Inbox

You don’t create conversations by hand. A conversation appears as soon as easygym writes to a person or the person writes to the club:

• Emails easygym sends on its own: the receipt after an online payment, the confirmation of recurring charges, auto-renewal letters and payment links, membership fee letters, notices about a new price or a plan change, and the message that a waitlist spot is being held for the person.
• Emails from automations and broadcasts you switch on in “Marketing”.
• Letters from the assistant’s message drafts, once someone on the team has sent the draft.
• Members’ replies to the club’s emails, when they come from the address on the member card.
• Your replies from this screen.

At the top of “Inbox”, “Waiting for review” lists message drafts prepared from the assistant’s findings, newest first, with how many people each is for. A draft is a proposal: until someone sends it, nothing appears in members’ conversations. “Review” opens it.

• The finding, who prepared the draft and when, and for a class invitation the class and its time.
• The text in each language of its people, marked “from the template” or “written by the assistant”, with the placeholders the system fills in for each person. Edit the subject and the text and press “Save text”. A placeholder this letter cannot fill is not accepted.
• The recipients with the language and channel of their letter. A name opens the member card for staff allowed to see members. “Remove” takes a person off the draft.
• People the letter will not reach are marked: opted out of marketing, no email, or a home branch outside yours.
• A warning when an automation that sends the same letter is on: some of these people may already have it.

1. 1Check the text and the recipients.
2. 2Tick “I checked the text and the recipients. Sent letters cannot be recalled.”
3. 3Press “Send to all”. The text on the screen is what goes out, including edits you have not saved.

“Discard” closes the draft without sending anything, and its people return to the assistant’s finding. A draft nobody sends is discarded on its own after 30 days. If two people press “Send to all” at the same moment, the letters still go out once.

Before each letter goes out

• Each person is checked again at the moment of sending. Whoever has paid, bought the same membership again or switched on auto-renewal, come in or booked the class by then gets no letter: the matter is settled.
• A person whose home branch is outside the sender’s branches gets no letter.
• Letters about payments and memberships reach people who opted out of marketing too. Invitations and letters to people who stopped coming or have not come yet respect the opt-out and carry an unsubscribe link.
• If a detail the letter needs is missing for someone, that person is skipped.

After sending you see how many letters are queued, how many were not sent, how many matters were settled before sending and how many people are outside your branches. Letters go out with the automation run every 15 minutes, not instantly. A run sends up to 100 letters for the whole club, so a large draft or a busy queue takes several runs.

1. 1Open “Inbox”. The “Conversations” column lists the latest 50 conversations, most recent first, with the last message, its channel and time. A number badge counts unread messages from the member.
2. 2Click a conversation. The member’s messages are on the left and the club’s on the right, each with channel and time; the club’s messages also show their status. The name at the top opens the member card, and next to it you see the channels that can reach this person.
3. 3Type your text in “Write a reply…”. The reply goes by email, so the person needs an email address on their card.
4. 4Press “Send”. The result appears next to the button “Sent”, “Queued” or “Not sent” with the reason.

The unread badge clears when you send a reply from the conversation. By default administrators, managers and front desk staff can read and answer.

Every reply goes by email.

• Your text goes to their address as a plain letter signed with the club’s name from the easygym mailing address. Its subject is “Message from” and the club’s name or, when the conversation had an email in the last 30 days, “Re:” and that email’s subject.
• When the member answers the letter from the address on their card, the answer comes back into the same conversation.

There is no separate folder for unanswered messages. When a member wrote last in a conversation, Home shows it in “Needs attention” as “Unanswered message”. The row moves up towards “Now” as the 24 hours after their message run out, and it disappears once you reply. Letters from automations, broadcasts and the assistant’s drafts do not count as a reply.