Attendance Automations

Attendance automations send automatic communications to your members in accordance with different attendance settings. This can include if participants haven’t attended at all or if they have reached certain attendance goals.

 

Table of contents

 

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Permissions and accessibility

Staff access:

• Admin
  • Full access
• Manager
  • Can see setup, but cannot make edits
• Staff
  • No access

MyStudio plan restrictions:

• How many automations you are able to create is based on your MyStudio plan
  • Starter
  • Growth
  • Scale
• We have an automations add-on for $39 / month which gives you unlimited automation creation.

 

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Attendance within a specific time

 

An attendance automation for attendance within a specific time is suitable for scenarios such as zero attendance in the last 2 weeks, 5 attendances in a week, etc. To create this automation, go to automations > attendance > create new campaign.

 

 

1. Automation type

 

 

Name the title of your automation, then, in step 1, choose “attendance within a specific time period.”

 

2. Who can enter this automation

 

 

Select which type of participants can enter the automation:

• All participants: includes participants in all trials, programs, and drop-ins, including from programs and trials that have been unpublished.
• All live programs and trials: includes participants from any live program and trial. Any future live program and trial will also be included. Unpublished programs and trials will not be included, regardless of if there are still active members.
• Specific programs and trials: select which programs and trials are included. 

 

Select which statuses of the selected programs and trials are included:

• Active / custom

• On hold

• Canceled / completed

 

Select starting attendance count date:

• This date is when you want to start counting the attendance from. For example, if you are creating an automation for programs that have reached a total attendance of 5 starting June 1, 2024, the campaign will include any participant who reaches a total attendance count of 5 from June 1 or later, even if they had attendances before June 1. 
  • Participant Bobby had four attendances by May 31, but had his fifth attendance on June 2nd. He would be included in the campaign.
  • Participant Susie had five attendances by May 31. She would not be included in the campaign.
• This date should not come after the amount of days you enter in step 4. See below for more explanation.

3. Automation start time

 

Enter the time the communication should activate actions.

4. Entry conditions and actions

 

Enter the attendance number within a time frame.

• The amount of days in the past must be less than the amount of days ago you set the start date in step 2 if you want to include the full week. This means that if today is June 23, 2024 when you are creating the campaign and you set this to “attended 3 times within the last 7 days,” you need to have set the date in step 2 to June 16 or prior. Otherwise, the automation is going to go by the lesser number. 
  • If you set this to “attended 3 times within the last 7 days,” but you set the start date in step 2 to today, the system is only going to include those who reached their 3rd attendance today.

After entering the time frame fields, add a new action for this workflow:

• Email:
  • Choose an email template or create a new template. Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
  • You can view or edit the template by clicking “view / edit.”
• Mobile message:
  • Choose a mobile message template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Choose whether it sends and SMS or in-app message
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
• Task:
  • Choose a task template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Assign the task to a specific staff member
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.

You can create additional tasks to trigger at the same time for the same workflow by clicking “new action” in the same workflow card.

 

If you want to create an automation flow, you can add additional workflows for additional time frames by clicking “new workflow.” The new workflow cannot have the same attendance count per time frame as any other workflow in the automation. 

 

Example: you could set up a workflow for 0 attendances in the last 7 days, 0 attendances in the last 14 days, etc all within the same automation set up.

 

You can edit or remove actions by clicking on them, or you can remove workflows by clicking the trash icon.

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Total attendance count

 

An attendance automation for total attendance count is suitable for scenarios such as first attendance for trials, class package programs, etc. To create this automation, go to automations > attendance > create new campaign.

1. Automation type

 

 

Name the title of your automation, then, in step 1, choose “total attendance count.”

2. Who can enter this automation

 

 

Select which type of participants can enter the automation:

• All participants: includes participants in all trials, programs, and drop-ins, including from programs and trials that have been unpublished.
• All live programs and trials: includes participants from any live program and trial. Any future live program and trial will also be included. Unpublished programs and trials will not be included, regardless of if there are still active members.
• Specific programs and trials: select which programs and trials are included. 

 

Select which statuses of the selected programs and trials are included:

• Active / custom

• On hold

• Canceled / completed

 

Select starting attendance count date:

• This date is when you want to start counting the attendance from. For example, if you are creating an automation for programs that have reached a total attendance of 5 starting June 1, 2024, the campaign will include any participant who reaches a total attendance count of 5 from June 1 or later, even if they had attendances before June 1. 
  • Participant Bobby had four attendances by May 31, but had his fifth attendance on June 2nd. He would be included in the campaign.
  • Participant Susie had five attendances by May 31. She would not be included in the campaign.

