Automation Rule: User Account Has Been Created

Automation Rule: User Account Has Been Created

Introduction

This rule automatically sends a notification the moment a new member's account is created in your system. This is your first and best opportunity to send a warm welcome, provide essential login details, and deliver initial documents.

• Welcome New Members Instantly: Automatically send a welcome message with account details the second a member's profile is created.
• Provide Login Information: Securely send new members their login username for the client portal or mobile app.
• Deliver Initial Documents: Attach the invoice for their first payment right to the welcome email.
• Keep Staff Informed: Notify reception or managers about every new account, ensuring a warm welcome on their first visit.

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 & Login Details".
   • Select 'Notification' as the Action.
   • Select the automation rule: Choose User account has been created from the list.
   • A new configuration window will open.
   • (Optional) Add Conditions: You can restrict when this notification sends. For example, you can set a condition to only run if [HAS_INVOICE] is "Yes" to ensure an invoice is always attached.

Action

Configure who receives the notification and how they receive it.

• Choose the notification type:
  • Email: Send a detailed welcome email with login details and an invoice attached. This is the recommended option.
  • 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 new member).
  • 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 after account creation 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 the subject line for the email (e.g., "Welcome to [CLUB_NAME]! Your Account Details are Inside").
• 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, contract, and account 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_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.

Account Creation-Specific Tokens:

• [LOGIN]: The member's username for the client portal or mobile app (this is usually their email address).
• [RECEIPT]: A summary of the initial sign-up transaction, including price and items purchased.
• [HAS_RECEIPT]: A simple "Yes" or "No" indicating if a receipt was generated during sign-up.
• [HAS_INVOICE]: A simple "Yes" or "No" indicating if an invoice was generated during sign-up.

Example Output

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

Subject: Welcome to [CLUB_NAME]! Here's How to Get Started.

Hi [USER_FIRST_NAME],

Welcome to the [CLUB_NAME] community! We are thrilled to have you join us and can't wait to support you on your fitness journey.

Your [PAYMENT_PLAN_NAME] membership is now active, starting from [CONTRACT_START_DATE].

To get the most out of your membership, you can log in to our client portal and mobile app using the details below:

• Login/Username: [LOGIN]
• Password: Please use the "Forgot Password" link on the login page to set your own secure password.

For your records, the invoice for your initial payment is attached to this email.

If you have any questions at all, please don't hesitate to ask our team at the front desk or call us on [CLUB_PHONE].

See you at the club!

Best regards,
The Team at [CLUB_NAME]