This article provides an overview of the automated functions available in ClubReady. An automated function is triggered when a specific event occurs, prompting ClubReady to complete a corresponding action automatically — without requiring manual intervention from staff.
Setup Automations
System Emails: (Setup > Communications > System Emails) System emails are sent automatically by ClubReady as part of the day-to-day operation of a club, such as booking confirmations, payment receipts, and membership updates.
Automation Rules: (Setup > Automation > Automation Rules) Automation rules allow you to put your business on auto-pilot. Events and conditions can trigger outcomes such as emails, staff tasks, or status changes. Rules follow an if/then logic — if a specific event or condition is met, a defined action is performed. Rules can be triggered by events or evaluated daily against a set of conditions.
Lead Assignment: (Setup > Automation > Lead Assignment) When new leads are added, ClubReady can automatically assign them to staff based on rules you define. Leads are distributed in a round-robin approach using weightings assigned to each staff type. When manually adding a prospect, the next staff member in line will be pre-selected in the assignment dropdown, or the option can be removed to make assignment fully automatic.
Late Pay Settings: (Setup > Sales > Sales Settings > Late Pay Settings) Late Pay settings allow you to manage past due members automatically, including when invoices are placed into past due status, how session credits are managed, and whether late fees are applied automatically.
Member Management Automations
Draft Payments: The system will automatically process a member's credit card or bank account overnight for any invoices that are due.
Agreement Freeze / Cancellation: When a staff member freezes or cancels an agreement, the system can automatically cancel any associated bookings based on the option selected during the freeze or cancellation process.
Refund Payments: When a refund is processed, ClubReady will automatically remove any session credits that were issued by that payment — even from completed bookings — and mark those bookings as unpaid.
Note: A warning will display in ClubReady when processing a refund to alert staff of this behavior before confirming.
Staff Management Automations
Staff My Notification Settings: ClubReady can automatically send staff a text message when changes are made to their schedule. Staff can also be set up to receive copies of all booking-related emails sent to clients.
Scheduling Automations
Wait List: The class wait list will automatically move the next client in line into an open spot on a class roster when one becomes available.
Booking Reminders: Booking reminders can be sent automatically for every service and class type. Options include:
- Email reminders sent 24 hours before a booked session.
- SMS text message reminders sent 2 hours before a booked session (a sufficient SMS credit balance must be available).
Note: Text message reminders can be automatically discontinued after a client reaches a set number of bookings without a no-show. A no-show will restart reminders until the cutoff is reached again.
Automatic Session Credit Cleanup: A daily session credit cleanup runs automatically to identify any bookings that do not have a session credit assigned. If available session credits exist on the account, they will be assigned to those bookings automatically. This helps prevent clients from having bookings without a purchased credit assigned.