3. Automation start time

 

Enter the time the communication should activate actions that are not activated immediately.

4. Entry conditions and actions

 

Enter the total attendance count then add a new action for this workflow:

• Email:
  • Choose an email template or create a new template. Then choose whether this first workflow will send immediately, at the specified time, or x number of days after the automation start time.
  • You can view or edit the template by clicking “view / edit.”
• Mobile message:
  • Choose a mobile message template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Choose whether it sends and SMS or in-app message
  • Then choose whether this first workflow will send immediately, at the specified time, or x number of days after the automation start time.
• Task:
  • Choose a task template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Assign the task to a specific staff member
  • Then choose whether this first workflow will send immediately, at the specified time, or x number of days after the automation start time.

You can create additional tasks to trigger at the same time for the same workflow by clicking “new action” in the same workflow card.

 

If you want to create an automation flow, you can add additional workflows for additional time frames by clicking “new workflow.” The new workflow cannot have the same attendance count per time frame as any other workflow in the automation. 

 

Example: you could set up a workflow for 1 total attendance, then 3 total attendances, etc all within the same automation set up.

 

You can edit or remove actions by clicking on them, or you can remove workflows by clicking the trash icon.

 

Once you activate your automation, it will trigger any automations that have met the requirements you set and then follow the timeframe you set.

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Table and stats

 

In automations > attendance, you will see your list of attendance automations. From this page you can do the following actions:

• Toggle the automation between active and inactive.
• Click on the title of the automation to make edits
• Click the email icon to see the statistics of sent, opened, clicked, bounced, and unsubscribed emails
• Click the mobile message icon to see the statistics of sent mobile messages
• Click the task icon to see the statistics of how many tasks were created
• Click the sent number to see a full recipients list
• Click the action drop down to do one of the following:
  • Edit
  • Duplicate
  • Delete

When you click into the recipients list, you will see a table with the following information:

 

• Recipient (primary customer) name

• Participant name

• Type of person (primary customer or staff)

• Email

• Phone number

• Actions taken

• Next scheduled action

 

You can click the three dots to remove a recipient from the automation workflows.

 

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Common scenarios

Zero attendance

If you would like to create an automation for participants who have not been attending classes you can use our “we miss you” template! This template utilizes the following setup:

1. Type: attendance within a specific time frame
2. Who: customize this to suit your business’s needs. Only active statuses
3. Workflow 1: member has attended 0 times in the last 7 days. Send an SMS.
4. Workflow 2: member has attended 0 times in the last 14 days. Send an email and create a task for a staff member to call the customer.

 

When a participant in the automation logs an attendance, they will be removed from the campaign until they meet the first requirement again (0 in the last 7 days). The attendance will reset the day count.

 

Class package program renewal

If you utilize class package memberships, where a customer is allowed a certain number of attendances, you can create an attendance automation to let them know when they are running out of attendances. We recommend using the following setup:

1. Type: total attendance count
2. Who: specific programs and trials, choosing only the class package programs. Active  and canceled / completed status. Choose a start date close to the day you are creating this automation so that it doesn’t send to members who have long passed completed / canceled their program.
3. Workflow 1: total is 5 less than what they are allowed in their program
4. Workflow 2: total is 1 less than what they are allowed in their program
5. Workflow 3: total is exactly what is allowed in their program

 

This type of automation is great for marketing renewal or program upgrades. Alternatively, you can use this kind of setup reversed for trial upgrade offers. Start with “total attendance is 1” for a trial’s first attendance, then “total attendance is 3,” letting them know about the program they are interested in, and so forth.

 

Attendance champ

If you would like to create an automation for participants who have been meeting certain attendance goals, we recommend utilizing our “attendance champion” template. This automation type has the following setup:

• Type: attendance within a specific time frame
• Who: customize this to suit your business’s needs. Only active statuses
• Workflow 1: member has attended 3 times in the last 7 days
• Workflow 2: member has attended 6 times in the last 14 days

 

This type of automation is great for customer retention, celebrating their participation and motivation. If a participant accomplishes workflow 1, but doesn’t make the requirements for workflow 2, the attendance count will restart at workflow 1.

Attendance requirements met

If you want to create an automation letting participants know that they have met their attendance requirements for belt testing, we don’t recommend using this automation type. Instead, we recommend using our program automation with level / rank type! This is because that type of automation will allow you to also specify skill requirements if you have any. 

 

Check out our article here for more information on program automations: Program Automations.