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Automation Rule: Assessment Has Been Scheduled

Updated

Assessment Has Been Scheduled

This automation rule instantly sends a confirmation message to a member as soon as their activity assessment has been scheduled. It's a great way to provide immediate reassurance and ensure members have all the correct details for their new appointment.

  • Provide Instant Confirmation: Give members peace of mind by immediately confirming their assessment booking.
  • Improve Member Preparedness: Ensure members receive the correct date, time, and location details right after scheduling.
  • Reduce Manual Follow-Up: Eliminate the need for your staff to send manual confirmation emails or messages.
  • Deliver a Professional Service: Start the member's assessment journey with a seamless and professional booking experience.

Before You Start

Follow these steps to set up a confirmation for a newly scheduled assessment.

  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 the rule (e.g., "New Assessment Confirmation").
    • Select 'Notification' as the Action.
    • For the trigger, select 'Assessment has been scheduled'.
  4. 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.
  5. Under 'Notification Recipients', this rule will send the confirmation directly to the member for whom the assessment was scheduled.
  6. In the 'Notification Content' section, create your confirmation message.

Tokens

Tokens are placeholders that automatically pull specific information into your message. Use them to give members all the details they need about their new appointment.

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_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 is scheduled for.
  • [LESSON_END_DATE]: The date the assessment is 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 a confirmation email you could create. 📧

Subject: Confirmed: Your [ACTIVITY_CATEGORY] assessment on [LESSON_START_DATE]

Message:

Hi [USER_FIRST_NAME],

You're all set! This email confirms your booking for an activity assessment at [USER_HOME_CLUB_NAME].

Here are the details for your records:

Appointment Details:

  • Activity: [ACTIVITY_CATEGORY] Assessment
  • Date: [LESSON_START_DATE]
  • Time: [LESSON_START_TIME]

We're looking forward to seeing you. If you have any questions before your session, please feel free to contact us at [CLUB_PHONE].

Best regards,
The Team at [USER_HOME_CLUB_NAME]

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