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Automation Rule: User Transferred to Classes Group

Updated

Automation Rule: User Transferred to Classes Group

This rule sends an automatic notification when a member is moved from one course or class group to another. It's an excellent tool for keeping members informed by clearly confirming the details of the transfer, including which class they left and which one they've joined.

  • Communicate Changes Clearly: Instantly notify the member that their class enrollment has been changed, preventing confusion.
  • Provide Full Details: The notification can include information about both the previous class and the new one, so the member has a complete record of the transfer.
  • Reduce Manual Work: Automate the communication process when managing class rosters, saving your staff valuable time.
  • Deliver a Professional Service: Ensure members feel well-informed and supported when their schedules are adjusted.

Before You Start

Follow these steps to set up the notification rule.

  1. Navigate to PGM -> Automation -> Automation Rules.
  2. Press 'Add automation rule' to create a new rule.
  3. In the pop-up window:
    • Name: Create a unique name for the rule (e.g., "Class Transfer Confirmation").
    • Action: Select 'Notification'.
    • Event: Select 'User transferred to classes group'.
  4. A new window will open. In the Conditions section, you can add rules to control when the notification is sent. For example, you could set up a condition to send a specific message if the [PREVIOUS_GROUP_TRAINER] is different from the new [TRAINER_NAME].
  5. In the Action section, choose how to send the message:
    • Email: Sends a formatted email. You will need to enter a "From email" and "From name".
    • SMS: Sends a text message to the member's mobile phone.
    • Push notification: Sends a notification to members using your club's mobile app.
  6. Under Notification Recipients, select who should receive the message. This is typically sent to the User (the club member) who was transferred.
  7. In the Notification Content section, create the message that will be sent.
    • For Email, select a language, add a subject line, and design the email body using the available tokens.
    • For SMS and Push notifications, select a language and write a concise message.

Available Information (Tokens)

You can use "tokens" to automatically pull specific information into your messages, referencing details from both the new and old class groups.

Member Information

  • [USER_FIRST_NAME]: The member's first name (e.g., "Jane").
  • [USER_LAST_NAME]: The member's last name (e.g., "Doe").
  • [USER_NAME]: The member's full name (e.g., "Jane Doe").
  • [USER_EMAIL]: The member's email address.
  • [USER_PHONE_NUMBER]: The member's mobile or primary phone number.
  • [USER_NUMBER]: The member's unique ID number.
  • [USER_NUMBER_QRCODE]: A scannable QR code image of the member's ID number.
  • [USER_HOME_CLUB_NAME]: The name of the member's primary gym location.

New Group Information (The group transferred TO)

  • [GROUP_NAME]: The name of the new course or group (e.g., "Intermediate Tennis").
  • [GROUP_SEMESTER_NAME]: The name of the term the new group belongs to.
  • [GROUP_START_DATE]: The first day of the new course.
  • [GROUP_END_DATE]: The last day of the new course.
  • [GROUP_START_TIME]: The start time of the sessions in the new group.
  • [GROUP_END_TIME]: The end time of the sessions in the new group.
  • [TRAINER_FIRST_NAME]: The first name of the assigned trainer.
  • [TRAINER_LAST_NAME]: The full last name of the assigned trainer.
  • [TRAINER_LAST_NAME_INITIAL]: The first letter of the assigned trainer’s last name.
  • [PREVIOUS_GROUP_TRAINER_FIRST_NAME]: The first name of the previously assigned group trainer.
  • [PREVIOUS_GROUP_TRAINER_LAST_NAME]: The last name of the previously assigned group trainer.
  • [PREVIOUS_GROUP_TRAINER_LAST_NAME_INITIAL]: The first letter of the previously assigned group trainer’s last name.
  • [CLASS_CATEGORY]: The category of the new class.
  • [CLASS_CLUB_NAME]: The name of the club where the new group's classes are held.

Previous Group Information (The group transferred FROM)

  • [PREVIOUS_GROUP_NAME]: The name of the course the member was moved from (e.g., "Beginner Tennis").
  • [PREVIOUS_GROUP_SEMESTER_NAME]: The term of the previous course.
  • [PREVIOUS_GROUP_START_DATE]: The start date of the previous course.
  • [PREVIOUS_GROUP_END_DATE]: The end date of the previous course.
  • [PREVIOUS_GROUP_START_TIME]: The start time of sessions in the previous course.
  • [PREVIOUS_GROUP_END_TIME]: The end time of sessions in the previous course.
  • [PREVIOUS_GROUP_TRAINER]: The name of the instructor from the previous course.

Example Output

Here is an example of an email that could be sent to a member using this rule.

Subject: Your Class Enrollment Has Been Updated

Message:

Hi [USER_FIRST_NAME],

This is a notification to confirm that your enrollment has been successfully transferred to a new class group.

You have been moved from:

  • Previous Class: [PREVIOUS_GROUP_NAME] with [PREVIOUS_GROUP_TRAINER]

Welcome to your new class! Here are the details:

  • New Class: [GROUP_NAME]
  • Instructor: [TRAINER_NAME]
  • Starts: [GROUP_START_DATE] at [GROUP_START_TIME]
  • Location: [CLASS_CLUB_NAME]

Your schedule has been updated automatically. If you have any questions about this transfer, please don't hesitate to contact us.

We look forward to seeing you in your new class!

Best regards,

The Team at [CLASS_CLUB_NAME]

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