before you start

  • If you want to send email notifications make sure you have verified your club email to display correctly in the sender field. See how it's done. Also, do not forget to configure your Automation email template. 
  • Mind that if you want to send a Push notification, your club must use the PG GO mobile application. 
  • Mind that if you want to send the automatic notifications by SMS. An additional fee will be charged. Read this article for more information.
  • Make sure you are familiar with this article before setting up the Automation. 

Remember, that welcome email is the first step of the club communication flow. The are several different possibilities for creating communication in the PGM. Choose the one, that suits your business needs the most! If you find it useful, you can proceed by creating another type of notification, for example, Club Visit and Booking Automation, to maintain communication flow with club members.

Use case

STEP 1

Select the notification you want to send to your clients after their registration

Below, you will find a list of available options you can choose from:

  • User guest account has been created
    • Use this notification, if you want to send the email to newly created Guest accounts. This way, you can start communication with your new joiners before they become club members. 
  • User contract has been created
    • Use this notification, if you want to send the email to members who have just bought a contract. The email will be sent after adding that contract to the Member Profile in the PGM.

Contract attachment is sent without the member's signature.

  • Contract has been signed
    • Use this notification if you want to send emails to members who have signed the contract online. With the help of this automation rule, you can automatically save signed documents for your members, which will be added to their User Files in their Member Profiles.

  • User contract has been paid

    • Use this notification, if you want to send the email to members who have just paid for their contract. It will have the form of a transaction summary and the payment process confirmation. It also may include the invoice. 

  • Password Setting Requested

    • Use this notification, if you want to send the email to members who have just added the contract and need to set up their password for accessing their profile in the Client Portal.

STEP 2 

Create the Automation rule with specific conditions

You can decide to whom you'd like to send the message, whether to include any attachments or delay the notification.
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.

After configuring these settings, you can add dynamic fields - tags to the content template. Tags in the automation module help personalize messages to clients by using their name, payment plan, and other information. By using Tags in automation rules, you can automatically add these details to your messages, making them more relevant and engaging for each client. These conditions may vary depending on the selected notification. Below, you can find information about the notifications listed above.

  • User guest account has been created
    • Notification recipients: Users, Parents, Managers, Reception.
    • Tags: [[USER_AGE]], [[USER_EMAIL]]; [[USER_FIRST_NAME]]; [[USER_FIRST_NAME]]; [[SOURCE]]; [[USER_HOME_CLUB_NAME]]; [[USER_NUMBER]]; [[USER_NUMBER_QR_CODE]]; [[USER_PHONE_NUMBER]]
  • Contract has been signed
    • Notification recipients: Users, Parents in case of a minor, Reception.
    • Dynamic attachments: Contract
    • Tags: [[CARD_NUMBER]];[[CARD_NUMBER_BARCODE]];[[CARD_NUMBER_QRCODE]];[[CLUB_EMAIL]];[[CLUB_PHONE]];[[CONTRACT_END_DATE]];[[CONTRACT_START_DATE]];[[CONTRACT_PAYMENT_SOURCE]];[[NUMBER_OF_CONTRACTS]];[[PAYMENT_PLAN_CATEGORY]];[[PAYMENT_PLAN_TYPE_NAME]];[[SOURCE]];[[USER_AGE]];[[USER_EMAIL]];[[USER_FIRST_NAME]];[[USER_HOME_CLUB_NAME]];[[USER_LAST_NAME]];[[USER_NAME]];[[USER_NUMBER]];[[USER_NUMBER_QRCODE]];[[USER_PHONE_NUMBER]]
  • Contract has been signed
    • Notification recipients: Users, Parents in case of a minor. 
    • Dynamic attachments - Contract, Direct Debit payment, Credit Card Payment.
    • Tags: [[USER_NAME]];[[PAYMENT_PLAN_NAME]], [[CLUB_EMAIL]];[[CLUB_PHONE]];[[CONTRACT_END_DATE]];[[CONTRACT_START_DATE]];[USER_HOME_CLUB_NAME]]
  • User contract has been paid
    • Notification recipients: Users, Parents in case of a minor. 
    • Dynamic attachments: Contract, Invoice.
    • Tags: [[USER_NAME]] [[USER_EMAIL]];[[PAYMENT_PLAN_NAME]];[[CONTRACT_START_DATE]];[[CONTRACT_END_DATE]], [[RECEIPT]]; [[SOURCE]]; [[NEXT PAYMENT DATE]];[USER_HOME_CLUB_NAME]];[[CLUB_EMAIL]];[[CLUB_PHONE]];
  • Password Setting Requested
    • Notification recipients: Users, Parents, Reception
    • Tags: [[SET_PASSWORD_LINK]][[SET_PASSWORD_TOKEN]][[USER_AGE]][[USER_EMAIL]][[USER_FIRST_NAME]][[USER_HOME_CLUB_NAME]][[USER_LAST_NAME]][[USER_NAME]][[USER_NUMBER]][[USER_NUMBER_QRCODE]][[USER_PHONE_NUMBER]]

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