Automation Rule: User Has Been Added to a Class From Standby List

This rule automatically notifies a member on the standby list at the moment a spot opens up and they are successfully moved into the class. It’s the perfect way to deliver great news, fill every available spot, and ensure your waitlist system operates smoothly and efficiently.

Fill Every Available Spot: Automatically notify the next person on the standby list as soon as a space becomes available, maximizing your class attendance.
Delight Your Members: Send an exciting "good news" alert informing a member that they've successfully gotten into the high-demand class they wanted.
Provide Instant Booking Confirmation: Give the member immediate confirmation of their new booking, including all the essential class details so they can prepare.
Eliminate Manual Waitlist Management: Save your staff from having to constantly monitor waitlists and contact members one by one when a spot opens up.

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., "Moved from Standby to Class Alert").
- Action: Select 'Notification'.
- Event: Select 'User has been added to a class from standby list'.
A new window will open. In the Conditions section, you can add rules to control when the notification is sent, for example, by filtering for a specific [CLASS_NAME].
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 was moved from 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 now booked into. 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 class the member is now booked into (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: Good News! A spot has opened up for you in [CLASS_NAME]

Message:

Hi [USER_FIRST_NAME],

Great news! A spot has become available in [CLASS_NAME] and you've been automatically moved from the standby list and booked into the class.

Your updated booking details:

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

Your schedule has been updated. If you can no longer attend, please cancel your booking as soon as possible to allow another member to join.

We're excited to see you there!

Best regards,

The Team at [CLASS_CLUB_NAME]