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How to efficiently manage and configure automation rules

Updated

Introduction

Automation enables you to streamline operations by setting up predefined rules that trigger actions based on specific events, such as sending notifications, assigning tags, or modifying memberships. Efficient management ensures that automation runs smoothly, avoids redundant actions, and enhances member engagement.

  • In this article, you will learn how to efficiently manage and configure automation rules in Perfect Gym Manager
  • This article will be helpful for PG Champion, Club Manager, Marketing Manager and Club Owner

Before you start 

Ensure you have access to PGM > Automation > Automation Rules. You may also need to confirm with Perfect Gym team the email address and sender name for notifications

If you want to know more about Automation module, check following articles:

Fast Lane

1. Navigate to PGM > Automation > Automation Rules.

2. Click Add Automation Rule to create a new rule or Edit to modify an existing one.

3. Define the Event that triggers the rule.

4. Set the Action, such as sending a notification.

5. Configure any necessary Conditions to target specific recipients.

6. Customize Notification Content.

7. Review for potential overlaps or conflicts with existing rules.

8. Save

9. Activate, and monitor performance regularly.

Efficient Management of Automation Rules

Managing automation rules effectively requires regular monitoring, strategic planning, and best practices to optimize performance. Follow these key management steps:

1. Regular review and optimization

  • Periodically review existing automation rules to ensure they align with business objectives

  • Disable or modify outdated rules that may cause redundant notifications

  • Keep logs of automation changes for easy tracking and troubleshooting

2. Avoiding redundant or conflicting rules

  • Use conditions to segment recipients and prevent unnecessary notifications

  • Ensure automation rules do not overlap in sending multiple messages for the same event

  • Use the “Send notification not more often than” option to limit repetitive alerts

3. Grouping rules for better organization

  • Categorize automation rules based on their purpose (e.g., Member Engagement, Billing, Class Reminders)

  • Use naming conventions to differentiate rules clearly (e.g., “Welcome_Email_NewMembers” vs. “Renewal_Contract_Notice”)

4. Testing before activation

  • Always test new automation rules in a controlled environment before activating them

  • Utilize a small test group to ensure the rule triggers correctly

  • Validate conditions and actions to prevent errors in live implementation

5. Monitoring Automation Performance

  • Use PGM > Automation > Notifications to track the effectiveness of rules

  • Analyze success rates and adjust rules based on engagement metrics

  • Look for trends in failed or ignored notifications and refine content accordingly

How to configure automation rules effectively

1. Define Clear Event Triggers

  • Select the appropriate Event that should trigger an automation rule (e.g., “User contract has been created,” “User has visited club”)

  • Avoid using broad event triggers that might cause excessive rule execution

2. Set Up Targeted Actions

  • Choose Actions that provide value, such as sending a notification, updating member status, or assigning a tag

  • Configure Action Details precisely, ensuring delivery channels (Email, SMS, Push Notification) match the intended audience

3. Fine-Tune Conditions

  • Use Match All to enforce strict conditions or Match Any for broader rule applications

  • Apply Tokens to personalize automation, such as filtering by age group or membership type

  • Ensure logical consistency in conditions to prevent automation errors

4. Timing and Scheduling Strategies

  • Use “Send notification before/after an event” for timely communication (e.g., reminders before membership expiration)

  • Apply “Delay notification” to send follow-ups after a set period
    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.

  • Define “Send notification not more often than” to prevent spamming members with frequent alerts

5. Sending Automatic Push Notifications

Push notifications allow you to communicate with PerfectGym GO mobile app users effectively. Use them for:

  • Class cancellations

  • Booking reminders

  • Special promotions

  • Payment reminders

To learn how to set up push notifications in Automation module, go to this article. 

6. Automating New Member and Contract Notifications

Automating welcome emails and contract notifications ensures consistent communication with new members. Learn more.

Key Events:

  • User Guest account has been created – notifies users of account creation

  • User has become a member – sends a welcome message after sign-up

  • User contract has been created – confirms contract activation

  • Contract has been signed – confirms contract completion

 

How to Check Notification History

  1. Go to PGM > Automation > Notifications

  2. Use the search bar to locate specific notifications

  3. Click Details to view, resend, or download the message

Hints

  • Always keep a backup of crucial automation settings before making major changes

  • Use separate automation rules for different channels (Email vs. SMS) for better tracking

  • Review error logs in automation settings to troubleshoot failed notifications

  • Test time-sensitive automations under different scenarios to ensure reliability

By following these best practices, you can efficiently manage and configure automation rules to enhance member engagement and operational efficiency

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