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Automation Rule: Automatic Contract Extension

Automation Rule: Automatic Contract Extension

Introduction

This rule automatically notifies members with rolling contracts before their membership is scheduled to automatically renew. It is designed to provide a transparent and professional heads-up, informing them of their upcoming renewal and detailing the new contract terms and payment information.

  • Increase Transparency: Proactively inform members about their upcoming automatic contract renewal, building trust and reducing surprises.
  • Communicate Key Details: Clearly state the new contract start date, commitment date, and payment amount.
  • Reduce Customer Service Queries: By providing clear information in advance, you can prevent member confusion and questions about renewal charges.
  • Automate Renewal Notices: Set up a simple, automated way to manage communications for all your rolling contracts.

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, "Upcoming Auto-Renewal Notice".
    • Select 'Notification' as the Action.
    • Select the automation rule: Choose Automatic contract extension from the list.
    • A new configuration window will open.
    • Set the Trigger Time: This rule is designed to run before the renewal date.
      • Enter the number of Days before the renewal you want the notification to be sent (e.g., enter "14" to send the notice two weeks in advance).
    • (Optional) Add Conditions: You can filter which renewals trigger this notice. For example, you can set a condition to only send it for a specific [NEW_CONTRACT_PAYMENT_PLAN_NAME].

Action

Configure who receives the notification and how they receive it.

  • Choose the notification type:
    • Email: Send a detailed email explaining the upcoming renewal.
    • SMS: Send a concise text message alert (standard SMS costs apply).
    • Push Notification: Send a renewal notice to members using the PerfectGym Go App.
  • Select Notification Recipients: This notification is designed to be sent directly to the User (the member whose contract is about to renew).
  • (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 (rarely used with the time-based trigger).
    • 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., "A Friendly Reminder About Your Upcoming Membership Renewal").
  • Template: You can design your email using HTML to clearly lay out the renewal details.

For SMS and Push Notifications:

  • Language: Select the language for the notification.
  • Message: Write a concise message about the upcoming renewal.

Available Tokens

You can use tokens to automatically insert details about the member's current contract and their upcoming renewed contract.

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

Current Contract Tokens:

  • [CONTRACT_END_DATE]: The end date of the member's current contract, before the renewal.
  • [PAYMENT_PLAN_NAME]: The name of the member's current payment plan.

Upcoming Renewal Tokens:

  • [NEW_CONTRACT_PAYMENT_PLAN_NAME]: The name of the new payment plan after renewal.
  • [NEW_CONTRACT_START_DATE]: The date the new, renewed contract period will begin.
  • [NEW_CONTRACT_COMMITMENT_DATE]: The end date of the new commitment period.
  • [NEW_CONTRACT_INTERVAL_NAME]: The payment frequency of the new contract (e.g., "Monthly").
  • [NEW_CONTRACT_INTERVAL_AMOUNT]: The price per payment interval for the new contract (e.g., the monthly price).
  • [NEW_CONTRACT_TOTAL_AMOUNT]: The total price of the new contract commitment period.

Example Output

Here is an example of an auto-renewal notice you could create (set to trigger 14 days before the renewal).

Subject: Your [CLUB_NAME] Membership Renewal is Coming Up

Hi [USER_FIRST_NAME],

This is a friendly reminder that your [PAYMENT_PLAN_NAME] membership is scheduled to automatically renew soon. We're so glad you're continuing your fitness journey with us!

Your current membership will end on [CONTRACT_END_DATE], and your new term will begin immediately after.

Here are the details of your upcoming renewal:

  • New Plan: [NEW_CONTRACT_PAYMENT_PLAN_NAME]
  • Next Term Start Date: [NEW_CONTRACT_START_DATE]
  • Next Commitment End Date: [NEW_CONTRACT_COMMITMENT_DATE]
  • Upcoming Payment: [NEW_CONTRACT_INTERVAL_AMOUNT] per [NEW_CONTRACT_INTERVAL_NAME]

No action is needed from you; your membership will roll over seamlessly. If you have any questions about your renewal, please contact us at [CLUB_PHONE] or visit the front desk.

We look forward to seeing you at the club!

Sincerely,
The Team at [CLUB_NAME]

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