Automation Rule: Class Booking Cancelled After Not Being Paid

Automation Rule: Class Booking Cancelled After Not Being Paid

This rule automatically notifies a member when their class booking is cancelled because it was not paid for within the required time frame. It helps you maintain a fair booking system by freeing up unpaid spots for other members and clearly communicates the cancellation to the affected member.

• Ensure Fair Booking Access: Automatically release unpaid class spots, giving other paying members a chance to book.
• Inform Members Clearly: Instantly notify the member why their booking was cancelled, preventing confusion and frustration.
• Automate Booking Management: Eliminate the need for your staff to manually monitor and cancel unpaid class reservations.
• Reinforce Payment Policies: This automated action gently reminds members of your payment requirements for future bookings.

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., "Unpaid Class Cancellation Notice").
   • Action: Select 'Notification'.
   • Event: Select 'Class booking cancelled after not being paid'.
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 filter by [CLASS_CATEGORY] to customize the message for high-demand class types.
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 send the notification to the User (the club member whose booking was cancelled).
7. In the Notification Content section, create the message that will be sent.
   • For Email, select a language, add a subject line, and design an informative email 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 details about the member and the cancelled booking into your messages.

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_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 Information

• [CLASS_NAME]: The name of the class that was cancelled (e.g., "Yoga Flow", "HIIT Circuit").
• [CLASS_CATEGORY]: The category of the class (e.g., "Cardio", "Mind & Body").
• [CLASS_CLUB_NAME]: The name of the club where the class was scheduled.
• [INSTRUCTOR_NAME]: The name of the class instructor.
• [CLUB_ZONE]: The specific area in the club where the class was to take place (e.g., "Studio 2").
• [CLASS_DATE]: The date of the cancelled class.
• [CLASS_START_TIME]: The start time of the cancelled class.
• [CLASS_END_TIME]: The end time of the cancelled class.

Booking & Payment Information

• [BOOKING_CREATED_TIME_ZONED]: The exact time the original booking was made.
• [MAX_AVAILABLE_TIME_FOR_PAYMENT_IN_MINUTES]: The time limit in minutes that the member had to complete the payment.

Example Output

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

Subject: Your booking for [CLASS_NAME] has been cancelled

Message:

Hi [USER_FIRST_NAME],

This is an automated notification to inform you that your booking for the class listed below has been cancelled.

• Class: [CLASS_NAME]
• Date: [CLASS_DATE]
• Time: [CLASS_START_TIME]

The cancellation occurred because the booking, made at [BOOKING_CREATED_TIME_ZONED], was not paid for within the required [MAX_AVAILABLE_TIME_FOR_PAYMENT_IN_MINUTES] minute timeframe. To ensure fair access for all members, reservations must be confirmed with payment to be secured.

The spot you booked is now available again for others. If you still wish to attend, you will need to make a new booking and complete the payment to confirm your place.

If you believe this cancellation was in error, please contact our front desk.

Best regards,

The Team at [CLASS_CLUB_NAME]