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Automation Rule: Receipt transaction was made

Updated

Automation Rule: Receipt transaction was made

This automation rule automatically sends a detailed notification with an official receipt attached every time a member completes a transaction. It's the perfect way to provide professional, paperless receipts for any purchase made at the club.

  • Provide instant, paperless receipts by automatically emailing them to members after a purchase.
  • Enhance professionalism and member trust with detailed transaction confirmations.
  • Improve record-keeping for both the member and the club.
  • Keep everyone informed by sending transaction details to members, parents, and reception staff.

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 Automation Centre Rule (e.g., "Email Purchase Receipt").
    • Select 'Notification' as the Action.
    • Select 'Receipt transaction was made' from the rule list.
  4. A new configuration window will open. The key feature of this rule is the ability to attach a receipt, so the Email action is strongly recommended.
  5. Select Notification Recipients: This rule is highly flexible and can send notifications to the User (the member), their Parents, and your club's Reception staff.
  6. In Notification Content, create the email message that will accompany the receipt.

Tokens

Use these tokens to create a comprehensive transaction summary in your notification.

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.
  • [USER_HOME_CLUB_EMAIL]: The email address of the member's home club.
  • [USER_HOME_CLUB_NUMBER]: The phone number of the member's home club.

Transaction Information

  • [TOTAL_AMOUNT]: The total value of the transaction.
  • [PAYMENT_TYPE]: The method of payment used (e.g., "Cash", "CreditCard").
  • [TRANSACTION_SOURCE]: Where the transaction was made (e.g., "POS", "MembershipPortal").
  • [SOLD_DATE]: The date the transaction occurred.
  • [SOLD_TIME]: The time the transaction occurred.
  • [RECEIPT_PRINT_DATE]: The date the receipt was printed or generated.
  • [RECEIPT_PRINT_TIME]: The time the receipt was printed or generated.
  • [TRANSACTION_CLUB_NAME]: The name of the club where the transaction took place.
  • [TRANSACTION_CLUB_EMAIL]: The email address of the club where the transaction took place.
  • [TRANSACTION_CLUB_NUMBER]: The phone number of the club where the transaction took place.
  • [IS_FISCAL]: Indicates if the transaction was fiscal (True/False).

Staff Information

  • [SELLER_NAME]: The first name of the employee who processed the sale.
  • [SELLER_LAST_NAME]: The last name of the employee who processed the sale.

Outputs

Here is an example of a confirmation email that could be sent to a member with their receipt attached.

Subject: Your Receipt from [TRANSACTION_CLUB_NAME]

Hi [USER_FIRST_NAME],

Thank you for your recent purchase at [TRANSACTION_CLUB_NAME].

Please find your official receipt attached to this email for your records.

Transaction Summary:

  • Date: [SOLD_DATE]
  • Total Amount: [TOTAL_AMOUNT]
  • Payment Method: [PAYMENT_TYPE]
  • Processed by: [SELLER_NAME]

We appreciate your business and look forward to seeing you again soon.

Sincerely,

The Team at [TRANSACTION_CLUB_NAME]

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