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Automation Rule: User Contract Is Frozen

Updated

User Contract Is Frozen

This automation rule instantly notifies your internal teams whenever a member's contract is frozen. It ensures that your staff are always aware of a member's current account status, improving internal communication and coordination.

  • Keep your team informed: Automatically send an alert to your Reception and Management staff the moment a member's account is frozen.
  • Improve operational awareness: Ensure front-desk staff have the most up-to-date information, preventing confusion during member check-ins.
  • Save administrative time: Eliminate the need for managers to manually email or inform team members about account status changes.
  • Enhance record-keeping: Create a clear, automated communication trail regarding changes to a member's contract.

Before You Start

Follow these steps to set up the notification for when a member's contract is frozen.

  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 the rule (e.g., "Staff Alert - Member Frozen").
    • Select 'Notification' as the Action.
    • For the trigger, select 'User contract is frozen'.
  4. A new settings window will open. In the 'Action' section, choose how you want to notify your staff:
    • Email: Sends a formatted email. You'll need to enter a 'From email' and 'From name'.
    • SMS: Sends a text message (standard SMS costs apply).
    • Push notification: Sends a notification to staff members using the PerfectGym Go App.
  5. Under 'Notification Recipients', this rule is pre-configured to send alerts to the Reception and Managers groups associated with the member's home club.
  6. Optionally, you can set a specific time window for sending notifications or prevent sending multiple alerts for the same event.
  7. In the 'Notification Content' section, create the message that your staff will receive.

Tokens

Tokens are placeholders that automatically pull specific information into your message. You can use these tokens to give your staff all the details they need at a glance.

Member 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").
  • [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.

Freeze Tokens

  • [FREEZE_START_DATE]: The date the membership freeze begins.
  • [FREEZE_END_DATE]: The date the membership freeze ends.
  • [FREEZE_TYPE]: The reason for the freeze (e.g., "Medical", "Holiday").
  • [FREEZE_COMEBACK_DATE]: The date the membership becomes active again (the day after the freeze ends).

Outputs

Here is an example of an email notification that would be sent to your internal staff. 📧

Subject: Member Account Frozen: [USER_NAME] ([USER_NUMBER])

Message:

Hi Team,

This is an automated alert to inform you that a member's account has been frozen. Please see the details below.

Member Details:

  • Name: [USER_NAME]
  • Member ID: [USER_NUMBER]
  • Home Club: [USER_HOME_CLUB_NAME]

Freeze Information:

  • Reason: [FREEZE_TYPE]
  • Freeze Start Date: [FREEZE_START_DATE]
  • Freeze End Date: [FREEZE_END_DATE]

No action is required. This notification is for your information only.

Best regards,

[USER_HOME_CLUB_NAME]

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