Automation Rule: User Has Been Removed From Standby List

Automation Rule: User Has Been Removed From Standby List

This rule automatically sends a notification to a member when they are removed from a class standby list (waitlist). This provides a clear and immediate confirmation that they are no longer in line for a spot in that specific class.

• Confirm Waitlist Cancellation: Provide instant confirmation to members who cancel their own waitlist spot, so they know the action was successful.
• Maintain Accurate Records: Ensure both the member and your club have a clear record that the member is no longer on the waitlist for a class.
• Prevent Confusion: Avoid situations where a member might think they are still on a waitlist when they have been removed.
• Automate Communication: Save your staff time by automating the confirmation process for waitlist removals, improving operational efficiency.

Before You Start

Follow these steps to set up the notification rule.

1. Navigate to PGM -> Automation -> Automation Rules.
2. Press 'Add automation rule' to create a new rule.
3. In the pop-up window:
   • Name: Create a unique name for the rule (e.g., "Standby List Removal Confirmation").
   • Action: Select 'Notification'.
   • Event: Select 'User has been removed from standby list'.
4. A new window will open. In the Conditions section, you can add rules to control when the notification is sent, for example, by filtering for a specific [CLASS_NAME].
5. In the Action section, choose how to send the message:
   • Email: Sends a formatted email. You will need to enter a "From email" and "From name".
   • SMS: Sends a text message to the member's mobile phone.
   • Push notification: Sends a notification to members using your club's mobile app.
6. Under Notification Recipients, select who should receive the message. For this rule, you will send the notification to the User (the club member who was removed from the standby list).
7. In the Notification Content section, create the message that will be sent to the member.

Available Information (Tokens)

You can use "tokens" to automatically pull specific information about the member and the class they are no longer waitlisted for. This rule does not have any unique tokens; its value comes from combining the following standard details.

Member Information

• [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.

Class Information

• [CLASS_NAME]: The name of the class the member was on the standby list for (e.g., "Yoga Flow", "HIIT Circuit").
• [CLASS_CATEGORY]: The category of the class (e.g., "Cardio", "Mind & Body").
• [CLASS_CLUB_NAME]: The name of the club where the class will be held.
• [INSTRUCTOR_NAME]: The name of the class instructor.
• [CLUB_ZONE]: The specific area in the club where the class will take place (e.g., "Studio 2").
• [CLASS_DATE]: The date of the class.
• [CLASS_START_TIME]: The start time of the class.
• [CLASS_END_TIME]: The end time of the class.

Example Output

Here is an example of a confirmation email that could be sent to a member using this rule.

Subject: You've been removed from the standby list for [CLASS_NAME]

Message:

Hi [USER_FIRST_NAME],

This is a quick note to confirm that you have been removed from the standby list for the following class:

• Class: [CLASS_NAME]
• Instructor: [INSTRUCTOR_NAME]
• Date: [CLASS_DATE]
• Time: [CLASS_START_TIME]

You will no longer receive notifications if a spot opens up in this class.

We hope to see you in another class soon!

Best regards,

The Team at [CLASS_CLUB_NAME]