Automation Rule: Class Has Been Canceled

Automation Rule: Class Has Been Canceled

This rule automatically notifies everyone affected when a class is canceled from the schedule by your club. It is an essential tool for ensuring that all booked members, their parents (if applicable), and relevant staff are informed about the cancellation promptly and efficiently.

• Inform Everyone at Once: Automatically send a single cancellation notice to all booked members, the class instructor, and even parents of child members.
• Prevent Inconvenience: Ensure that no one travels to your club for a class that is no longer happening, which greatly improves the member experience.
• Save Administrative Time: Eliminate the critical and time-consuming task of manually contacting every person affected by a last-minute cancellation.
• Maintain Professional Communication: Handle schedule changes with clear, consistent, and timely communication, building trust with your members.

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 Alert").
   • Action: Select 'Notification'.
   • Event: Select 'Class has been canceled'.
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_CATEGORY] to create different messages for different types of 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 recipient's mobile phone.
   • Push notification: Sends a notification to recipients using your club's mobile app.
6. Under Notification Recipients, select who should receive the message. This rule is powerful because you can notify multiple groups at once:
   • Users: All members who were booked into the class.
   • Parents: The parents of any child members who were booked into the class.
   • Instructors: The instructor assigned to the class.
   • Managers: Your club's managers.
   • Reception: Your club's front desk.
7. In the Notification Content section, create the message that will be sent to the selected groups. Use the tokens below to ensure the message is relevant to each recipient.

Available Information (Tokens)

You can use "tokens" to automatically pull specific information into your messages. These tokens are designed to personalize the message for each person receiving it.

Recipient Information

These tokens change dynamically depending on who is receiving the message (a member, instructor, parent, etc.).

• [RECIPIENT_FIRST_NAME]: The first name of the person receiving the notification.
• [RECIPIENT_LAST_NAME]: The last name of the person receiving the notification.
• [RECIPIENT_NAME]: The full name of the person receiving the notification.

Cancelled 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 full 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.

Parent/Child Information (For Parent Notifications)

Use these tokens when sending notifications to the Parents group. They will be blank for all other recipients.

• [RECIPIENT_CHILD_FIRST_NAME]: The first name of the child who was booked into the class.
• [RECIPIENT_CHILD_LAST_NAME]: The last name of the child who was booked into the class.

Example Output

Here is an example of an email that could be sent to members and parents using this rule.

Subject: Important: Your [CLASS_NAME] class on [CLASS_DATE] has been cancelled

Message:

Hi [RECIPIENT_FIRST_NAME],

Please note that the following class has been cancelled:

• Class: [CLASS_NAME]
• Instructor: [INSTRUCTOR_NAME]
• Date: [CLASS_DATE]
• Time: [CLASS_START_TIME]
• Location: [CLUB_ZONE] at [CLASS_CLUB_NAME]

We sincerely apologize for any inconvenience this may cause. Your account has not been charged, and any credits used have been returned.

Please check the class schedule for alternative options.

Best regards,

The Team at [CLASS_CLUB_NAME]