This article will take you through;
- What are Automations?
- How to use Automations
- Adding images into your Automated Emails
- Changing the branding of your Automated Emails
- Next steps and additional support
What are Automations?
Automations allow you to automate the communication with your clients at important points in their journey with your studio, without losing the personal touch. There are two key types of automations:
- XLerate workflows: these allow you define multi-step sequences of automated emails, SMS, push notifications, for every stage of your members’ journeys. You can learn more in our Xlerate How-To Guide.
-
Automated emails: these are single-step automated emails, essential for key transactional moments, which this article focuses on.
Below is a list of the automated emails that are currently available, and what causes them to be sent to your clients:
| Email Name | Events that trigger an email to be sent |
| Welcome to the Studio | A new client creates an account with the gym/studio |
| Membership Confirmation | The client signs up to a new membership |
| No Credits Remaining | The client uses the last credit in a credit pack |
| Booking Confirmation | The client books into a session |
| Waiting List Confirmation | The client joins the waitlist for a session |
| Purchase Receipt | The client makes a purchase |
| Refund | The gym/studio issues a refund for a client's transaction |
| Password Reset | The client request a password reset link on the website integration or Member app |
| Store Collection Code | The client purchases a product from the store |
| Online Class Booking Confirmation | The client books into an Online Class |
| Birthday Email | Sent on the clients birthday |
| Class Booking Reminder | Sent 24 hours before Class |
How to use Glofox Automations
Glofox Automations are easy to use, we've already built templates into your dashboard. All you have to do is enable the 'Automations' you want to send, and edit them to suit your needs.
To do that, follow these steps;
- From the dashboard, go to the 'Connect' icon
- Then go the the 'Automations' tab
- Toggle on the automated emails you want to send by switching them to 'Active' and turn them off by switching them to 'Inactive'
- Click on the template you wish to update, this will open the template on the right-hand side of your screen
- Edit the 'Subject' and 'Content' and click 'Save'
You will also notice the option to pull in elements like the 'Client's First Name' or 'Client's Membership Plan' etc. When you use these elements, they will automatically generate the information for you.
Please note;
If you want to receive a copy of the email confirmations, you must add your email address to the 'Cc' or 'Bcc' section of the email.
Adding images into your Automated Emails
It is possible to add an image to your email, however, it must be hosted on another site and linked in. To do that, follow these steps;
- From the dashboard, go to the 'Connect' icon
- Then go the the 'Automations' tab
- Click on the email you want to edit
- Now locate the image you want to add in online, for example, we've used the Glofox logo which is nested on the Glofox website
- Right-click on the image and select, 'Open Image in New Tab' (Please Note: this verbiage might differ depending on the browser you are using)
- From the new tab, copy the URL of the image
- Go back to the email and click the icon representing an image
- Paste in the image URL, you will now see the image in your email
- Click 'Save'
Changing the branding of your Automated Emails
Branded email templates are available on Glofox for anyone on the Boost or Elite packages. Here's an example of what that might look like using the 'Reset Password' template. The colors for this email are pulled from the colors selected in the Website Integration settings , see here for more info - Customizing your Web Portal look
It pulls in the background & text color into the email.
For more information or to upgrade to our Glofox Boost or Elite packages or for additional support please get in touch with your Onboarding Manager or Customer Service Representative.
For those on the Essential plan, the email templates will take up the Glofox colors and branding. This means the background color of the email will be purple, Below are steps that you can take if you are looking to edit the background color, or text color, of these emails.
Here is a sample of an email template before updating the code:
To do this, follow the steps;
- From the dashboard, go to the 'Connect' icon
- Then go the the 'Automations' tab
- Click on the template you wish to update, this will open the template on the right-hand side of your screen
- Under the header 'CONTENT', navigate and click the </> icon
- This will display the email in HTML format
- We want to make free space, above, and below the text that we have currently. Do this by inserting: <div style="color: black; background-color: white;"> above, and </div>, below the text.
- Click 'Save'
Please note;
To preview add your own email as a 'cc' and then click 'Preview'. This preview will get sent to any email addresses you have added to the cc field, it will also be sent to the 'Admin' user email address by default.
Here is a sample of an email template after updating the code;
Please note;
Inserting the below code will change the text color to black, and background to white. You can also use 'Hex Codes' or type alternative colors in order to get the best possible colors to suit your branding. Simply replace the words black, or white with the desired hex code, or alternate color name and save to achieve this.
<div style="color: black; background-color: white;">
Original HTML email content
</div>
Next steps and additional support
Your customers can now reply to automated emails. Learn more by reading the following article:
To learn about sending SMS or Push Notification to your clients, read the following articles:
For additional support, reach out to support@glofox.com, and we will be happy to assist you.