This article will walk you through the available automated functions from ClubReady.
1. What is an automated function?
An automated function can best be described when an event happens, ClubReady will complete an automated action. The examples below will provide more details of automated actions that could happen throughout the day in your site.
2. Where is it coming from?
Setup Tab:
- Setup > Communications > System Emails
System emails are the type of emails that ClubReady sends automatically as part of the day to day operation of a club.
- Setup > Automation > Automation Rules
Automation rules allow you to put your business on auto-pilot. Events and conditions can trigger outcomes like emails, tasks for staff, changes in status. You can create simple through to complex rule sets. They all follow the logic of 'If this...then do that'. Rules can be triggered by events or can simply match a set of conditions that are evaluated daily to perform the actions.
- Setup > Automation > Lead Assignment
When new leads are added it's possible to automatically assign them to sales people based on rules you define. Leads are assigned in a round-robin approach based on weightings you assign to each staff type. When manually adding a prospect the next sales consultant in-line will be automatically selected in the assign lead dropdown, or you can remove that option from lead forms to make assignment automatic and not changeable when adding prospects.
- Setup > Sales > Sales Settings > Late Pay Settings
Late Pays allows to manage your past due members automatically by choosing when to place invoices into past due status, manage session credits or automatically adding late fees.
Member Management:
- Draft Payments
The system will process a member's credit card or bank account overnight for invoices due.
- Agreement Freeze/Cancellation
This process can cause bookings to be cancelled by staff when they select the option when Freeze/Cancelling agreements.
- Refund Payments
Refunds will automatically remove any session credits issued by that payment, even from completed bookings, makes bookings “unpaid. (A warning will display when processing the refund in ClubReady).
Staff Management:
- Staff ‘My Notification’ Settings
ClubReady can automatically send staff a text message to let them know of changes made to their schedule. It is possible to also be copied on all booking related emails sent to clients.
Scheduling:
- Wait List
The class wait list will automatically move a client in line for a spot in a class roster.
- Booking Reminders
Booking reminders can be sent automatically for every service and class type you have setup. Reminders can be by email 24hrs before a booked session and/or SMS text messages 2 hrs before a booked session (a sufficient SMS credit balance must be available for text messages to be sent). Text message reminders can be automatically discontinued after a customer has a set number of bookings without a no-show (a no show would then start the reminders again until reaching the cut-off).
- Automatically Clean Up Session Credits
Automatic session cleanup helps to protect clubs by preventing clients from having bookings without a purchased credit assigned. This is beneficial if you allow staff to book sessions or classes for clients when they do not currently have any available session credits. The system will do a daily session credit clean-up to locate if any bookings happen to have no session credit assigned (for bookings that require session credits) then any available session credits will be assigned to those bookings.