Email Automations can be configured in Manage > Notifications > Email Automations.

Here you can make emails that send based on a Customer Segment trigger, which is configured in the Email Automation itself.

Send Time

Email Automations are sent between 12am - 6am local time.  A defined send time cannot be set.

In the case of an organization with locations across multiple timezones, it will send within a shortened window within that timeframe when all facilities are closed.

Send From 

The Send From location on an email automation is the customer's home facility - the one on their customer record in the big edit menu at the top and shown in the customer search grid here: 

Configure Email Automations

Add new Email Automation and configure the following

Properties tab

• Name and Group are internal identifiers
  
  
• Facilities let you define which facility this should send for - emails are sent by customer Home Facility (in the big edit on their customer record)
  
  
• Ignore Do Not Mail will ignore their toggle on their Redpoint Record
  
  
• Add Unsubscribe link: If on, there will be a link they can click to unsubscribe, which will toggle their Do No Mail setting in RPHQ. 
  We HIGHLY RECOMMEND YOU LEAVE THIS ON - see CAN-SPAM Act
  
  
• Prevent Duplicate emails - even if you misconfigure your segment such that it would email every day, this will prevent duplicate emails to same customer
  
  

Email Content tab

is where you will configure the email to be sent

3 options for building your email

• • Standard option
    
    
  • Enhanced Email Builder
    
    
  • Sendgrid  Templates- if you have existing templates, you can use them here.  NOTE: if you edit the template in sendgrid you MUST refresh within the email automation for your sendgrid changes to be reflected. 

Segment Builder tab

is where you define who should be emailed. See below for examples

Send Preview Email

On the Email Content tab, go to the Preview tab below the title.

Your customer record will default to the customer in Pink - the email preview will send from that Customer's home gym... Adjust the customer in pink if you want to preview for another home gym.

Send Test Email and enter any email address you want to send the preview.  Remember, it will send from the Customer in pink's home facility regardless of the facility settings on the Properties tab.

Simulate Automation: Preview expected send list

Simulate tab

Expand the Automation row and click Generate to generate a grid of who would be sent this email.

Reminder - this will show who would get it TODAY (which would have sent already between 12-6am).

• Expand the filter
  
  
• Click the date filter forward  check for who it would send to between 12am-6am tomorrow, the next day, etc and verify that these are correct.
  
  NOTE: Customer's without emails are not included in the grid view here because without an email they can't be sent an email.  Do Not mail customers are excluded per your setting on the Properties tab
  
  

Example Segments for Email Automations

Waiver Expires in X days

• Condition #1: Customer Attribute Expires (select your waiver/agreement toggle attribute)
  • Equals
  • Relative Date: Add Days: X (looks ahead for the expiration date x days in the future)
    
    
• OPTIONAL: Only send if visited in last X months
  • Condition #2: Last Visit
    • Is After
    • Relative Date: Sub 3 Months

Need New Waiver because turning 18

• Age = 18
• Waiver attribute is enabled - change condition to DOES NOT satisfy...
• Last Visited (optional) - shown here, to be included in this email, you need to have a last visit within the last 3 months. Below the segment shows what the Edit Relative Date expression looks like for this one.

Notify of Attachment Expiration OR Attribute Toggle Expiration

Customer can’t upload proof until expired so can’t send reminder early.  This option is specific to organizations who are using a legacy tracking attribute for a requirement, such as a toggle that tracked student status, but now in redpoint they are moving to an attachment model but don't yet want to flag existing members with the "old method" - contact Redpoint for support!

• Overall match ALL the following
  
  
• Group 1 - all of the following
  • Condition #1 - all of the following. (has membership with requirement and is active today)
  • Condition #2 - does not match the following (has same plan as cond#1), does not have ended date between now and end of month
    
    
• Group 2 - ANY of the following (attachment OR attribute)
  • Condition #1 - satisfies the following (expired attachment relative date; add 1 day)
  • Condition #2 - satisfies the following (customer attribute expires; add one day)
• Condition 3 - does not match (attachment valid or pending not added in last 30 days).

Notify of Expiring Attachment at Expiration:

Same as above without the attribute toggle expires condition

Customer can’t upload proof until expired so can’t send reminder early

Set up Customer Segment with two groups - match All of the following.

• Group 1: matches all of the following
  • Condition #1 satisfies the following: Contract/Enrollment for Plan(s) applicable to. (What Enrollees should be checked)
    • Active: Relative Date.  Start of day - End of Day.  For that specific enrollment type
      
      
  • Condition #2: Does not Match: Contract/enrollment for same plans (Excludes upcoming cancels)
    • Ended: relative date Start of Date - End of MONTH. For that enrollment type

• Group 2: matches the following
  • Condition #1 satisfies.  Expires add 1 day - add 1 day (valid attachment expires in x time)
    
    
  • Condition #2 does not satisfy.  Same attachment, not expired and validated/pending, added within last x days.  Use sub days - end of day to look back though today. (exclude people that submitted an updated one one within the last x days)

New Sign Ups pending a required attachment: Send X days after sign up if still not submitted

Shown: 5 days after sign up

• Condition #1
  • Attachment Not expired and Validated OR Pending (so that you don's send a reminder if they submitted and it is still pending validation by your staff).
    
    
• Condition #2
  • Contract/Enrollment - select the plan that should be looked at
  • Set Started to Relative date for Sub x days to Sub x days (can set the same day here and it will look back that number of days IF you use sub days + start of day - sub days + end of day).  
    
    
• Condition #3
  • Contract/Enrollment -Exclude those that cancel this plan at the end of the month
  • Ended, Relative Date: Start of Day till End of Month
    
    
• Condition #4
  • Contract/Enrollment Same Plan is active
  • Active, Relative Date: Start of Day till End of Day (to make sure active today and not looking at an old contract)