Automation Rule: User Has Been Added to a Standby List

This rule automatically sends a notification to a member at the moment they join the standby (or waitlist) for a class that is currently full. It provides immediate confirmation that their request has been received and manages their expectations about getting a spot.

Confirm Waitlist Position: Instantly let members know they have been successfully added to the standby list so they can be confident their request was registered.
Manage Member Expectations: Clearly communicate that the member is on a waitlist and will be notified if a spot opens up, preventing any confusion.
Reduce Front Desk Enquiries: Proactively confirming a member's waitlist status reduces the need for them to call your club to check if they are on the list.
Improve the Booking Experience: A professional confirmation for a full class provides a much better user experience than a simple "class is full" error message.

Before You Start

Follow these steps to set up the notification rule.

Navigate to PGM -> Automation -> Automation Rules.
Press 'Add automation rule' to create a new rule.
In the pop-up window:
- Name: Create a unique name for the rule (e.g., "Standby List Confirmation").
- Action: Select 'Notification'.
- Event: Select 'User has been added to a standby list'.
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 send different messages for high-demand class types.
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.
Under Notification Recipients, select who should receive the message. For this rule, you will send the notification to the User (the club member who joined the standby list).
In the Notification Content section, create the message that will be sent to the member.

Available Information (Tokens)

You can use "tokens" to automatically pull specific information about the member and the class they are waitlisted for into your messages. This rule does not have any unique tokens; its value comes from combining the following standard details.

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 full class (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 will be held.
[INSTRUCTOR_NAME]: The name of the class instructor.
[CLUB_ZONE]: The specific area in the club where the class will take place (e.g., "Studio 2").
[CLASS_DATE]: The date of the class.
[CLASS_START_TIME]: The start time of the class.
[CLASS_END_TIME]: The end time of the class.

Example Output

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

Subject: You're on the standby list for [CLASS_NAME]

Message:

Hi [USER_FIRST_NAME],

Thanks for your interest in our [CLASS_NAME] class. The class is currently full, but we've successfully added you to the standby list!

Class Details:

Class: [CLASS_NAME]
Instructor: [INSTRUCTOR_NAME]
Date: [CLASS_DATE]
Time: [CLASS_START_TIME]

If a spot becomes available, we will notify you immediately.

We hope to see you soon!

Best regards,

The Team at [CLUB_NAME]