Automation Rule: User has left a group

Automation Rule: User has left a group

This rule automatically sends a notification when a member cancels their enrollment from a multi-session course or class group. It serves as an immediate confirmation for the member and can also alert your staff that a spot has become available.

• Provide Instant Confirmation: Automatically send a message to the member confirming their withdrawal from the course, preventing any confusion.
• Alert Your Staff: Notify instructors or reception the moment a spot opens up, allowing you to manage waitlists and fill the vacancy quickly.
• Maintain Clear Records: Ensure both the member and your club have a record of the cancellation, improving communication and service.
• Offer Further Assistance: Use the notification to provide helpful next steps, such as a link to browse other available courses.

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., "Confirmation of Course Cancellation").
   • Action: Select 'Notification'.
   • Event: Select 'User signed out from classes group'.
4. A new window will open. You can use the Conditions section to control when the notification is sent, using the tokens below. For instance, you could filter by [CLASS_CATEGORY] to create different messages for different types of courses.
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. You can send a confirmation to the User (the member), and you could set up a separate rule to notify staff like Instructors or Reception.
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 using the available tokens.
   • For SMS and Push notifications, select a language and write a concise message.

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 cancellation.

Member Information

• [USER_FIRST_NAME]: The member's first name (e.g., "Jane").
• [USER_LAST_NAME]: The member's last name (e.g., "Doe").
• [USER_NAME]: The member's full name (e.g., "Jane Doe").
• [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.

Class Group Information

• [GROUP_NAME]: The name of the course or group the member signed out from (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 start time of the class sessions in the group.
• [GROUP_END_TIME]: The end time of the class sessions in the group.
• [TRAINER_NAME]: The name of the assigned instructor for the group.
• [CLASS_CATEGORY]: The category of the class (e.g., "Aquatics", "Gymnastics").
• [CLASS_CLUB_NAME]: The name of the club where the group's classes are held.

Example Output

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

Subject: Confirmation of your withdrawal from [GROUP_NAME]

Message:

Hi [USER_FIRST_NAME],

This email confirms that you have successfully withdrawn from the [GROUP_NAME] course for the [GROUP_SEMESTER_NAME] term.

Your spot has now been made available to other members. You will no longer be billed for this course, and it has been removed from your schedule.

If you have cancelled in error or wish to browse other courses, please visit our member portal or contact us at the front desk.

We're sorry to see you go and hope to see you in another class soon!

Best regards,

The Team at [CLASS_CLUB_NAME]