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Automation Rule: Contract payment due

Updated

Contract payment due

This automation rule sends a reminder to a member when their contract payment becomes overdue. It helps you proactively manage and collect outstanding payments, reducing manual follow-up and improving your club's cash flow.

  • Automate Reminders: Automatically send notifications for overdue payments, saving your staff valuable time.
  • Improve Cash Flow: Gently prompt members to settle their outstanding balances, leading to faster payment collection.
  • Keep Families Informed: Has the option to automatically notify parents if a payment is overdue on their child's account.
  • Targeted Communication: Use conditions to send different messages based on how long a payment has been overdue.

Before You Start

  1. Navigate to PGM -> Automation -> Automation Rules.
  2. Press 'Add automation rule' to create a new rule.
  3. In the pop-up window:
    • Create a unique name for the Automation Centre Rule (e.g., "Overdue Payment Reminder - 7 Days").
    • Select 'Notification' as the Action.
    • Select 'Contract payment due' from the rule list.
  4. A new configuration window will open. Here you can add conditions to control when the notification is sent (for example, only trigger when [DAYS_OVERDUE] is greater than 7).
  5. Choose an Action:
    • Email: Send an email to the club member. Enter a 'From Email' and 'From Name'.
    • SMS: Send a text message (cost per SMS applies).
    • Push notification: Send a push notification to members who use the PG App.
  6. Select Notification Recipients:
    • This rule is designed to send notifications to the User (the club member) who has an overdue payment.
    • It can also automatically send notifications to Parents if the user is registered as a child in a family account.
  7. In Notification Content, create the message that will be sent. Use the tokens below to include specific details in your message.

Tokens

Use these tokens to personalize your notification with specific details about the member, their contract, and the overdue payment.

  • [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.
  • [USER_AGE]: The member's current age in years.
  • [USER_STREET]: The member's street address.
  • [USER_POSTAL_CODE]: The member's postal code.
  • [USER_CITY]: The member's city.
  • [USER_PARENT_FIRST_NAME]: The first name of the member's parent. (Only available if sending to parents).
  • [USER_PARENT_LAST_NAME]: The last name of the member's parent. (Only available if sending to parents).
  • [CONTRACT_START_DATE]: The date the member's contract began.
  • [CONTRACT_SIGN_UP_DATE]: The date the member originally signed up for the contract.
  • [CONTRACT_END_DATE]: The date the member's contract expires.
  • [PAYMENT_SOURCE]: The member's payment method for the contract (e.g., "CreditCard", "DirectDebit").
  • [PAYMENT_PLAN_NAME]: The name of the member's payment plan.
  • [PAYMENT_PLAN_PRICE]: The price of the member's payment plan.
  • [PAYMENT_PLAN_DESCRIPTION]: The description of the member's payment plan.
  • [AMOUNT_TO_PAY]: The total outstanding amount that is due.
  • [DAYS_OVERDUE]: The number of days the oldest unpaid transaction is overdue.
  • [CURRENT_DATE]: The current date.
  • [CLUB_EMAIL]: Your club's main email address.
  • [CLUB_PHONE]: Your club's main phone number.

Outputs

Here is an example of an email that could be sent to a member with an overdue payment.

Subject: Action Required: Your payment for [PAYMENT_PLAN_NAME] is overdue

Hi [USER_FIRST_NAME],

This is a friendly reminder that your payment for your [PAYMENT_PLAN_NAME] membership at [USER_HOME_CLUB_NAME] is now overdue.

Our records show an outstanding balance of [AMOUNT_TO_PAY], which is currently [DAYS_OVERDUE] days past the due date.

Member ID: [USER_NUMBER]
Contract Start Date: [CONTRACT_START_DATE]

Please make a payment at your earliest convenience to keep your account in good standing. You can do this at the front desk during your next visit or by calling us at [CLUB_PHONE].

If you have already made this payment, please disregard this notice. If you have any questions about your account, don't hesitate to contact us.

Thank you,

The Team at [USER_HOME_CLUB_NAME]
[CLUB_EMAIL]

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