Automation Rule: User booked facility

Automation Rule: User booked facility

This rule automatically sends a notification to a member the moment they book a facility, such as a squash court, swimming lane, or studio. It's designed to provide immediate confirmation and peace of mind, ensuring your members know their booking is secured.

• Send Instant Confirmations: Automatically email, SMS, or push-notify members with their booking details right after they make a reservation.
• Keep Members Informed: Provide all the essential information, including the facility name, date, and time, in one convenient message.
• Improve Member Experience: Reduce uncertainty and follow-up questions by confirming bookings instantly and professionally.

Before You Start

Follow these steps to set up the automated booking confirmation message.

1. Navigate to PGM -> Automation -> Automation Rules.
2. Click 'Add automation rule' to create a new rule.
3. In the pop-up window:
   • Name: Give your rule a unique name (e.g., "Facility Booking Confirmation Email").
   • Action: Select 'Notification'.
   • Event: Select 'User has booked a facility'.
4. A new settings window will open. Here, you can fine-tune the rule:
   • Conditions: You can add rules to control when this notification sends. For example, you could set a condition to only send notifications for bookings made for a specific facility type, like [CLUB_ZONE_TYPE_NAME] is "Tennis Court".
   • Action: Choose the notification type:
     • Email: Sends a formatted email. You'll need to enter a "From" email and name.
     • SMS: Sends a text message (standard SMS costs apply).
     • Push notification: Sends a notification to members using the club's mobile app.
   • Notification Recipients: Select 'User' to send the confirmation directly to the member who made the booking.
   • Time Settings (Optional): You can restrict notifications to send only within a specific time window (e.g., 9:00 AM to 8:00 PM).
   • Delay Notification (Optional): You can set a delay (in minutes, hours, or days) before the notification is sent.
   • Send notification not more often than (in days): Prevents sending too many messages to the same member in a short period.

Notification Content

This is where you'll create the message that gets sent to your members. You can use the Tokens listed below to automatically pull in specific details about the member and their booking.

For Email

1. Language: Select the language for your message.
2. Subject: Write the subject line for the email. Use tokens to make it personal! (e.g., "Your Booking Confirmation at [CLUB_NAME]").
3. Template: Design your email using the editor. You can use a pre-made template or create your own.

For SMS and Push Notifications

1. Language: Select the language for your message.
2. Message: Write a short, clear message for the notification. Remember to include key details using tokens.

Tokens

Tokens are placeholders that automatically insert specific information into your messages. Here are the tokens available for this rule.

User Tokens

• [USER_FIRST_NAME]: The member's first name (e.g., "Jane").
• [USER_LAST_NAME]: The member's last name (e.g., "Doe").
• [USER_NAME]: The member's full name (e.g., "Jane Doe").
• [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.

Facility Booking Tokens

• [CLUB_NAME]: The name of the club where the facility was booked.
• [CLUB_ZONE_NAME]: The specific area that was booked (e.g., "Tennis Court 1").
• [CLUB_ZONE_DESCRIPTION]: A description of the booked area.
• [CLUB_ZONE_TYPE_NAME]: The type of facility booked (e.g., "Squash Court").
• [FACILITY_BOOKING_START_DATE]: The start date of the booking.
• [FACILITY_BOOKING_END_DATE]: The end date of the booking.
• [FACILITY_BOOKING_START_TIME]: The start time of the booking.
• [FACILITY_BOOKING_END_DATE]: The end time of the booking.
• [FACILITY_BOOKING_SOURCE]: How the booking was made (e.g., "ClientPortal", "Web").
• [FACILITY_BOOKING_DEFINITION_RULE_NAME]: The name of the pricing or booking rule applied (e.g., "Peak Hours Rate").
• [FACILITY_BOOKINGS_SLOT_COUNT]: The number of slots or spaces reserved.
• [FACILITY_BOOKING_PRODUCT]: The specific product or service that was booked.
• [FACILITY_BOOKINGS_COUNT]: (New) The total number of separate facilities booked in one transaction. Useful for confirming multiple court bookings at once.
• [FACILITY_BOOKINGS]: (New) A special token that provides a list of all facilities booked in a single transaction. This is typically used in more advanced email templates to display a summary table.

Outputs: Example Email

Here is an example of an email you could create using these tokens.

Subject: Your Booking at [CLUB_ZONE_NAME] is Confirmed!

Message:

Hi [USER_FIRST_NAME],

Your booking is confirmed! We're looking forward to seeing you.

Here are the details of your reservation:

• Facility: [CLUB_ZONE_NAME] ([CLUB_ZONE_TYPE_NAME])
• Club: [CLUB_NAME]
• Date: [FACILITY_BOOKING_START_DATE]
• Time: [FACILITY_BOOKING_START_TIME] - [FACILITY_BOOKING_END_TIME]

Please remember to check in at the front desk upon arrival. If you need to cancel or change your booking, you can do so through the member portal.

See you soon!

Best regards,
The Team at [CLUB_NAME]