Automations allow you to create automated actions based on customer activity in Punchpass. When a customer completes an action, that action triggers the automation.

The Automations setup process will prompt you through making your required selections and creating your custom emails.

You can find the Automations page by heading to Manage > Settings > Automations

There you will find the list of automations, as well as how many automations your Punchpass plan supports. If you want access to more automations, you can upgrade your plan under Manage > Settings > Billing, or contact [email protected]

Here is our list of automations available, click on the automation to go directly to the how-to!

If you have automations set up and wish to make edits to them, click here for that how-to!

The Welcome Email automation allows you to set up a custom email template that will be sent to every new customer when they sign up for an account or are are added to Punchpass by an admin. You can include studio policies, important instructions, or directions you want any new customer to receive!

From Manage > Passes > Automations, click Welcome Email.
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You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any details you want your customers to know when they are first joining your studio!

You can add/edit:

Variables are available for you to add customized details from your Company, about your Customer, or from Custom Fields you may have from your Intake Form.

You can click the + next to any of the categories, then simply click on the variable to copy it. In the email subject or body, paste the variable where you would like to include it!

You can click Preview and Test to view/send a copy of it to your own email to ensure you are happy with the email:

When you are happy with the email, click Save and Continue to head to the end step.

Here, you'll:

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When a new customer is added/signs up, you can use this automation to automatically assign them a specific pass! This is ideal if you want to provide your new customers with a free trial or a free class.

From Manage > Passes > Automations, click Assign A New Customer A Specific Pass.
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You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Next, you'll:

If you have enabled this automation, you can test it by heading to Customers and creating a test customer account. Refresh the page to see the pass added to their account!

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Sometimes, people seem interested enough to sign up for an account with you, but then they don't take the next step to make a purchase or book a class.
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Now, we can have an automated email go to them to encourage them to get involved and take classes!

From Manage > Passes > Automations, click Inctive New Customer.
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You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any details to make the customer feel comfortable taking the next steps to buy a pass or book a class with you!

You can add/edit:

Here, you'll:

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If you want to automatically send your customers a custom email on their birthday as a friendly way to reach out, the Birthday Reminder Email is the automation for you!

From Manage > Passes > Automations, click Birthday Reminder Email:

You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any content you want your customers to receive on their birthdays!

You can add/edit:

Variables are available for you to add customized details from your Company, about your Customer, or from Custom Fields you may have from your Intake Form.

You can click the + next to any of the categories, then simply click on the variable to copy it. In the email subject or body, paste the variable where you would like to include it!

You can click Preview and Test to view/send a copy of it to your own email to ensure you are happy with the email:

When you are happy with the email, click Save and Continue to head to the end step.

Here, you'll:

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The Birthday Assign Pass automation will assign your specified pass to customers on their birthday! You'll also set up the email template that will also automatically send to let the customer know you have gifted them a pass on their special day!

From Manage > Passes > Automations, click Birthday Assign Pass.

You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any details you want your customers to receive when they make this purchase!

You can add/edit:

Next, you'll:

Then click Save Automation to finish!

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The Send Email After Pass Purchase automation allows you to set up a custom email that will be sent to customers when they purchase a specific pass/membership type.

If you have specific rules or details for customers who make that purchase, this is your opportunity to get it in front of them!

For example, if you have a discount code you offer your members that they can use towards special workshops, you can use this email to send them the code when they purchase the membership!

From Manage > Passes > Automations, click Send Email After Pass Purchase.

You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any details you want your customers to receive when they make this purchase!

You can add/edit:

Variables are available for you to add customized details from your Company, about your Customer, Custom Fields you may have from your Intake Form, and Pass Variables about the particular pass purchase.

You can click the + next to any of the categories, then simply click on the variable to copy it. In the email subject or body, paste the variable where you would like to include it!

You can click Preview and Test to view/send a copy of it to your own email to ensure you are happy with the email. Please note that the pass variables will not populate with this type of test as there wasn't an actual purchase that prompted the test email.

When you are happy with the email, click Save and Continue to head to the end step.

With your email template created, let's setup the automation!
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Now, you'll:

Memberships that start in the future. If the automation is linked to a membership and the membership is set to start in the future, the automation will NOT run until the first pass is issued for the membership.
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The automation is triggered by the issuance of a pass - pending memberships do not issue a pass.

​Free trial memberships will not have the automation email sent until the second pass is issued (the 'not free' one); so if there is a 7-day free trial the automation runs on day 8.
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If you're want to send an automated email to follow-up if there has been no activity after a certain number of days, you'll want the Pass Purchased, but No Activity Reminder Email – and this automation WILL run every time a membership renews if it was triggered by a membership.
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The Send Email After Book automation allows you to set up a custom email that will be sent to customers when they make a reservation for a specific class type. If you have specific rules or details for customers who book that class, this is your opportunity to get it in front of them! For example, if you need customers to bring specific items or wear specific clothing for this class type, you can provide them with that information!

