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Automation Rule: User Contract Has Been Canceled

Updated

Automation Rule: User Contract Has Been Canceled

Introduction

This rule automatically sends a notification when a member's contract is officially cancelled in the system. It helps you manage the end of a member's journey professionally by confirming the cancellation and keeping your internal teams informed.

  • Confirm Cancellations Professionally: Automatically send a confirmation email or SMS to the member, letting them know their cancellation has been successfully processed.
  • Keep Staff Updated: Instantly notify managers or reception staff when a member's contract has ended.
  • Provide Important Details: Include key information in the notification, such as the final cancellation date and a list of any outstanding payments.
  • Reduce Manual Work: Automate the cancellation communication process to ensure every member receives a consistent and timely confirmation.

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, "Contract Cancellation Confirmation".
    • Select 'Notification' as the Action.
    • Select the automation rule: Choose User contract has been canceled from the list.
    • A new configuration window will open.
    • (Optional) Add Conditions: You can restrict when this notification sends. For example, you can set a condition based on the [CONTRACT_CANCEL_DATE] to trigger actions for contracts ending in a specific month.

Action

Configure who receives the notification and how they receive it.

  • Choose the notification type:
    • Email: Send a detailed confirmation email.
    • SMS: Send a concise 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 member whose contract was cancelled).
    • Reception
    • Managers
  • (Optional) Set a schedule:
    • Send notifications from (HH:MM) / to (HH:MM): Restrict sending to certain times of the day.
    • Delay Notification: Wait a specific amount of time before sending the message.
    • Send notification not more often than (in days): Prevent sending multiple messages.

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., "Confirmation of Your Membership Cancellation").
  • Template: You can design your email using HTML for a professional look.

For SMS and Push Notifications:

  • Language: Select the language for the notification.
  • Message: Write a concise message confirming the cancellation.

Available Tokens

You can use tokens to automatically insert specific member and contract details into your messages.

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_HOME_CLUB_NAME]: The name of the member's primary gym location.

Contract Tokens:

  • [CONTRACT_START_DATE]: The date the member's contract began.
  • [CONTRACT_END_DATE]: The original expiration date of the member's contract.
  • [PAYMENT_PLAN_NAME]: The name of the member's payment plan.

Cancellation-Specific Tokens:

  • [CONTRACT_CANCEL_DATE]: The official date that the contract cancellation takes effect.
  • [USER_BIRTH_DATE]: The member's date of birth.
  • [PERSONAL_ID_NUMBER]: The member's personal ID number on file.
  • [USER_HOME_ADDRESS]: The member's full home address.
  • [USER_PENDING_PAYMENTS]: A list of any unpaid bills or outstanding charges on the member's account.

Example Output

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

Subject: Confirmation of Your Membership Cancellation at [CLUB_NAME]

Hi [USER_FIRST_NAME],

This email is to confirm that your request to cancel your [PAYMENT_PLAN_NAME] membership has been processed.

Your membership will remain active until [CONTRACT_END_DATE]. You are welcome to use the club facilities as normal until this date.

We've enjoyed having you as part of our community and are sorry to see you go. If you change your mind, we would be delighted to welcome you back at any time.

Outstanding Balance:
Please note, our records show the following outstanding payments on your account:
[USER_PENDING_PAYMENTS]

Please settle this balance at your earliest convenience by visiting the front desk or contacting us at [CLUB_PHONE].

We wish you all the best.

Sincerely,
The Team at [CLUB_NAME]

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