Automation Rule: Facility Booking Has Been Edited

Automation Rule: Facility Booking Has Been Edited

This rule automatically sends a notification whenever a change is made to a member's facility booking. It ensures that everyone involved, from the member to your front desk staff, is immediately aware of updates to reservations, preventing confusion and miscommunication.

• Instantly Communicate Changes: Automatically notify members, their parents, or your staff the moment a booking is modified.
• Provide Total Clarity: Clearly show both the original (_BEFORE) and updated (_AFTER) details of the booking so there is no confusion about what has changed.
• Reduce Manual Follow-Up: Eliminate the need for phone calls or manual emails to confirm booking adjustments.
• Improve Member Confidence: Keep your members well-informed and confident about their booking details.

Before You Start

Follow these steps to set up the automated booking modification message.

1. Navigate to PGM -> Automation -> Automation Rules.
2. Click 'Add automation rule' to create a new rule.
3. In the pop-up window:
   • Name: Give your rule a unique name (e.g., "Facility Booking Change Alert").
   • Action: Select 'Notification'.
   • Event: Select 'Facility booking has been edited'.
4. A new settings window will open. Here, you can fine-tune the rule:
   • Conditions: You can add rules to control when this notification sends. For example, you could set a condition to only notify members if the booking date changes ([FACILITY_BOOKING_START_DATE_BEFORE] is not equal to [FACILITY_BOOKING_START_DATE_AFTER]).
   • Action: Choose the notification type:
     • Email: Sends a formatted email. You'll need to enter a "From" email and name.
     • SMS: Sends a text message (standard SMS costs apply).
     • Push notification: Sends a notification to members using the club's mobile app.
   • Notification Recipients: Select who should receive the update. Options include:
     • User: The member who owns the booking.
     • Parents: The parents associated with the member's account.
     • Reception: Your club's front desk or reception staff.
   • Time Settings (Optional): You can restrict notifications to send only within a specific time window.
   • Delay Notification (Optional): Set a delay (in minutes, hours, or days) before the notification is sent.
   • Send notification not more often than (in days): Prevents sending too many messages in a short period.

Notification Content

This is where you'll create the message that gets sent. Use the Tokens below to show exactly what was changed in the booking.

For Email

1. Language: Select the language for your message.
2. Subject: Write the subject line for the email (e.g., "Update to your booking for [CLUB_ZONE_NAME_AFTER]").
3. Template: Design your email using the editor.

For SMS and Push Notifications

1. Language: Select the language for your message.
2. Message: Write a short, clear message for the notification.

Tokens

Tokens are placeholders that automatically insert specific information into your messages. This rule is special because it includes tokens to show the booking details before and after the change.

User Tokens

• [USER_FIRST_NAME]: The member's first name.
• [USER_LAST_NAME]: The member's last name.
• [USER_NAME]: The member's full name.
• [USER_NUMBER]: The member's unique ID number.
• [USER_NUMBER_QRCODE]: A scannable QR code of the member's ID.
• [USER_HOME_CLUB_NAME]: The name of the member's primary club.
• [USER_PARENT_FIRST_NAME]: The first name of the member's parent (only if sending to parents).
• [USER_PARENT_LAST_NAME]: The last name of the member's parent (only if sending to parents).

Booking Change Tokens

• [EDITED_FACILITY_BOOKINGS_COUNT]: The total number of bookings that were edited in a single action.
• [CLUB_NAME]: The name of the club where the booking is located.
• [CLUB_ZONE_TYPE_NAME]: The type of facility booked (e.g., "Tennis Court").
• [CLUB_ZONE_NAME_BEFORE]: The original name of the facility that was booked.
• [CLUB_ZONE_NAME_AFTER]: The new name of the facility that is now booked.
• [FACILITY_BOOKING_START_DATE_BEFORE]: The original start date of the booking.
• [FACILITY_BOOKING_START_DATE_AFTER]: The new start date of the booking.
• [FACILITY_BOOKING_END_DATE_BEFORE]: The original end date of the booking.
• [FACILITY_BOOKING_END_DATE_AFTER]: The new end date of the booking.
• [FACILITY_BOOKING_START_TIME_BEFORE]: The original start time of the booking.
• [FACILITY_BOOKING_START_TIME_AFTER]: The new start time of the booking.
• [FACILITY_BOOKING_END_TIME_BEFORE]: The original end time of the booking.
• [FACILITY_BOOKING_END_TIME_AFTER]: The new end time of the booking.
• [FACILITY_BOOKING_SOURCE]: How the booking was made (e.g., "ClientPortal").
• [FACILITY_BOOKING_DEFINITION_RULE_NAME]: The name of the pricing or booking rule applied.

Outputs: Example Email

Here is an example of an email you could create to clearly communicate a change to a member.

Subject: An update has been made to your booking at [CLUB_NAME]

Message:

Hi [USER_FIRST_NAME],

This is a confirmation that your facility booking has been successfully updated. Please review the changes below.

Original Details:

• Facility: [CLUB_ZONE_NAME_BEFORE]
• Date: [FACILITY_BOOKING_START_DATE_BEFORE]
• Time: [FACILITY_BOOKING_START_TIME_BEFORE] - [FACILITY_BOOKING_END_TIME_BEFORE]

New Details:

• Facility: [CLUB_ZONE_NAME_AFTER]
• Date: [FACILITY_BOOKING_START_DATE_AFTER]
• Time: [FACILITY_BOOKING_START_TIME_AFTER] - [FACILITY_BOOKING_END_TIME_AFTER]

Your reservation is confirmed with the new details. If you did not request this change or have any questions, please contact our front desk immediately.

We look forward to seeing you!

Best regards,

The Team at [CLUB_NAME]