Automation Rule: User Contract Has Been Extended

Automation Rule: User Contract Has Been Extended

Introduction

This rule automatically sends a notification to a member the moment their contract is extended or renewed. It's the ideal way to thank members for their continued loyalty and immediately confirm the important details of their new contract period.

• Thank Members for Renewing: Automatically send a "thank you" message to members who extend their contract, making them feel valued.
• Confirm New Contract Details: Instantly and clearly communicate the new contract end date and the next scheduled payment date.
• Provide Proof of Purchase: Automatically attach the invoice for the renewal transaction directly to the confirmation email.
• Automate Renewal Communication: Save your staff time by automating the confirmation process for every contract extension, ensuring a professional touchpoint.

Before You Start

1. Navigate to PGM -> Automation -> Automation Rules.
2. Press 'Add automation rule' to create a new rule.
3. In the pop-up window, follow these steps:
   • Create a unique name: For example, "Thank You For Renewing".
   • Select 'Notification' as the Action.
   • Select the automation rule: Choose User contract has been extended from the list.
   • A new configuration window will open.
   • (Optional) Add Conditions: You can restrict when this notification sends. For example, you can set a condition based on the [NEXT_PAYMENT_DATE] to only trigger for renewals processed in the current month.

Action

Configure who receives the notification and how they receive it.

• Choose the notification type:
  • Email: Send a detailed confirmation email with the invoice attached.
  • SMS: Send a concise "thank you" text message (standard SMS costs apply).
  • Push Notification: Send a thank you notification to members using the PerfectGym Go App.
• Select Notification Recipients: This notification is designed to be sent to the User (the member who just extended their contract).
• (Optional) Set a schedule:
  • Send notifications from (HH:MM) / to (HH:MM): Restrict sending to certain times of the day.
  • Delay Notification: Wait a specific amount of time before sending the message.
  • Send notification not more often than (in days): Prevent sending multiple messages.

Notification Content

This is where you create the actual message that will be sent.

For Email:

• Language: Select the language for the notification.
• Subject: Write the subject line for the email (e.g., "Thank You for Renewing Your Membership!").
• Template: You can design your email using HTML for a professional look.

For SMS and Push Notifications:

• Language: Select the language for the notification.
• Message: Write a concise thank you message.

Available Tokens

You can use tokens to automatically insert specific member and new contract details into your messages.

User Tokens:

• [USER_FIRST_NAME]: The member's first name (e.g., "John").
• [USER_LAST_NAME]: The member's last name (e.g., "Smith").
• [USER_NAME]: The member's full name (e.g., "John Smith").
• [USER_EMAIL]: The member's email address.
• [USER_PHONE_NUMBER]: The member's mobile or primary phone number.
• [USER_HOME_CLUB_NAME]: The name of the member's primary gym location.

Contract Tokens:

• [CONTRACT_START_DATE]: The original start date of the contract.
• [CONTRACT_END_DATE]: The new date the extended contract will expire.
• [PAYMENT_PLAN_NAME]: The name of the member's payment plan.
• [CLUB_EMAIL]: Your club's main email address.
• [CLUB_PHONE]: Your club's main phone number.

Extension-Specific Tokens:

• [NEXT_PAYMENT_DATE]: The date of the next scheduled payment for the renewed contract.
• [RECEIPT]: A summary of the renewal transaction, including the price and items purchased.

Example Output

Here is an example of a "thank you for renewing" email you could create using this automation rule.

Subject: Thank You For Staying with [CLUB_NAME]!

Hi [USER_FIRST_NAME],

Thank you for renewing your [PAYMENT_PLAN_NAME] membership with us! We're so happy to have you as part of our community for another term.

Here are the updated details for your reference:

• New Contract End Date: [CONTRACT_END_DATE]
• Next Payment Due: [NEXT_PAYMENT_DATE]

For your convenience, the invoice for this renewal has been attached to this email.

We truly appreciate your loyalty. If there is anything we can do to make your experience even better, please let us know.

See you at the club!

Best regards,
The Team at [CLUB_NAME]