Automation Rule: Password Setting Requested

Automation Rule: Password Setting Requested

Introduction

This rule automatically sends a secure link to a new member, allowing them to set their password for the very first time. It is a key part of the new account creation process, ensuring members can securely access the client portal and mobile app.

• Securely Onboard New Members: Automatically send a unique, one-time link for new members to create their own password safely.
• Improve the Sign-up Experience: Provide a smooth and professional first interaction, allowing members to immediately set up their online account access.
• Enhance Account Security: Ensures that only the member can create their own password, eliminating the need for temporary passwords.
• Automate a Critical Setup Step: Save staff time and eliminate manual errors by automating the password creation process for every new account.

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 Password Setup".
   • Select 'Notification' as the Action.
   • Select the automation rule: Choose Password Setting Requested from the list.
   • A new configuration window will open. This rule triggers for every new account that needs a password; there are no specific conditions to add.

Action

Configure who receives the notification and how they receive it.

• Choose the notification type:
  • Email: This is the required method for this rule, as it sends a clickable link that is necessary for the password creation process.
• Select Notification Recipients: This notification is designed to be sent directly to the User (the new member who needs to set their password).
• (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 after the request before sending.
  • 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 a clear and direct subject line (e.g., "Set Your Password for [CLUB_NAME]").
• Template: Design your email using HTML. It is crucial to include the [SET_PASSWORD_LINK] token as a prominent, clickable button or link.

Available Tokens

You can use tokens to personalize the message and provide the unique password setup link.

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 where the setup link will be sent.
• [USER_HOME_CLUB_NAME]: The name of the member's primary gym location.

Contract Tokens:

• [PAYMENT_PLAN_NAME]: The name of the member's payment plan.

Password Setting Tokens:

• [SET_PASSWORD_TOKEN]: A unique security code embedded within the setup link.
• [SET_PASSWORD_LINK]: The unique, clickable link the member must press to go to the password creation page. This is the most important token for this rule.

Example Output

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

Subject: Set Your Password for [CLUB_NAME]

Hi [USER_FIRST_NAME],

Welcome! The final step to activating your online account for [USER_HOME_CLUB_NAME] is to create a secure password.

Please click the button below to set your password. For your security, this link is for one-time use only.

[SET_PASSWORD_LINK]

Once you have set your password, you will be able to log in to our client portal and mobile app to manage your bookings and membership.

If you did not sign up for an account with us, please disregard this email.

Thank you,
The Team at [USER_HOME_CLUB_NAME]