How to send Transaction Receipt by email - Automation

Introduction

This article shows how to send a receipt for a transaction made on POSweb to the club member's email and club's email. This solution is based on Automation rules in the PGM.

You can configure an automatic notification, which will send a receipt to the user via email as an attachment. If you would like to use this feature, set up AutomationEventReceiptTransactionWasMade Event in the Automation. This way, you can always use the Reprint option if you need a paper copy.

• This article will be helpful to PG Champion, Club Manager, Sales Manager and Club Owner. 

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. 
• If you want to send the attached receipt document then you must have correctly configured Receipt.rdlc in File Store.

Instruction

How to send Transaction Receipts by email?

Creating Automation rule

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

2. 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 Receipt transaction was made – will send notification after successful transaction was made on PosWeb, Kiosk or ClientPortal.

When this is complete, the second part of the rule reveals itself with more options.

3. 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.

4. 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 [USER_FIRST_NAME]).

5. Listed below are some examples of conditions and where to look, some conditions may not be available on all rules.

• [USER_FIRST_NAME] – Set the rule to only send when user first name meets the condition.
• [USER_LAST_NAME] – Set the rule to only send when user last name meets the condition.
• [USER_NAME] – Set the rule to only send when user name meets the condition.
• [USER_NUMBER] – Set the rule to only send when user number meets the condition.
• [USER_HOME_CLUB_NAME] – Set the rule to only send when user home club name meets the condition.
• [USER_HOME_CLUB_EMAIL] – Set the rule to only send when user home club name meets the condition.
• [USER_HOME_CLUB_NUMBER] – Set the rule to only send when user home club number meets the condition.
• [TRANSACTION_CLUB_NAME] – Set the rule to only send when transaction club name meets the condition.
• [TRANSACTION_CLUB_EMAIL] – Set the rule to only send when transaction club email meets the condition.
• [TRANSACTION_CLUB_NUMBER] – Set the rule to only send when transaction club number meets the condition.
• [PAYMENT_TYPE] – Set the rule to only send when transaction payment type meets the condition. Payment types are defined in our system and you will be able to select desired payment type from the predefined list.
• [TRANSACTION_SOURCE] – Set the rule to only send when transaction source meets the condition. Transaction sources are defined in our system and you will be able to select desired transaction source from the predefined list. Note there are unique values in this field, only the following can be used:
  • API – This refers to transactions added with API.
  • KIOSK – This refers to transactions made in Kiosk.
  • MembershipPortal – This refers to transactions made in Clien Portal.
  • POS – This refers to transactions made in PosWeb.
  • PGM – This refers to transactions added with PGM (PerfectGym Manager).
  • Other – this are transaction which doesn’t qualify to other categories. This can be transaction processed with job server or waiting for later fiscalization.
• [RECEIPT_PRINT_DATE] – Set the rule to only send when receipt print date meets the condition. It’s a date without time part.
• [RECEIPT_PRINT_TIME] – Set the rule to only send when receipt print time meets the condition. It’s a date with time part.
• [SOLD_DATE] – Set the rule to only send when sell date meets the condition. It’s a date with time part.
• [SOLD_TIME] – Set the rule to only send when sell time meets the condition. It’s a date with time part.
• [TOTAL_AMOUNT] – Set the rule to only send when receipt total amount meets the condition.
• [IS_FISCAL– Set the rule to only send when transaction is fiscal meets the condition. Fiscal status is a transaction status in our system. Depending on configuration on company this transactions can be transaction made on PosWeb, Kiosk or ClientPortal. If you want to know your configuration please contact our support.
• [SELLER_NAME] – Set the rule to only send when seller name meets the condition. It’s the name of employee who made a transaction.
• [SELLER_LAST_NAME] – Set the rule to only send when seller last name meets the condition. . It’s the last name of employee who made a transaction. 

6. 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 Rules.

7. Select the following according to your preference:

• 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 the 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 receipt document which is generated on the system after the sale is made. This functionality requires correct Receipt.rdlc added in file store. If you are using windows printer as your receipts printer then you should already have correct Receipt.rdlc but if you are using fiscal printer e.g. Posnet Thermal, then probably you don't have or your Receipt.rdlc will be different than receipt printed from fiscal printer. If you want to add or change your Receipt.rdlc please contact our support team.
• Static attachments – Uploading a standard document (PDF) which will automatically attach to each notification sent (Email only).

• Send notifications from/to (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. 

8. In Notification content, press Add content template to create the message you want to send to the club member.

Creating the content by channel 

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’s. 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.