Assessment has been cancelled
This automation rule keeps your members informed by automatically sending a notification if their scheduled activity assessment is cancelled. This ensures clear communication and prevents members from arriving for an appointment that is no longer scheduled, improving their overall experience.
- Improve Member Communication: Instantly notify members about cancellations, so they are always up-to-date.
- Prevent Inconvenience: Avoid situations where a member shows up for an assessment that has been removed from the schedule.
- Save Administrative Time: Frees up your staff from having to manually call or email members about cancellations.
- Maintain Professionalism: Provides timely and helpful updates to your members, showing that you value their time.
Before You Start
Follow these steps to set up the cancellation notification for activity assessments.
- 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 the rule (e.g., "Assessment Cancellation Alert").
- Select 'Notification' as the Action.
- For the trigger, select 'Activity assessment is cancelled'.
- A new settings window will open. In the 'Action' section, choose how you want to notify the member:
- Email: Sends a formatted email. You'll need to enter a 'From email' and 'From name'.
- SMS: Sends a text message (standard SMS costs apply).
- Push notification: Sends a notification to members using the PerfectGym Go App.
- Under 'Notification Recipients', this rule will send the notification directly to the member whose assessment was cancelled.
- Optionally, you can set a specific time window for sending notifications or delay the message.
- In the 'Notification Content' section, create the message that the member will receive.
Tokens
Tokens are placeholders that automatically pull specific information into your message. Use them to provide clear details about the cancellation.
Member 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.
Activity Assessment Tokens
[ACTIVITY_CATEGORY]: The general category of the activity, like "Strength Training" or "Cardio".[USER_ACTIVITY_LEVEL]: The member's current skill level for that activity (e.g., "Beginner" or "Advanced").[CLASS_CATEGORY]: The specific category of the class or assessment, such as "Learn to Swim" or "Gymnastics".[LESSON_START_DATE]: The date the assessment was scheduled for.[LESSON_END_DATE]: The date the assessment was scheduled to finish.[LESSON_START_TIME]: The scheduled start time of the assessment.[LESSON_END_TIME]: The scheduled end time of the assessment.
Outputs
Here is an example of an email you could create to inform a member about a cancellation. 📧
Subject: Important: Your Activity Assessment on [LESSON_START_DATE] has been cancelled
Message:
Hi [USER_FIRST_NAME],
This is an automated notification to let you know that your scheduled activity assessment at [USER_HOME_CLUB_NAME] has been cancelled.
We apologize for any inconvenience this may cause.
Details of the cancelled assessment:
- Activity:
[ACTIVITY_CATEGORY] - Date:
[LESSON_START_DATE] - Time:
[LESSON_START_TIME]
The spot is no longer reserved for you. If you would like to reschedule, please visit the member portal or contact our front desk at [CLUB_PHONE].
Thank you for your understanding.
Best regards,
The Team at [USER_HOME_CLUB_NAME]