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Automation Rule: User Has Canceled Class

Updated

Automation Rule: User Has Canceled Class

This rule sends an automatic notification the moment a member cancels their booking for a class. It's an essential tool for providing immediate confirmation to the member and can also be used to alert your staff that a spot has become available in a previously full class.

  • Provide Instant Confirmation: Send an automated message to the member so they have peace of mind that their cancellation was processed successfully.
  • Manage Waitlists Efficiently: Automatically notify reception or instructors the moment a spot opens up, allowing them to contact members on the waitlist right away.
  • Maintain Clear Communication: Ensure both the member and your club have a clear, automated record of the cancellation, reducing potential disputes.
  • Save Staff Time: Automate the process of acknowledging cancellations and notifying relevant staff, freeing them up for other tasks.

Before You Start

Follow these steps to set up the notification rule.

  1. Navigate to PGM -> Automation -> Automation Rules.
  2. Press 'Add automation rule' to create a new rule.
  3. In the pop-up window:
    • Name: Create a unique name for the rule (e.g., "Class Cancellation Confirmation").
    • Action: Select 'Notification'.
    • Event: Select 'User has canceled class'.
  4. A new window will open. In the Conditions section, you can add rules to control when the notification is sent. For example, you could filter by [CLASS_NAME] to create different notifications for specific high-demand classes.
  5. In the Action section, choose how to send the message:
    • Email: Sends a formatted email. You will need to enter a "From email" and "From name".
    • SMS: Sends a text message to the member's mobile phone.
    • Push notification: Sends a notification to members using your club's mobile app.
  6. Under Notification Recipients, select who should receive the message. You can send a confirmation to the User (the member), and you could also set up a separate rule to notify staff like Instructors or Reception about the newly available spot.
  7. In the Notification Content section, create the message that will be sent.
    • For Email, select a language, add a subject line, and design a clear confirmation email using the available tokens.
    • For SMS and Push notifications, select a language and write a concise confirmation message.

Available Information (Tokens)

You can use "tokens" to automatically pull specific information about the member and the class they cancelled into your messages. This rule does not have any unique tokens; its power comes from combining the following standard details.

Member Information

  • [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.

Class Information

  • [CLASS_NAME]: The name of the class that was cancelled (e.g., "Yoga Flow", "HIIT Circuit").
  • [CLASS_CATEGORY]: The category of the class (e.g., "Cardio", "Mind & Body").
  • [CLASS_CLUB_NAME]: The name of the club where the class was scheduled.
  • [INSTRUCTOR_FIRST_NAME]: The first name of the assigned class instructor.
  • [INSTRUCTOR_LAST_NAME]: The last name of the assigned class instructor.
  • [INSTRUCTOR_LAST_NAME_INITIAL]: The first letter of the assigned class instructor’s name.
  • [CLUB_ZONE]: The specific area in the club where the class was to take place (e.g., "Studio 2").
  • [CLASS_DATE]: The date of the cancelled class.
  • [CLASS_START_TIME]: The start time of the cancelled class.
  • [CLASS_END_TIME]: The end time of the cancelled class.

Example Output

Here is an example of a confirmation email that could be sent to a member using this rule.

Subject: Your cancellation for [CLASS_NAME] is confirmed

Message:

Hi [USER_FIRST_NAME],

This is an automated message to confirm that you have successfully cancelled your booking for the following class:

  • Class: [CLASS_NAME]
  • Instructor: [INSTRUCTOR_FIRST_NAME], [INSTRUCTOR_LAST_NAME], [INSTRUCTOR_LAST_NAME_INITIAL] 
  • Date: [CLASS_DATE]
  • Time: [CLASS_START_TIME]

Your spot has now been released. Thank you for letting us know.

We hope to see you in another class soon!

Best regards,

The Team at [CLASS_CLUB_NAME]

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