Automation Rule: Terminal transaction was made

This automation rule sends a digital confirmation to a member immediately after a transaction is made using a payment terminal (card machine) at your club. It provides a convenient, paperless alternative to printed slips for both successful and failed card payments, with the official terminal confirmation attached.

Offer Digital Confirmations: Automatically email members a digital copy of their terminal transaction slip, reducing paper waste and enhancing convenience.
Instant Payment Notifications: Immediately inform members whether their card payment was successful or declined right at the point of sale.
Improve Record-Keeping: Provide a clear digital trail of in-club card payments for both your members and your business.
Keep Everyone Updated: Send transaction confirmations not only to the member but also to parents or reception staff for complete transparency.

Before You Start

Navigate to PGM -> Automation -> Automation Rules.
Press 'Add automation rule' to create a new rule.
In the pop-up window:
- Create a unique name for the Automation Centre Rule.
- Select 'Notification' as the Action. To use the attachment feature, you must choose Email.
- Select 'Terminal transaction was made' from the rule list.
A new configuration window will open. Add conditions to target specific outcomes. The [TRANSACTION_SUCCESSFUL] token is key here:
- For successful payments: Add a condition where [TRANSACTION_SUCCESSFUL] is equal to True.
- For failed payments: Create a separate rule and add a condition where [TRANSACTION_SUCCESSFUL] is equal to False.
Select Notification Recipients: This rule can send notifications to the User, their Parents, and your club's Reception team.
In Notification Content, create the email message that will accompany the attached confirmation slip.

Tokens

Use these tokens to create a detailed summary of the terminal transaction.

[USER_FIRST_NAME]: The member's first name.
[USER_LAST_NAME]: The member's last name.
[USER_NAME]: The member's full name.
[USER_NUMBER]: The member's unique ID number.
[TRANSACTION_CLUB_NAME]: The name of the club where the transaction occurred.
[TRANSACTION_CLUB_EMAIL]: The email address of the transaction club.
[TRANSACTION_CLUB_NUMBER]: The phone number of the transaction club.
[TOTAL_AMOUNT]: The total value of the transaction.
[RECEIPT_NUMBER]: The unique number for the payment receipt.
[CARD_PUBLIC_NUMBER]: The masked card number (e.g., ****-1234).
[CARD_TYPE]: The type of card used (e.g., "Visa", "Mastercard").
[TRANSACTION_SOURCE]: Where the transaction was initiated (e.g., "POS").
[CONFIRMATION_PRINT_TIME]: The time the transaction confirmation was generated.
[TRANSACTION_SUCCESSFUL]: A true/false value indicating if the payment was approved. This is essential for setting conditions.

Outputs

Here are two examples of how this rule can be used with conditions.

Example 1: Successful Transaction Confirmation

(using condition [TRANSACTION_SUCCESSFUL] is True)

Subject: Your Payment Confirmation from [TRANSACTION_CLUB_NAME]

Hi [USER_FIRST_NAME],

Thank you for your payment of [TOTAL_AMOUNT] made with your card ending in [CARD_PUBLIC_NUMBER].

Your transaction was successful. A digital copy of your payment terminal confirmation is attached to this email for your records.

We appreciate your business!

Sincerely,
The Team at [TRANSACTION_CLUB_NAME]

Example 2: Failed Transaction Alert

(using condition [TRANSACTION_SUCCESSFUL] is False)

Subject: Important: Your card payment at [TRANSACTION_CLUB_NAME] was declined

Hi [USER_FIRST_NAME],

This is an alert to inform you that your recent card payment of [TOTAL_AMOUNT] at our terminal was declined.

Please see the attached transaction slip for any details provided by the card issuer. You may need to try a different card or contact your bank.

If you have any questions, please speak with our reception team.

Regards,
The Team at [TRANSACTION_CLUB_NAME]