Automation Rule: Class Has Been Changed

Automation Rule: Class Has Been Changed

This rule automatically notifies everyone affected when the details of a scheduled class are changed (e.g., a different time, room, or instructor). It is the ideal way to ensure all booked members, parents, and staff receive a clear and timely update about the modified class arrangements.

• Communicate Changes Instantly: Simultaneously notify all booked members, parents, and the instructor about important class updates, ensuring everyone is on the same page.
• Provide a Reason for the Change: Include a custom message, entered by your staff, to explain why the class was changed (e.g., "Moved to Studio B for more space!").
• Prevent Member Confusion: Ensure everyone has the latest information so they arrive at the right place and time for their class.
• Reduce Administrative Work: Save your staff from the time-consuming task of manually contacting every person affected by a schedule adjustment.

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 Change Notification").
   • Action: Select 'Notification'.
   • Event: Select 'Class has been changed'.
4. A new window will open. In the Conditions section, you can add rules to filter when the notification is sent. For example, you could set a condition based on [CLASS_CLUB_NAME] to only trigger this rule for specific locations.
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 recipient's mobile phone.
   • Push notification: Sends a notification to recipients using your club's mobile app.
6. Under Notification Recipients, select who should receive the update. This rule can notify multiple groups at once:
   • Users: All members who were booked into the class.
   • Parents: The parents of any child members who were booked into the class.
   • Instructors: The instructor assigned to the class.
   • Managers: Your club's managers.
   • Reception: Your club's front desk.
7. In the Notification Content section, create the message that will be sent to the selected groups. Be sure to use the [MESSAGE] token to include the custom note from your staff.

Available Information (Tokens)

You can use "tokens" to automatically pull specific information into your update messages, personalizing them for each recipient.

Recipient Information

These tokens change dynamically depending on who is receiving the message (a member, instructor, parent, etc.).

• [RECIPIENT_FIRST_NAME]: The first name of the person receiving the notification.
• [RECIPIENT_LAST_NAME]: The last name of the person receiving the notification.
• [RECIPIENT_NAME]: The full name of the person receiving the notification.

Updated Class Information

• [CLASS_NAME]: The name of the class.
• [CLASS_CATEGORY]: The category of the class.
• [CLASS_CLUB_NAME]: The name of the club where the class is scheduled.
• [INSTRUCTOR_NAME]: The new or updated instructor for the class.
• [CLUB_ZONE]: The new or updated room/area for the class (e.g., "Studio 2").
• [CLASS_DATE]: The new or updated date of the class.
• [CLASS_START_TIME]: The new or updated start time of the class.
• [CLASS_END_TIME]: The new or updated end time of the class.

Parent/Child Information (For Parent Notifications)

Use these tokens when sending notifications to the Parents group.

• [RECIPIENT_CHILD_FIRST_NAME]: The first name of the child booked into the class.
• [RECIPIENT_CHILD_LAST_NAME]: The last name of the child booked into the class.

Custom Message

• [MESSAGE]: This token inserts the specific note or reason for the change that was entered by the staff member who modified the class in the system.

Example Output

Here is an example of an email that could be sent to members and parents using this rule.

Subject: Important Update for your [CLASS_NAME] class on [CLASS_DATE]

Message:

Hi [RECIPIENT_FIRST_NAME],

This is an important update regarding your booking for the [CLASS_NAME] class. Please review the updated details below:

• Class: [CLASS_NAME]
• New Instructor: [INSTRUCTOR_NAME]
• New Location: [CLUB_ZONE] at [CLASS_CLUB_NAME]
• Date: [CLASS_DATE] (Unchanged)
• Time: [CLASS_START_TIME] (Unchanged)

A note from our team:
[MESSAGE]

We apologize for any inconvenience. We look forward to seeing you there!

Best regards,

The Team at [CLASS_CLUB_NAME]

The [MESSAGE] token would be replaced with the custom text, for example: "Our regular instructor, David, is unwell today. The class will be covered by our fantastic guest instructor, Sarah. The class has also been moved to the larger Studio 1.") - This is found when sending message in PGM->Classes->TimeTable