Skip to main content

Automation Rule: User Card Forgotten

Updated

Automation Rule: User Card Forgotten

Introduction

This rule automatically sends a notification when a staff member uses the "Forgot Card" function at the front desk to grant a member entry. It serves as a helpful tool for tracking these occurrences and can be used to either inform staff or gently remind the member to bring their card next time.

  • Track "Forgot Card" Events: Automatically create a digital log by sending a notification every time a member is granted manual entry without their card.
  • Inform Staff Members: Alert managers or reception that a member has been checked in without their card, which can be useful for security monitoring.
  • Gently Remind Members: Send a friendly, automated reminder to the member to bring their card on their next visit, helping to streamline your check-in process.
  • Automate a Common Process: Save time and ensure consistency by automating the communication around this frequent front-desk task.

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, "Forgot Card Alert - Internal" or "Forgot Card Reminder - Member".
    • Select 'Notification' as the Action.
    • Select the automation rule: Choose User card forgotten from the list.
    • A new configuration window will open. This rule triggers for every "Forgot Card" event; there are no specific conditions to add.

Action

Configure who receives the notification and how they receive it.

  • Choose the notification type:
    • Email: Send a detailed alert to staff or a reminder to the member.
    • SMS: Send a concise text message (standard SMS costs apply).
    • Push Notification: Send a quick alert to members using the PerfectGym Go App.
  • Select Notification Recipients: Choose who should receive this notification. While you can send it to the User (the member), this rule is often most effective when used to notify your staff, such as Reception or Managers.
  • (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 after the check-in before sending.
    • Send notification not more often than (in days): Prevent sending multiple messages to the same person.

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 subject line (e.g., "Forgot Card Alert" for staff, or "A Friendly Reminder from [CLUB_NAME]" for members).
  • 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 message.

Available Tokens

You can use tokens to personalize your message with the member's details. For this rule, the standard User and Contract tokens are available.

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

Example Output

Here are two examples of how you could use this rule.

Example 1: Internal Alert for Staff

Subject: Forgot Card Alert: [USER_NAME]

This is an automated alert.

The member [USER_NAME] (Member ID: [USER_NUMBER]) was manually checked in at [USER_HOME_CLUB_NAME] using the "Forgot Card" function.

No action is required. This is for your information only.

Example 2: Friendly Reminder for the Member

Subject: A Friendly Reminder from [USER_HOME_CLUB_NAME]

Hi [USER_FIRST_NAME],

Just a friendly reminder that you were checked in today without your membership card.

To help speed up your entry next time, please remember to bring your card with you. If you have misplaced your card, please let our front desk team know during your next visit, and they will be happy to assist you.

We hope you had a great workout!

Sincerely,
The Team at [USER_HOME_CLUB_NAME]

Related articles