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Automation Rule: User has missed group's class

Updated

Automation Rule: User has missed group's class

This rule automatically sends a notification to members who are booked into a multi-session course or class group but did not attend a session. It's a great way to proactively manage attendance, remind members of their commitments, and keep them informed about their booking status.

  • Reduce No-Shows: Automatically notify members after a missed class, gently reminding them of their booking.
  • Keep Members Informed: Provide details about the missed class and clearly state when their next session is scheduled.
  • Automate Warnings: If you have an attendance policy, this rule can automatically warn members how many more classes they can miss before facing a penalty, like a booking block.
  • Improve Engagement: A helpful reminder can encourage members to attend their next class and stay committed to their course.

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., "Notification for Missed Swim Class").
    • Action: Select 'Notification'.
    • Event: Select 'Member missed a group 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 set a condition to only send a notification if [NUMBER_OF_CLASSES_MISSED_IN_ROW] is greater than 1.
  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. For this rule, you will typically send the notification to the User (the club member).
  7. In the Notification Content section, create the message that will be sent.
    • For Email, select a language, add a subject line, and design the email body. You can use the tokens listed below to automatically insert member and class details.
    • For SMS and Push notifications, select a language and write a concise message using the available tokens.

Available Information (Tokens)

You can use "tokens" to automatically pull specific information into your messages. Think of them as placeholders that get filled in with the right details for each member.

Member Information

  • [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_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 Group & Attendance Information

  • [GROUP_NAME]: The name of the course or group (e.g., "Swim Team - Level 2").
  • [GROUP_SEMESTER_NAME]: The name of the term the group belongs to (e.g., "Fall 2025").
  • [GROUP_START_DATE]: The first day of the course.
  • [GROUP_END_DATE]: The last day of the course.
  • [GROUP_START_TIME]: The start time of the class sessions in the group.
  • [GROUP_END_TIME]: The end time of the class sessions in the group.
  • [CLASS_NAME]: The name of the specific class that was missed (e.g., "Beginner Swimming").
  • [CLASS_CATEGORY]: The category of the class (e.g., "Aquatics").
  • [CLASS_CLUB_NAME]: The name of the club where the class is held.
  • [ACTIVITY_CATEGORY]: The general skill category for the class (e.g., "Swimming").
  • [ACTIVITY_LEVEL]: The skill level for the class (e.g., "Beginner").
  • [TRAINER_NAME]: The name of the assigned instructor for the group.
  • [NUMBER_OF_CLASSES_MISSED_IN_ROW]: The number of consecutive classes the member has missed.
  • [MISSED_CLASSES_LEFT_BEFORE_BLOCK]: Shows how many more classes the member can miss before their booking is blocked (if you have this policy set up).

Next Class Information

  • [NEXT_CLASS_NAME]: The name of the member's next upcoming class in the group.
  • [NEXT_CLASS_DAY_NAME]: The day of the week for the next class (e.g., "Wednesday").
  • [NEXT_CLASS_DATE]: The full date of the next class.
  • [NEXT_CLASS_TIME]: The start time of the next class.
  • [NEXT_CLASS_CLUB_ZONE_NAME]: The specific location of the next class (e.g., "Main Pool").
  • [NEXT_CLASS_INSTRUCTOR_NAME]: The instructor for the next class.

Example Output

Here is an example of an email that could be sent using this rule.

Subject: You missed your [CLASS_NAME] class today

Message:

Hi [USER_FIRST_NAME],

Our records show that you missed your [CLASS_NAME] class today, which is part of the [GROUP_NAME] course.

We understand things come up, but regular attendance is important to make progress. According to our attendance policy, you have [MISSED_CLASSES_LEFT_BEFORE_BLOCK] class absences remaining before your spot in the course is automatically cancelled.

Your next class is scheduled for:

Class: [NEXT_CLASS_NAME]
Date: [NEXT_CLASS_DATE] ([NEXT_CLASS_DAY_NAME])
Time: [NEXT_CLASS_TIME]
Instructor: [NEXT_CLASS_INSTRUCTOR_NAME]
Location: [NEXT_CLASS_CLUB_ZONE_NAME]

We look forward to seeing you there! If you can't make it, please remember to cancel your booking in advance.

Best regards,

The Team at [CLASS_CLUB_NAME]

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