Automation Rule: Contract Has Been Signed

Automation Rule: Contract Has Been Signed

Introduction

This rule automatically sends a notification with all relevant legal documents the moment a member digitally signs their contract. It is the final, crucial step in the onboarding process, ensuring a professional confirmation and providing both the member and your club with a complete digital record.

• Finalize Onboarding Professionally: Instantly send a confirmation message and all signed documents as soon as a member completes their signature.
• Deliver All Signed Agreements: Automatically attach not just the main contract, but also any Direct Debit or Credit Card payment agreements to the confirmation email.
• Keep Your Team in the Loop: Notify reception or managers that a new member has completed their sign-up process and all documents are signed.
• Create a Digital Paper Trail: Ensure both the member and the club have a secure, digital copy of all signed documents for their records, reducing paperwork.

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, "Send Signed Contract Documents".
   • Select 'Notification' as the Action.
   • Select the automation rule: Choose Contract has been signed from the list.
   • A new configuration window will open. This rule triggers for every signed contract; there are no specific conditions to add.

Action

Configure who receives the notification and how they receive it.

• Choose the notification type:
  • Email: Send a detailed confirmation with all legal documents attached. This is the recommended option.
  • SMS: Send a concise text message confirming the signature (standard SMS costs apply).
  • Push Notification: Send a confirmation 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 who just signed the contract).
  • 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 after the signature before sending.
  • 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., "Your Signed Documents from [CLUB_NAME]").
• Template: You can design your email using HTML.

For SMS and Push Notifications:

• Language: Select the language for the notification.
• Message: Write a concise message confirming the contract was signed successfully.

Available Tokens

You can use tokens to automatically insert specific member and contract details into your messages. For this rule, the standard User and Contract tokens are available.

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

Contract Tokens:

• [CONTRACT_START_DATE]: The date the member's contract begins.
• [CONTRACT_END_DATE]: The date the member's contract expires.
• [PAYMENT_PLAN_NAME]: The name 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 confirmation email you could create using this automation rule.

Subject: Your Signed Documents from [CLUB_NAME] are Ready

Hi [USER_FIRST_NAME],

Thank you for completing your sign-up process! We have successfully received your signed [PAYMENT_PLAN_NAME] agreement.

For your personal records, we have attached digital copies of all the documents you signed:

• Your Membership Contract
• Your Payment Agreement (Direct Debit / Credit Card)

Please save these attachments for future reference.

We are so excited to have you with us and look forward to seeing you at the club very soon!

Sincerely,
The Team at [CLUB_NAME]