Automation Rule: Contract payment reminder

Automation Rule: Contract payment reminder

This automation rule sends a notification when a member's contract payment becomes overdue and is flagged for debt collection. It helps you automate the process of chasing significant debts, ensuring timely communication and improving your chances of recovering the funds.

• Automate Debt Collection: Automatically sends a notification as soon as a payment is marked for debt collection, saving you manual follow-up time.
• Improve Cash Flow: Helps you recover overdue membership fees more efficiently by promptly alerting members.
• Maintain Clear Communication: Keeps members informed about the status of their account and the seriousness of their overdue payment.

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:
   • Create a unique name for the rule.
   • Select 'Notification' as the Action.
   • Select 'Contract payment reminder' from the rule list.
4. A new configuration window will open. Here you can set the specific conditions for when the notification should be sent.
5. Choose an Action for the notification:
   • Email: Send an email to the club member. You'll need to enter a 'From Email' and 'From Name'.
   • SMS: Send a text message (standard SMS costs apply).
   • Push Notification: Send a push notification to members using the PerfectGym Go App.
6. In Notification Content, create the message that will be sent to the member. You can use the tokens listed below to personalize the message.

Tokens

Tokens are placeholders that automatically pull specific information about the member or their contract into your notification message.

• [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.
• [USER_AGE]: The member's current age in years.
• [CURRENT_DATE]: Current date
• [DAYS_OVERDUE]: Amount of days payment is overdue.
• [AMOUNT_TO_PAY]: Amount to pay
• [PAYMENT_GATE_LINK]: URL to payment gate for member to pay with payment provider as an online transaction.
• [PAYMENT_PLAN_NAME]: The name of the member's payment plan.

Outputs

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

Subject: Urgent: Your Account with [USER_HOME_CLUB_NAME] is Overdue

Hi [USER_FIRST_NAME],

This is an important notification regarding your [PAYMENT_PLAN_NAME] membership at [USER_HOME_CLUB_NAME].

Our records show that your recent contract payment has failed and your account is now seriously overdue. As we have not received payment after previous reminders, your account has been flagged for our debt collection process.

Contract Start Date: [CONTRACT_START_DATE]
Member Number: [USER_NUMBER]

To avoid further action and additional fees, please settle your outstanding balance immediately. You can make a payment at the front desk or pay by clicking link below.

[PAYMENT_GATE_LINK]

If you believe this message was sent in error or wish to discuss your account, please contact us right away.

Sincerely,

The Team @ [USER_HOME_CLUB_NAME]