Assessment Due
This automation rule helps your members remember their upcoming activity assessments by sending them an automated reminder. It’s a simple and effective way to reduce no-shows, improve attendance, and ensure members are prepared for their scheduled sessions.
- Reduce Missed Appointments: Proactively remind members about their upcoming assessments to significantly increase attendance rates.
- Enhance Member Experience: Provide a helpful and professional service that makes members feel valued and well-informed.
- Automate Manual Work: Save your staff the time and effort of making manual reminder calls or sending individual emails.
- Customize Your Timing: Choose the perfect time to send the reminder, whether it's minutes, hours, or days before the scheduled assessment.
Before You Start
Follow these steps to set up a reminder for an upcoming activity assessment.
- Navigate to PGM > Automation > Automation Rules.
- Press 'Add automation rule' to create a new rule.
- In the pop-up window, follow these steps:
- Create a unique name for the rule (e.g., "Assessment Reminder - 24 Hours").
- Select 'Notification' as the Action.
- For the trigger, select 'Assessment due'.
- A new settings window will open. In the 'When to run rule' section, set when the reminder should be sent. You can choose a specific number of minutes, hours, or days before the assessment is scheduled.
- In the 'Action' section, choose how you want to notify the member:
- 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 members using the PerfectGym Go App.
- Under 'Notification Recipients', this rule will send the reminder directly to the member who has the assessment scheduled.
- In the 'Notification Content' section, create your friendly reminder message.
Tokens
Tokens are placeholders that automatically pull specific information into your message. Use them to give members all the details they need about their upcoming appointment.
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_HOME_CLUB_NAME]: The name of the member's primary gym location.
Activity Assessment Tokens
[ACTIVITY_CATEGORY]: The general category of the activity, like "Strength Training" or "Cardio".[USER_ACTIVITY_LEVEL]: The member's current skill level for that activity (e.g., "Beginner" or "Advanced").[CLASS_CATEGORY]: The specific category of the class or assessment, such as "Learn to Swim" or "Gymnastics".[LESSON_START_DATE]: The date the assessment is scheduled for.[LESSON_END_DATE]: The date the assessment is scheduled to finish.[LESSON_START_TIME]: The scheduled start time of the assessment.[LESSON_END_TIME]: The scheduled end time of the assessment.
Outputs
Here is an example of a reminder email you could create.
Subject: Friendly Reminder: Your Assessment is on [LESSON_START_DATE]
Message:
Hi [USER_FIRST_NAME],
This is a friendly reminder about your upcoming assessment at [USER_HOME_CLUB_NAME].
We look forward to seeing you!
Appointment Details:
- Activity:
[ACTIVITY_CATEGORY]Assessment - Date:
[LESSON_START_DATE] - Time:
[LESSON_START_TIME]
If you are unable to make your appointment or need to reschedule, please contact us at [CLUB_PHONE] as soon as possible.
See you soon,
The Team at [USER_HOME_CLUB_NAME]