Automation Rule: User Misses Payment Information

Automation Rule: User Misses Payment Information

Introduction

This rule automatically sends a reminder to a new member if they haven't provided their payment details within a specific time after signing their contract. It's a proactive tool to ensure you can collect membership fees on time, preventing payment failures before they happen.

• Prevent Payment Failures: Automatically remind new members to add their credit card or bank account details before their first payment is due.
• Improve Cash Flow: Secure payment details early in the onboarding process to ensure timely and successful collection of membership fees.
• Reduce Manual Follow-Up: Save your staff the time and administrative effort of manually chasing new members for their payment information.
• Provide a Clear Call to Action: Guide members directly to where they can update their details online, making the process simple and convenient for them.

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, "Reminder to Add Payment Method".
   • Select 'Notification' as the Action.
   • Select the automation rule: Choose User misses payment information from the list.
   • A new configuration window will open.
   • Set the Trigger Time: This is the most important step for this rule. It is designed to run after a member signs up without providing payment details.
     • Enter the amount of time to wait before sending the reminder. You can use Minutes, Hours, or Days (e.g., enter "24" and select "Hours" to send a reminder one day after sign-up).
   • There are no other specific conditions to add for this rule.

Action

Configure who receives the notification and how they receive it.

• Choose the notification type:
  • Email: Send a detailed reminder with a link to the client portal.
  • SMS: Send a concise text message reminder (standard SMS costs apply).
  • Push Notification: Send a reminder to members using the PerfectGym Go App.
• Select Notification Recipients: This notification is designed to be sent directly to the User (the member who needs to provide their payment details).
• (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 (this is already handled by the main Trigger Time setting).
  • 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 a clear and direct subject line (e.g., "Action Required: Please Add Your Payment Method").
• Template: You can design your email using HTML.

For SMS and Push Notifications:

• Language: Select the language for the notification.
• Message: Write a concise and direct reminder message.

Available Tokens

You can use tokens to personalize your message with the member's and their contract's details.

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_HOME_CLUB_NAME]: The name of the member's primary gym location.

Contract Tokens:

• [CONTRACT_START_DATE]: The date the member's contract begins.
• [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.

Example Output

Here is an example of a reminder email you could create (set to trigger 24 hours after the contract is created without payment details).

Subject: Action Required: Please Add a Payment Method for Your Membership

Hi [USER_FIRST_NAME],

Welcome again to [USER_HOME_CLUB_NAME]! We're so excited for you to get started.

We noticed that a payment method hasn't been added to your account yet for your [PAYMENT_PLAN_NAME] membership. To ensure your access is uninterrupted and your future payments are processed smoothly, please add your payment details as soon as possible.

You can securely add your payment method by logging into your online account.

If you have any trouble or questions, please don't hesitate to contact us at [CLUB_PHONE] or speak with our team at the front desk.

Thank you,
The Team at [USER_HOME_CLUB_NAME]