Automation Rule - Contract Payment Reminder - Notifications

Introduction

This article will give you the details on how the Automation rule (event) 'Contract Payment Reminder' works.

Before you begin

This Automation rule is designed to send notifications when the next contract membership fee is due. 

This Automation rule will trigger x days before/after a payment date.

Instruction

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

1. Press Add automation rule to add a new notification

2. In Name create a unique name for the automation rule which will briefly describe what the rule is about.

3. Action must be set as Notification 

4. Event must be set as Contract payment reminder.

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 payment is due. 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 as this is an additional cost.

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

From Email – Specify which email the notification is coming from. New email addresses can be set up in PGM->Automation Centre->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 payment reminder relates to.
• Parents - This will send the notification to the parent of the club member the contract payment reminder relates to Only available for channel 'E-mail'.

If the member does not have a value in Email or SMS where the notification is being sent to, 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

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

Send notifications before/after an event (days) - This will allow you to set the rules based on when notifications will be sent.  You can send the notification x days before/after the event using the drop down list.

Offset start date - This will allow you to set the notification to send in the past to trigger to historical entries, or send from today's date to trigger for future notifications only.

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 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 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, colors 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 Centre 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.