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Automation Rule: User Contract Has Ended

Updated

Automation Rule: User Contract Has Ended

Introduction

This rule automatically sends notifications before or after a member's contract expires. It's the perfect tool for proactively managing renewals and communicating with members at this critical point in their lifecycle.

  • Prevent Member Churn: Send automated reminders to members a set number of days before their contract expires, encouraging them to renew.
  • Maintain Good Relationships: Automatically send a "sorry to see you go" message a few days after a contract ends to leave a positive final impression.
  • Keep Staff Informed: Notify managers or reception about upcoming contract expirations so they can personally connect with at-risk members.
  • Automate Key Communications: Save time and ensure no one slips through the cracks by automating your contract-end 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, "Contract Expiry Renewal Reminder".
    • Select 'Notification' as the Action.
    • Select the automation rule: Choose User contract has ended from the list.
    • A new configuration window will open.
    • Set the Trigger Time: This is the most important step for this rule. Choose when the notification should be sent in relation to the contract's end date.
      • Direction: Select Before to send a renewal reminder, or After to send a follow-up message.
      • Time Value: Enter the number of Days before or after the end date (e.g., enter "7" to trigger the rule 7 days before the contract ends).
    • (Optional) Add Conditions: You can further restrict the notification. For example, you could add a condition to only send reminders to members where their [TOTAL_CLUB_VISITS_COUNT] is higher than 20.

Action

Configure who receives the notification and how they receive it.

  • Choose the notification type:
    • Email: Send a detailed renewal reminder or follow-up email.
    • SMS: Send a concise text message (standard SMS costs apply).
    • Push Notification: Send a 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 whose contract is ending).
    • Reception
    • Managers
  • (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 (rarely used with the time-based trigger).
    • 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., "Your Membership is Expiring Soon!").
  • 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 message about the contract ending.

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_HOME_CLUB_NAME]: The name of the member's primary gym location.

Contract Tokens:

  • [CONTRACT_START_DATE]: The date the member's contract began.
  • [CONTRACT_END_DATE]: The date the member's contract is set to expire.
  • [PAYMENT_PLAN_NAME]: The name of the member's payment plan.
  • [CLUB_EMAIL]: Your club's main email address.
  • [CLUB_PHONE]: Your club's main phone number.

Contract End-Specific Token:

  • [TOTAL_CLUB_VISITS_COUNT]: The total number of times the member has visited the club throughout their contract.

Example Output

Here is an example of a renewal reminder email you could create (set to trigger 7 days before the contract end date).

Subject: Don't let your progress stop, [USER_FIRST_NAME]!

Hi [USER_FIRST_NAME],

We're writing to let you know that your [PAYMENT_PLAN_NAME] membership is scheduled to end soon on [CONTRACT_END_DATE].

You've been such a valued member of our community, and with [TOTAL_CLUB_VISITS_COUNT] visits under your belt, we'd hate to see your fitness journey interrupted.

Let's keep the momentum going! To renew your membership or explore new options, simply visit our front desk or click the link below.

[Renew Your Membership Now]

If you have any questions, please don't hesitate to speak with our team or contact us at [CLUB_PHONE].

We hope to see you at the club for a long time to come!

Best regards,
The Team at [CLUB_NAME]

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