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Automation Rules: User account has been accepted

Updated

Automation Rule: User account has been accepted

Introduction

This rule automatically sends a welcome notification to new members the moment their account and contract are officially accepted. It's designed to streamline your onboarding process, ensuring every new member receives a timely, professional welcome along with their important documents.

  • Welcome Members Instantly: Automatically send a welcome email, SMS, or push notification as soon as a member's contract is finalized.
  • Deliver Key Documents: Automatically attach the member's signed contract agreement and their first invoice to the welcome email.
  • Keep Everyone Informed: Send notifications not just to the member, but also to reception, managers, or the member's legal guardian.
  • Personalize Your Messages: Use specific member and contract details to make every welcome message unique and professional.

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, "New Member Welcome Email".
    • Select 'Notification' as the Action.
    • Select the automation rule: Choose Account Accepted from the list.
    • A new configuration window will open.
    • (Optional) Add Conditions: You can restrict when this notification sends by using the tokens listed below. For instance, you could set a condition to only send notifications for contracts starting on a specific date.

Action

Configure who receives the notification and how they receive it.

  • Choose the notification type:
    • Email: Send a detailed welcome email.
    • SMS: Send a quick welcome text message (standard SMS costs apply).
    • Push Notification: Send a notification to members using the PerfectGym Go App.
  • Select Notification Recipients: Choose who should receive this notification. For this rule, you can send it to:
    • The User (the new club member).
    • Reception
    • Managers
    • Parents (the member's legal guardian, if applicable).
  • (Optional) Set a schedule:
    • Send notifications from (HH:MM) / to (HH:MM): Restrict sending to certain times of the day (e.g., only during business hours).
    • Delay Notification: Wait a specific amount of time before sending the message.
    • Send notification not more often than (in days): Prevent sending multiple messages to the same person within a set number of days.

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 the subject line for the email (e.g., "Welcome to [CLUB_NAME]!").
  • Template: You can design your email using HTML for a professional look and feel.

For SMS and Push Notifications:

  • Language: Select the language for the notification.
  • Message: Write a concise message for the text or push notification.

Available Tokens

You can use tokens to automatically insert specific member or contract details into your messages. This makes each notification personal and informative.

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_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.
  • [USER_AGE]: The member's current age in years.
  • [USER_PARENT_FIRST_NAME]: The first name of the member's parent. (Only available if sending to parents).
  • [USER_PARENT_LAST_NAME]: The last name of the member's parent. (Only available if sending to parents).

Contract Tokens:

  • [CONTRACT_START_DATE]: The date the member's contract begins.
  • [CONTRACT_END_DATE]: The date the member's contract expires.
  • [CONTRACT_PAYMENT_SOURCE]: The member's payment method for the contract (e.g., "CreditCard", "DirectDebit", "Cash").
  • [PAYMENT_PLAN_NAME]: The name of the member's payment plan.
  • [PAYMENT_PLAN_PRICE]: The price of the member's payment plan.
  • [PAYMENT_PLAN_DESCRIPTION]: The description of the member's payment plan.
  • [CLUB_EMAIL]: Your club's main email address.
  • [CLUB_PHONE]: Your club's main phone number.

Example Output

Here is an example of a welcome email you could create using this automation rule.

Subject: Welcome to [CLUB_NAME], [USER_FIRST_NAME]!

Hi [USER_FIRST_NAME],

Welcome to the [USER_HOME_CLUB_NAME] family! We are so excited to have you join our community.

Your membership is now active, and you can start using the facilities right away. Here are the key details of your membership for your records:

  • Membership Plan: [PAYMENT_PLAN_NAME]
  • Contract Start Date: [CONTRACT_START_DATE]
  • Home Club: [USER_HOME_CLUB_NAME]
  • Your Member ID: [USER_NUMBER]

For your convenience, we have attached a copy of your signed contract agreement and your first invoice to this email.

If you have any questions, please don't hesitate to contact us at [CLUB_PHONE] or reply to this email.

We look forward to seeing you at the club!

Best regards,
The Team at [USER_HOME_CLUB_NAME]

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