Manual - AF - EU

Summary of System Email Types

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There are 40+ different emails 'built-in' to the system; they are always sent under the same circumstances. All emails contain appropriate content and can be used without any intervention, but their content can be edited if desired.

Note

Be aware that the list of emails available in your club may be shorter depending on territory, integrations and individual club settings.

Table 4. System Email Types

Email Name

Sent To

Triggered By

Time Sent

Welcome Email

New Members

A new member signed up in-club

Immediately after the member completes the signup process.

Class Confirmation

Members

Booking into a class (with free spaces), or when you are moved from the class waiting list onto the actual class list

Immediately after you book onto a class, or are moved from the class waiting list.

Class Reminder

Members

A scheduled class (that you are booked onto) is soon to take place.

The day before the class is scheduled.

Pin Reset*

Members

When a staff member resets a member's pin code (*only for gyms that use pin codes).

Immediately when the PIN code is reset

Password Reset

Members

When a staff member resets a member's password from the member profile, or when a member clicks “I have forgotten my password” on the online sign in page

Immediately when the password is reset, or the “I have forgotten my password” button is clicked (with an email address)

Membership Expired

Members

When a membership expires. The member in question is sent a mail containing an online renewal URL

Immediately when a membership expires

Class Waiting List

Members

Sent when you sign up to a class that is full, and you are placed on the waiting list for that class

Immediately

Booking Cancellation

Members

Sent when a class has been cancelled/removed from the bookings calendar or a member has been removed from a class booking

Immediately

Welcome Staff

Staff

Sent when a new staff member has been created; it contains their login information (URL, email and password)

Immediately

Welcome Gym Admin

Admins

Sent when a new gym admin has been created; it contains their login information (URL, email and password)

Immediately

Like Workout

Members

Sent when a staff trainer ‘likes’ a member's workout

Immediately

Comment Workout

Members

Sent when a staff trainer comments on a member's workout

Immediately

New Booking

Staff

Sent to the assigned staff member when a new booking has been created

Immediately

Booking Edited

Members

Sent to a class attendee when the class they are booked into has changed

Immediately

Password Has Been Changed

Members

Sent to a member when their password has been changed

Immediately

Renewal Confirmation

Members

Sent to a member when they have successfully renewed their membership. (Active members)

Immediately

Reactivation Confirmation

Members

Sent to a member when they have successfully reactivated their membership. (Expired or cancelled members)

Immediately

Rejoin Verification

Members

Sent to a member when they have requested to renew their membership online. Contains a rejoin URL in the email

Immediately

Before Renewal Reminder

Members

Sent to a member before their membership is due to expire asking them if they would like to renew their membership

TBD

After Renewal Reminder

Members

Sent to a member after their membership has expired asking them if they would like to renew their membership

(Customisable in Additional Settings)

Referral Email To Friends*

Members

When a member signs up online and enters their friends' details on the confirmation page as potential prospects for the gym (*if referral system is enabled)

Immediately

Referral Reward Member*

Members

Sent to a member to tell them how many referrals they have in total every time someone signs up using their referral code (*if referral system is enabled)

Immediately

Referral Reward Affiliate*

New Members

Sent to someone that uses a member's’ referral code to sign up to the gym. The email confirms the referral code is valid and that the referral member will be rewarded

Immediately

Web Drop Off*

Members

Sent to an online sign-up that didn't complete the online process fully (*if Web drop-offs are enabled)

(Customisable in Additional Settings)

Welcome Email Stripe*

Members

Sent to a member that signs up to a package that is taking a payment via Stripe (*If Stripe payments are enabled)

Immediately

Continue Verification*

Members

Sent to a pending member that has tried to sign up again online. This email will allow them to continue their signup process (*if enabled for this the gym)

Immediately

Failed Payment (Gym Admin)

Gym Admin

Sent to a gym admin when a members' ongoing payment has failed

Immediately

Payment Issue*

Members

Sent to a member when they are trying to sign up to a package that requires a Stripe payment and the payment fails with Stripe. Access for the member will be revoked and their status will be changed to "Defaulted" (*if Stripe payment is enabled )

Immediately

New Sign Up

Staff

Sent to a gym contact (added in the Settings menu) when a new member signs up to their gym

Immediately

Training Plan Logged Notification

Assigned PT/Staff

Sent to a personal trainer/staff member when one of their assigned members completes a workout in their members area

Immediately

Welcome Email (API)*

Members

This welcome email is sent when members are added through the API (*if used/enabled)

Immediately

Workout Commented By Owner

Assigned PT/Staff

Sent to a personal trainer/staff member when a member has commented on a workout

Immediately

X Days Pass Expire*

Gym Admin

Sends a list of members that are two days from their expiry date on their x-day pass (*where x-day passes are enabled for prospects)

2 days prior to X day pass expiring

Slipping Members

Gym Admin

Sent when a member or members haven't attended the gym for a predetermined amount of time. Gym staff are urged to contact any members on this 'slipping list' to make sure that they have no issues

Customisable in additional settings

Challenge Started*

Members

Sent when a challenge has started, or the member joins an active challenge (*for clubs where Challenges are enabled)

Immediately

Challenge Finished (Participant)*

Members

Sent to challenge participants when a challenge has ended, but they haven't won it (*for clubs where Challenges are enabled)

Immediately

Challenge Finished (Winner)*

Members

Sent to the winner of a challenge (*for clubs where Challenges are enabled)

Immediately

Purchased Session Pack*

Members

Confirmation of Session Pack purchase (*where Session Packs are enabled)

Immediately

Online Joining First Confirmation Email*

Members

Sent to confirm a successful online joining (*first part, AF Japan only)

Immediately

Freeze Expiration mail*

Members

Sent prior to the expiration of a requested freeze (*AF Japan only)

Immediately

Payment Authentication Required*

Members

Sent as part of two-part SCA payment authorisation (*in territories where SCA is required)

Immediately

Authentication confirmed*

Members

Sent as part of two-part SCA payment authorisation (i*n territories where SCA is required)

Immediately

Email confirmation

Members

Sent to confirm a new member's email address

Immediately