Marketing: automations, broadcasts, reviews and promo codes

Open “Marketing” in the menu. “Automations” write to members after events, “Broadcasts” send one message to an audience, “Reviews” collects ratings after visits, and “Promotions” holds promo codes and automatic discounts for plans and event tickets bought on the club website. Each is its own screen: switch between them in the menu under “Marketing”.

Automations and broadcasts act for the whole club, so they are switched on and sent by an administrator or by staff who work across the whole club.

Every club has eight ready automations. They come switched off: nothing is written to members until you press “Enable” on an automation. “How this works” under each one explains its steps in plain words.

• “Class reminder” — a day before a booked class or rental, with what, when and where. If the booking was cancelled, the reminder is skipped.
• “Membership ending soon” — three days before a renewing membership moves to its next period, while the membership is still active.
• “Review request after a visit” — two hours after a visit, a link to rate it on the club website.
• “Getting to know the club” — a welcome when a membership is sold and, three days later, a nudge if the member has not been to the club yet.
• “Missed class follow-up” — the day after a member is marked as a no-show.
• “Win back former members” — when a member gets the “Stopped coming” tag after 45 days without a visit.
• “Birthday greeting” — on the member’s birthday after 9:00 club time, when the date of birth is on the card.
• “Failed payment follow-up” — when a renewal charge fails: marks the member “Past due” and writes to them.

One event starts an automation once per person: if the event repeats, no second message goes out. Messages go out every 15 minutes, in batches. Under each automation the counters show what happened to its messages — “Sent”, “Sending”, “Not sent” and “Skipped” — and “Recent messages” lists who got what and why a message did not go out.

• Service messages — class reminders, the membership ending soon and a failed payment — reach everyone.
• Offers — broadcasts, win-backs, the welcome series, birthday greetings and review requests — carry an unsubscribe link and skip people who unsubscribed. Such a message is recorded as “Skipped”, not lost.
• Automation messages go by email. A person without an email is “Skipped”.
• Automation messages are written in the club’s main language, English or Russian. Class, plan and branch names appear as you entered them.
• A message that goes out also lands in the member’s conversation in “Inbox”, so replies come back there.

1. 1Go to “Marketing” → “Broadcasts” and press “New broadcast”.
2. 2Enter a “Name” for yourself, the “Subject” and the “Message”. {name} becomes the member’s first name and {club} the club name.
3. 3Choose the “Audience”: “People”, “Tags”, “Active plan” and, with several branches, “Home branch”. Nothing ticked in a group means anyone; groups narrow each other down. Staff never receive broadcasts.
4. 4Press “Count recipients” to see how many get it by email and how many are skipped.
5. 5Tick the confirmation and press “Send broadcast”.

The “Broadcasts” section shows each broadcast with its audience and the counters “Sent”, “Sending”, “Not sent” and “Skipped”. It stays “Sending” until the last batch goes out; “Not sent and skipped” lists who did not get it and why.

With “Review request after a visit” switched on, a member gets a link after a visit. It opens a page on the club website where they choose one to five stars and can add a comment.

• The link works once and for 30 days; an old or used link explains that instead of showing the form.
• A member is asked at most once a month and only after at least five visits since the previous request; the first request goes after any visit.
• The “Reviews” section shows every review with the rating, the comment and whether it was published or sent “To management”.
• A review with four or five stars from someone who has been to the club is published in the “Reviews” section of the website; lower ratings go “To management” and are not published.

1. 1Go to “Marketing” → “Promotions” and press “New promo code”.
2. 2Enter a “Name” for yourself and keep the “Kind” as “Discount”.
3. 3Enter the “Code”: Latin letters, digits and hyphens, 3 to 32 characters; case does not matter.
4. 4For a discount, choose the “Discount format” — “Percentage” or “Amount” — and the “Value”.
5. 5If needed, set “Valid from” and “Valid through”, “Total uses” and “Per person”. Empty means no limit, and the end day counts in full.
6. 6To limit the code to certain plans, tick them under “Plans”. Nothing ticked means every plan.
7. 7Add “Terms for staff” if you like and press “Create promo code”.

The “Promotions” section lists every code with its kind, value, dates, how many times it was used against its limit, and whether it is active or “Automatic”.

In the “Promotions” section, press the code’s name or “Edit”: the same form opens with what is saved. Press “Save changes” when you are done.

• The name, value, dates, limits, plans and terms for staff can change at any time. A new value applies to purchases from then on; purchases already made keep the discount they got.
• The code itself can change only until it is first used. After that it stays as it is: people have it in hand, and the history of uses points to it. To replace it, switch it off and create a new one.
• The kind — “Discount” or “Voucher” — does not change after the code is created.
• “Switch off” stops the code at once. Website checkout answers it as a code that does not exist, for plans and event tickets alike, and an automatic discount is no longer included. An order started earlier with this code is cancelled when the person tries to pay for it again.
• A switched-off code stays in the list, dimmed and marked “Inactive”, with its history. “Switch on” brings it back.

• When buying a plan on the club website, the member types the code into “Promo code” and presses “Apply”; the discount is shown before payment.
• “Apply automatically, no code needed” turns a discount into a promotion: website checkout already includes it and says “Promotion discount already included”. Such a discount needs no code.
• One purchase gets one discount: the code the member entered or, if they entered none, the most generous automatic discount that fits.
• easygym checks the dates and limits and tells the member if a code does not exist, has expired or has run out.

The lists that help with marketing today live in other sections:

• “Members” → “Lead”: people who have not bought yet — from the website signup form, or added by staff.
• “Members” → “Lapsed”: people whose last membership has ended — the list to win back.
• The “Tags” column in “Members” and on the member card: tags easygym sets every night, such as “Stopped coming”, “Never visited”, “Expiring soon”, “Past due” and “Big spender”.
• “Members” → “Membership expiring” and “At risk”: whom to call before a membership ends, and who pays but stopped coming.
• “Needs attention” on Home: expiring memberships, members drifting away and unanswered messages, ranked by urgency.
• The Assistant: ask in plain words who is at risk or whose membership ends soon, and open the list from its answer.
• “Analytics”: how the base grows and shrinks over time and where revenue comes from.