Automation Rule: Club Entry Access Code Requested

Introduction

This rule instantly sends a secure, one-time access code to a member when they request entry through a feature like the mobile app's QR code scanner. It ensures members can access the club conveniently while maintaining high security with temporary, expiring codes.

Provide Instant Access: Automatically send an email, SMS, or push notification with a unique access code the moment a member requests it.
Enhance Club Security: Codes are temporary and expire after a set time, preventing unauthorized use.
Improve Member Convenience: Offer a seamless and modern entry experience for your members, especially for those using the mobile app.
Communicate Clearly: Personalize each message with the member's name and the specific access code details.

Before You Start

Navigate to PGM -> Automation -> Automation Rules.
Press 'Add automation rule' to create a new rule.
In the pop-up window, follow these steps:
- Create a unique name: For example, "Send One-Time Entry Code".
- Select 'Notification' as the Action.
- Select the automation rule: Choose Club entry access code requested from the list.
- A new configuration window will open.
- (Optional) Add Conditions: You can restrict when this notification sends. For example, you could set a condition to only run for a specific [ACCESS_CODE_TYPE].

Action

Configure who receives the notification and how they receive it.

Choose the notification type:
- Email: Send a formatted email with the access code.
- SMS: Send a quick text message with the code (standard SMS costs apply).
- Push Notification: Send a notification with the code to members using the PerfectGym Go App.
Select Notification Recipients: This notification will be sent directly to the User (the club member who requested the code).
(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 to the same person within a set number of days.

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., "Your Access Code for [CLUB_NAME]").
Template: You can design your email using HTML.

For SMS and Push Notifications:

Language: Select the language for the notification.
Message: Write a concise message containing the access code.

Available Tokens

You can use tokens to automatically insert specific member and code 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_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.
[USER_AGE]: The member's current age in years.
[USER_PARENT_FIRST_NAME]: The first name of the member's parent. (Only available if sending to parents).
[USER_PARENT_LAST_NAME]: The last name of the member's parent. (Only available if sending to parents).

Access Code Tokens:

[ACCESS_CODE]: The unique, temporary code generated for the member.
[ACCESS_CODE_EXPIRATION_DATE]: The exact date and time the access code will expire.
Expiration Rule: Codes are valid for 15 minutes.
[ACCESS_CODE_TYPE]: The method used to request the code (e.g., "QR_CODE").

Example Output

Here is an example of an SMS message you could create using this automation rule.

Message:

Hi [USER_FIRST_NAME], here is your one-time access code for [CLUB_NAME]:

[ACCESS_CODE]

Please use this code to enter the club. For your security, it will expire at [ACCESS_CODE_EXPIRATION_DATE]. Do not share this code with anyone.