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Automation Rule: User Contract Has Been Created

Updated

Automation Rule: User Contract Has Been Created

Introduction

This rule automatically sends a notification the moment a new member contract is created in your system. It's the perfect way to kick off your member onboarding process, ensuring every new sign-up receives a professional welcome and their important documents instantly.

  • Welcome New Members: Instantly send a welcome message as soon as a contract is signed, making a great first impression.
  • Deliver Important Documents: Automatically attach the member's signed contract agreement directly to the welcome email for their records.
  • Keep Staff Informed: Notify reception staff about new member sign-ups in real-time so they are ready to greet them.
  • Personalize the Onboarding Experience: Use member and contract details to tailor your welcome communications.

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, follow these steps:
    • Create a unique name: For example, "New Member Welcome & Contract".
    • Select 'Notification' as the Action.
    • Select the automation rule: Choose User contract has been created from the list.
    • A new configuration window will open.
    • (Optional) Add Conditions: Restrict when this notification sends. For example, you can set a condition to only run when [NUMBER_OF_CONTRACTS] is equal to 1, to ensure this welcome message only goes to brand new members.

Action

Configure who receives the notification and how they receive it.

  • Choose the notification type:
    • Email: Send a detailed welcome email with the contract attached.
    • SMS: Send a concise welcome text message (standard SMS costs apply).
    • Push Notification: Send a welcome notification to members using the PerfectGym Go App.
  • Select Notification Recipients: Choose who should receive this notification. For this rule, you can send it to:
    • The User (the member who just signed the contract).
    • Reception
  • (Optional) Set a schedule:
    • Send notifications from (HH:MM) / to (HH:MM): Restrict sending to certain times of the day.
    • Delay Notification: Wait a specific amount of time before sending the message.
    • Send notification not more often than (in days): Prevent sending multiple messages.

Notification Content

This is where you create the actual message that will be sent.

For Email:

  • Language: Select the language for the notification.
  • Subject: Write the subject line for the email (e.g., "Welcome to [CLUB_NAME]! Your Contract is Attached").
  • Template: You can design your email using HTML for a professional look.

For SMS and Push Notifications:

  • Language: Select the language for the notification.
  • Message: Write a concise welcome message.

Available Tokens

You can use tokens to automatically insert specific member and contract details into your messages.

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_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.

Contract Tokens:

  • [CONTRACT_START_DATE]: The date the member's contract begins.
  • [CONTRACT_END_DATE]: The date the member's contract expires.
  • [PAYMENT_PLAN_NAME]: The name of the member's payment plan.
  • [CONTRACT_SIGNUP_SOURCE: The origin channel where the contract was created (e.g., "ClientPortal", "Kiosk"),
  • [CLUB_PHONE]: Your club's main phone number.
  • [CLUB_EMAIL]: Your club's main email address.
  • [CLUB_PHONE]: Your club's main phone number.

Contract Creation-Specific Token:

  • [NUMBER_OF_CONTRACTS]: The total number of contracts this member has ever had (e.g., a value of "1" means this is their very first contract).

Example Output

Here is an example of a welcome email you could create using this automation rule.

Subject: Welcome to [CLUB_NAME], [USER_FIRST_NAME]!

Hi [USER_FIRST_NAME],

On behalf of the entire team, welcome to [CLUB_NAME]! We are thrilled to have you join our community.

Your [PAYMENT_PLAN_NAME] membership is now active, and your contract is set to begin on [CONTRACT_START_DATE].

For your records, we have attached a digital copy of your signed contract agreement to this email.

If you have any questions before your first visit, please feel free to contact us at [CLUB_PHONE]. We can't wait to see you at the club!

Best regards,
The Team at [CLUB_NAME]

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