Skip to main content

Automation Rule: Facility Booking Reminder

Automation Rule: Facility Booking Reminder

This rule automatically sends timely notifications to members relative to their facility booking's start time. It's the perfect tool for sending reminders before a booking to reduce no-shows or for sending follow-up messages like a thank-you note or a feedback request after the booking has ended.

  • Reduce No-Shows: Automatically send reminders to members hours or days before their scheduled booking.
  • Engage with Members Post-Booking: Send a follow-up message after a booking to thank the member or ask for feedback on their experience.
  • Flexible Timing: You have full control over when the message is sent—from minutes to days, either before or after the booking start time.
  • Improve Member Experience: Keep your members informed and prepared for their visit, enhancing their overall satisfaction.

Before You Start

Follow these steps to set up the automated booking reminder or follow-up 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., "24-Hour Tennis Court Reminder").
    • Action: Select 'Notification'.
    • Event: Select 'Facility booking reminder'.
  4. A new settings window will open. Because this is a time-based rule, you will see special timing options:
    • Send notification: This is the key setting for this rule.
      • Enter a number (e.g., 24).
      • Select a time unit from the dropdown: Minutes, Hours, or Days.
      • Select when to send it from the dropdown: Before the booking starts (for a reminder) or After the booking starts (for a follow-up).
    • Conditions: You can add rules to be more specific. For example, you could set a condition to only send reminders for a particular [CLUB_ZONE_TYPE_NAME], like "Squash 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 message to the member who made the booking.

Notification Content

This is where you'll create the reminder or follow-up message. Use the Tokens below to automatically include the specific details of the member's booking.

For Email
  1. Language: Select the language for your message.
  2. Subject: Write the subject line for the email (e.g., "Reminder: Your booking at [CLUB_NAME] is tomorrow").
  3. Template: Design your email using the editor.
For SMS and Push Notifications
  1. Language: Select the language for your message.
  2. Message: Write a short, clear reminder message.

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., "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_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 is booked.
  • [CLUB_ZONE_NAME]: The name of the specific area that was booked (e.g., "Tennis Court 3").
  • [CLUB_ZONE_DESCRIPTION]: A description of that specific area.
  • [CLUB_ZONE_TYPE_NAME]: The type of zone booked (e.g., "Squash Court").
  • [FACILITY_BOOKING_START_DATE]: The 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_TIME]: The end time of the booking.
  • [FACILITY_BOOKING_PRODUCT]: The specific product or service that was booked.

Outputs: Example Email

Here is an example of a reminder email you could set up to send 24 hours before a booking.

Subject: Friendly Reminder: Your booking for [CLUB_ZONE_NAME] is tomorrow!

Message:

Hi [USER_FIRST_NAME],

This is a friendly reminder about your upcoming booking at [CLUB_NAME].

Here are the details:

  • Facility: [CLUB_ZONE_NAME]
  • Date: [FACILITY_BOOKING_START_DATE]
  • Time: [FACILITY_BOOKING_START_TIME] - [FACILITY_BOOKING_END_TIME]

Please remember to check in at the front desk a few minutes before your scheduled time. If you need to make any changes, please do so through the member portal or by calling us directly.

We look forward to seeing you!

Best regards,

The Team at [CLUB_NAME]

Related articles