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Automation Rule: User Enrolled to Classes Group

Automation Rule: User Enrolled to Classes Group

This rule automatically sends a notification to a member the moment they enroll in a multi-session course or class group. It's the perfect way to welcome them, confirm their registration, and provide all the essential details for their upcoming classes right away.

  • Welcome Members Instantly: Send a warm welcome message as soon as a member signs up for a course, making them feel valued.
  • Confirm Enrollment Details: Automatically provide important information like the start date, time, and location of their first class.
  • Provide Key Documents: Attach the member's contract agreement directly to the welcome email for their records.
  • Set Clear Expectations: Inform members about their class schedule and instructor, ensuring they are fully prepared.

Before You Start

Follow these steps to set up the notification rule.

  1. Navigate to PGM -> Automation -> Automation Rules.
  2. Press 'Add automation rule' to create a new rule.
  3. In the pop-up window:
    • Name: Create a unique name for the rule (e.g., "Welcome Email for Swim Course").
    • Action: Select 'Notification'.
    • Event: Select 'User enrolled to classes group'.
  4. A new window will open. In the Conditions section, you can add rules to control when the notification is sent. For example, you could use the [IS_USER_FIRST_ENROLLMENT] token to send a special message only to brand-new members.
  5. In the Action section, choose how to send the message:
    • Email: Sends a formatted email. You will need to enter a "From email" and "From name".
    • SMS: Sends a text message to the member's mobile phone.
    • Push notification: Sends a notification to members using your club's mobile app.
  6. Under Notification Recipients, select who should receive the message. For this rule, you will typically send the notification to the User (the club member).
  7. In the Notification Content section, create the message that will be sent.
    • For Email, select a language, add a subject line, and design the email body. You can use the tokens listed below to automatically insert member and class details.
    • For SMS and Push notifications, select a language and write a concise message using the available tokens.

Available Information (Tokens)

You can use "tokens" to automatically pull specific information into your messages. Think of them as placeholders that get filled in with the right details for each member.

Member Information

  • [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_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.

Class Group & Enrollment Information

  • [GROUP_NAME]: The name of the course or group (e.g., "Swim Team - Level 2").
  • [GROUP_SEMESTER_NAME]: The name of the term the group belongs to (e.g., "Fall 2025").
  • [GROUP_START_DATE]: The first day of the course.
  • [GROUP_END_DATE]: The last day of the course.
  • [GROUP_START_TIME]: The general start time of the class sessions in the group.
  • [GROUP_END_TIME]: The general end time of the class sessions in the group.
  • [CLASS_ACTIVITY_CATEGORY]: The general skill category for the class (e.g., "Swimming").
  • [CLASS_ACTIVITY_LEVEL]: The skill level for the class (e.g., "Beginner").
  • [CLASS_CLUB_NAME]: The name of the class club location.
  • [CURRENT_ACTIVITY_USER_LEVEL]: The member's current skill level for this activity.
  • [IS_USER_FIRST_ENROLLMENT]: Checks if this is the member's very first time enrolling in any class group at your club (True/False).
  • [IS_TRIAL_LESSON_USED]: Checks if the member has used a trial lesson for this enrollment (True/False).

Upcoming Class Details

  • [FIRST_CLASS_START_DATE]: The date of the very first class in the course.
  • [FIRST_CLASS_START_TIME]: The start time of the first class.
  • [SECOND_CLASS_START_DATE]: The date of the second class in the course.
  • [SECOND_CLASS_START_TIME]: The start time of the second class.
  • [FIRST_CLASS_CLUBZONE]: The specific location of the first class (e.g., "Main Pool").
  • [FIRST_CLASS_INSTRUCTOR_FIRSTNAME]: The first name of the instructor for the first class.
  • [FIRST_CLASS_INSTRUCTOR_LASTNAME]: The last name of the instructor for the first class.
  • [FIRST_CLASS_INSTRUCTOR_DESCRIPTION]: A brief description or bio of the instructor.

Example Output

Here is an example of an email that could be sent using this rule.

Subject: Welcome to [GROUP_NAME]! Your Enrollment is Confirmed

Message:

Hi [USER_FIRST_NAME],

Welcome aboard! You are now officially enrolled in the [GROUP_NAME] course at [CLASS_CLUB_NAME]. We are thrilled to have you join us.

Here are the details for your first class to get you started:

  • Date: [FIRST_CLASS_START_DATE]
  • Time: [FIRST_CLASS_START_TIME]
  • Location: [FIRST_CLASS_CLUBZONE]
  • Your Instructor: [FIRST_CLASS_INSTRUCTOR_FIRSTNAME] [FIRST_CLASS_INSTRUCTOR_LASTNAME]

Please arrive a few minutes early to get settled.

For your convenience, your contract agreement is attached to this email.

We can't wait to see you!

Best regards,

The Team at [CLASS_CLUB_NAME]

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