From Manage > Passes > Automations, click Send Email After Booking.

You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any details you want your customers to receive when they book this class!

You can add/edit:

-A unique name for this email template

-The subject for the email message

-The body of the email message

Variables are available for you to add customized details from your Company, about your Customer, Custom Fields you may have from your Intake Form, and Course Variables about the particular class type.

You can click the + next to any of the categories, then simply click on the variable to copy it. In the email subject or body, paste the variable where you would like to include it!

You can click Preview and Test to view/send a copy of it to your own email to ensure you are happy with the email. Please note that the course variables will not populate with this type of test as there wasn't an actual reservation that prompted the test email.

When you are happy with the email, click Save and Continue to head to the end step.

Here, you'll:

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The Pass Purchased, but No Activity Reminder automation allows you to set up a custom email that will be sent to customers when they have purchased select passes/memberships, but have not attended a class or made a reservation after X# of days. You get to select the timeframe of when you want to send the gentle reminder to encourage your customers to book and attend!
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From Manage > Passes > Automations, click Pass Purchased, but No Activity Reminder Email.

You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any information or directions you want to send to customers to encourage them to take a class!

You can add/edit:

Variables are available for you to add customized details from your Company, about your Customer, Custom Fields you may have from your Intake Form, Pass Variables (their specific purchase) and Passtype Varibles (the particular pass/membership type).

You can click the + next to any of the categories, then simply click on the variable to copy it. In the email subject or body, paste the variable where you would like to include it!

You can click Preview and Test to view/send a copy of it to your own email to ensure you are happy with the email. Please note that the pass variables will not populate with this type of test as there wasn't an actual purchase and lack of activity that prompted the test email.

When you are happy with the email, click Save and Continue to head to the end step.

With your email template created, let's set up the automation!
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Now you'll:

After selecting the days, you'll want to select the passes or memberships that will prompt this email (some pass types might not be right for the reminder, so we wanted to provide you with this flexibility!):

Scroll down past the pass list when you are done with your selection, and click Save Automation to finish!

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The Bonus Pass automation allows you to bundle passes or memberships together to make the system work for your particular offerings. For example, you may have a membership that included unlimited group classes and 1 private session per month. You can set up and sell online one unlimited membership that is eligible for all group classes, and when customers purchase it, they are automatically assigned a 1 credit per month membership that is eligible for private sessions!

From Manage > Passes > Automations, click Assign Bonus Pass.

You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll create a short name for the automation and select whether you want to Enable the automation or save the draft as Paused. You'll select from the dropdown the name of the pass/membership you want to trigger the added bonus pass when purchases. Then, you'll select the additional pass/membership that is assigned. Click Save Automation to finish!

If you have enabled this automation, you can test it by heading to Customers and assign a customer the pass/membership that will trigger the automation. Refresh the page to see the bonus pass/membership added to their account!

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When a customer's pass expires or is filled, or their membership officially ends, have a custom email immediately sent to them to invite them to make another purchase. This automation is ideal for keeping customers up to date with their passes and encouraging them to make a new purchase! This email will go out regardless of other passes on their account.
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From Manage > Passes > Automations, click Expired Pass Reminder.
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You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any information or directions you want to send to customers to encourage them to take a class!

You can add/edit:

With your email template created, let's set up the automation!
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Now you'll:

Scroll down past the pass list when you are done with your selection, and click Save Automation to finish!

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When a customer's pass expires or is filled, or their membership officially ends, and a # of days have passed and they have not made a new purchase, you can have a custom email immediately sent to them to invite them to make another purchase.
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From Manage > Passes > Automations, click Expired Pass Reminder.
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You can review the details of the automation and the steps for the automation process, and click Get Started to create it:

Here, you'll adjust the email template from the default text. This is your opportunity to add any information or directions you want to send to customers to encourage them to take a class!

You can add/edit:

With your email template created, let's set up the automation!
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Now you'll:

Scroll down past the pass list when you are done with your selection, and click Save Automation to finish!

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After you have your automations created, you may want to make edits to them! You can head to Manage > Settings > Automations to see your list of created automations.

From here, click on the Name of the automation to access the automation settings:

On the Edit Automation Page, you'll be able to adjust the name and any settings for the automation, which will depend on the type of the automation, but will always included setting the automation to Enabled or Paused.

For example 1:

Example 2:

You can click to edit the email template if there is one linked to the automation:

Make your adjustments, preview and test, and click Save to save any edits you have made!

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After creating your automation, you might want to confirm that the automation is functioning as expected!
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From Manage > Settings > Automations, you'll see a table with the Automations you have created and their status.
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To view the activity of any reports that have run, click on one of the dates.
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This opens the log for the automation and you'll be able to see:

From the logs, if you'd like to look at a customer account, click on a name!
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When an automation assigns a pass to a customer, we'll include a note on the pass indicating that it was assigned via an automation and which automation assigned the pass.
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