Business-level Automated Messages and Events

With automated messages and events, you can streamline physical PARQ/waiver forms, automatically engage your clients on important events, and reinforce client use of your service to increase retention and referrals. This allows you to customize various aspects of the client experience to fit your business needs.

Please note that these are account-wide settings, and cannot be adjusted for specific clients, programs, or products. 

Where to Find This Section

As an account owner/admin, you can access these business-level settings via the Settings > Auto Messages and Events section of your Trainerize web account:

What Happens When a New Client is Added?

When a new client is added, the system will automatically send them an Invitation Email, as well as a Customized Welcome Email if enabled. 

Previewing the Invitation Email

You can view a sample of the invitation email that is automatically sent when a new client is added by selecting the View sample button.

• This is just a preview of the invitation email. The invitation email cannot be customized or edited.
• If your client did not receive the email, it's always a good idea to ensure they have checked their spam or junk folders first. 
• You can also manually resend the client's invitation email from their client profile card. For detailed instructions on how to do so, you can visit: How do I resend the client Invitation, Consultation Form or Reset Password?
• The invitation email activation link expires after 30 days.

Customized Welcome Email

When a new client is added, you can send an automatic and customized welcome email to the client. This email is sent at the same time as the invitation email. This email is optional and can be turned on or off by toggling the setting on the right.

To customize the welcome email:

1.  Select the Customize button below the envelope icon.
2. A dialogue box will appear.
3. Customize the Subject Line.
4. Customize the Body of the email.
5. You can insert "Auto-Fields" such as "First Name" and/or "Last Name" into the body of your message. This will automatically populate your client's first and/or last name when the message is sent. Simply click on the options to insert them, and you will see placeholders {firstName} or {lastName} within the message body. 
6. Click Save.

Note: The subject line and body of the email we provide can be fully customized. We suggest you read through it carefully to ensure that you make adjustments to fit your business process. This is example text.)

Adding attachments to the Welcome Email:

• You can attach up to 4 PDF documents by dragging and dropping them onto the available slots. These attachments will be sent with your welcome email!
• The maximum file size for any file attached is 3MB. 
• We have attached a generic PARQ for you to use in the first slot. If you wish to delete this PDF or any others - click on the "X" button of any file uploaded.

What Happens When a Client Clicks The Setup Link in the Invitation Email?

E-Consultation Form

You can automatically send your clients an E-Consultation Form to gather workout habits, experience and answers to other questions not covered in the PARQ form.

• By default, the E-consultation form is turned on. To turn the form off, select the toggle to the "Off" positon
• For further details into how you can customize the client consultation form, visit: How do I customize the Client Consultation Form?

Automated In-app Messages

These are auto messages sent from the in-app messenger to ensure maximum client engagement. The events are divided into the follow classes:

First 14 day sequence:

• Use this sequence of auto-messages to automatically check in on your clients and ensure they are all set up, proactively address any questions or concern to ensure they renew with you after the first 14 days. In our experience, if you do not get your clients to setup and form a habit of interacting with you and your programming within the app within the first 2 weeks, the client is more likely to cancel your digital fitness service.

Important milestones:

• These are things like the first workout, first meal synced over and birthdays. Use these to add that extra touch of personalized service to forge a better relationship with your client.

By default, these messages are set to "On" with pre-written text. To stop these messages from sending to clients, set the switch option to "Off". To learn more on how you can customize these messages, please visit: How to Edit Site-Wide Auto-Messages

When A Client's Payment Fails

• When a client's payment fails, the system will send the client an automated in-app message letting them know about the payment failure. Messages are sent after first payment failure, second payment failure (3 days later), and third payment failure (5 days later). These messages cannot be customized or edited.