Session automation is a feature designed to help businesses efficiently manage customer attendance by automating actions for customers who haven't attended sessions within specified timeframes (3, 5, 7 days, or 2 weeks).
Before you start using the automation, it's important to ensure it's properly set up. For guidance on this, please refer to the article: "Manage Automation: How to give access to your Staff Members"
This documentation outlines the benefits of Session Automation and provides a step-by-step guide on how to use it effectively.
Benefits:
Efficient Customer Management: Session Automation streamlines the process of tracking customer attendance, saving time and effort for businesses.
Improved Customer Engagement: By automatically triggering a campaign created for customers who haven't attended sessions, businesses can increase customer engagement and encourage repeat visits.
Timely Follow-ups: Session Automation ensures that follow-up actions are triggered promptly, reducing the likelihood of customers slipping through the cracks.
Optimize Contact Tagging, Grouping, and Staff Assignment: Actions in our Session Automation Feature like contact tagging, grouping, and staff assignment facilitate contact management. By categorizing contacts effectively and assigning tasks to the appropriate staff members, businesses can ensure faster response times, deliver a more personalized and satisfactory experience to customers.
Enhanced Customer Experience: Proactive communication through session automation demonstrates to customers that their attendance is valued, leading to a better overall experience.
Activation Process:
The Session Automation feature is activated daily by the system according to the following criteria:
Frequency: Every day.
Trigger Conditions:
The system assesses the elapsed time since the last confirmed attendance.
This assessment is associated with a primary membership that is neither frozen nor paused.
Detection of Elapsed Time:
If the system detects that 3, 5, 7, or 14 days have passed since the last attendance, it triggers the relevant automation for the respective customer.
Step-by-Step Guide:
Go to your left menu and click on the Automation tab. Select the option for Automation Management. Once you access the Automations screen, you can click on New Automation:
You can add the name of the new automation and select the automation settings. For this specific automation, please select the following settings:
Source: Fit Pro Tracker and Sessions
If: Customer has 3, 5, 7 days, or 2 weeks since attending a session.
Click on Add Action so you can personalize the automation according to your needs. Remember you can select several actions for the same automation, you can:
Add a contact to a campaign - Make sure to have a follow up campaign for customers that haven’t come to a session for more than 3, 5, 7 days or 2 weeks.
Move contact to group - In case you want to move the customer back to a different group until they book again.
Assign tag to a contact - The tag needs to be already created in the system
Assign contact to a staff - You can have a staff assigned to make sure to connect with these clients so they book another session.
After you select each action, please make sure to save it by clicking in the blue save button.
When you save the automation, there will be a pop up message to confirm you want to save the action; please click on the confirm button.
Once the automation has been created, you can always go back and edit it by clicking on the blue edit button. You can also delete the automation if it is no longer needed. There’s an option to set the automation as inactive, so it won’t show up in the default active automations list.
By following these steps, businesses can effectively leverage session automation to enhance customer management and improve customer’s attendance records.
Session automation is a powerful tool that enables businesses to streamline customer attendance tracking and enhance engagement. By automating notifications and campaigns based on specified timeframes, businesses can ensure timely communication with customers and provide a superior customer experience. By following the provided documentation, businesses can easily activate and utilize session automation to its fullest potential.