Which messages does the software send my members automatically?

A fixed list of transactional messages, such as booking confirmations and receipts, where you only choose the channels.

The short answer

A fixed list of transactional messages, such as booking confirmations and receipts, where you only choose the channels.

Settings › Messaging › Built-in messages

On this page6

Not the same thing as Automations What is on by default Membership expiring soon, and the automation that takes over Who can change a switch What triggers each message When Request payment refuses

Not the same thing as Automations

Path: Settings › Messaging › Built-in messages.

A fixed list of twelve: booking confirmation, booking cancellation, waitlist confirmed, spot available, class reminder, payment receipt, membership activated, membership paused, membership ended, membership expiring soon, gym closed, payment reminder.

You cannot create one, delete one, or rewrite its text. You switch each channel on or off, row by row. The Preview button shows the exact email and the short version used on LINE.

Only Email and LINE columns are shown, because those are the only channels wired into these messages. WhatsApp and SMS exist for automations only.

What is on by default

Ten of the twelve rows start with Email and LINE ticked, receipt included. Two start fully off: Class reminder, because a reminder before every class is a choice and not an expectation, and Membership expiring soon, because nobody should discover that the software started emailing their members without being asked.

LINE being ticked does not mean anything goes out. Every LINE send checks that your gym has entered its own LINE channel in Settings › Integrations. Until then the switches are greyed and a banner offers to connect LINE.

The receipt works on both channels, differently. Email carries the PDF as an attachment. LINE cannot attach a file, so it sends the amount and a link to the member space, where the same PDF downloads. That link keeps working months later, when the LINE conversation has scrolled away.

Membership expiring soon, and the automation that takes over

This one is a renewal reminder about a week before a membership ends, and it costs nothing: it is available on the free plan, where no automation is.

If you also run a Pro automation on Membership expires soon, this row stays quiet on its own. The automation takes over and the member gets one reminder, not two. You do not have to switch anything off.

Who can change a switch

Owner and Admin only. Another role that reaches these switches gets a refusal saying it needs Owner or Admin access, and that message is exactly right.

The rule is anchored to the role on the server, not to the permission grid. It works the same way for every Settings page and for automations.

Ticking Gym settings for the front desk role does not delegate these switches. It grants nothing here, and it opens other things elsewhere. To let somebody turn a message off while you are away, make them an Admin.

What triggers each message

Booking confirmation, cancellation, waitlist confirmed and spot available are sent when the booking changes, whether the change was made at the front desk or by the member.

Class reminder does NOT have a fixed time. Two settings under the grid decide it: how many days ahead it goes out, from same day to seven days before, and at which hour, in your own time zone. A gym set to three days ahead will never get a morning-of reminder. The day always applies; the hour only applies if your installation sends on an hourly schedule, and the setting says so when it does not.

Payment receipt is sent when a payment is recorded as paid. Payment reminder is sent when you tap Request payment. Membership activated, paused and ended follow the membership itself. Membership expiring soon goes out about a week before the end date.

Gym closed is the one that reaches everybody: every member who is neither archived nor cancelled, which includes people whose plan has expired or is on hold, not only your paying members. Before it leaves, the screen tells you how many people will actually receive it on each channel, and the send waits about ninety seconds so you can cancel it. Past that window it is gone.

When Request payment refuses

Request payment uses the Payment reminder row. If online payments are connected, the message invites the member to pay from their space. If not, it shows the balance and asks them to settle at the front desk.

If both channels are off for that row, or if the member has neither an email address nor a linked LINE, nothing is sent and the action reports the reason.

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Keep reading

How do I connect my gym's LINE, and why does nothing arrive?Two LINE channels to paste, two addresses to copy back, and the one box that decides whether a single message is ever delivered.How do I record a payment, and why does an unpaid member not show up?How money gets into the software, what each status does to your figures, and why nothing turns overdue on its own.How do I cancel a class, or close the gym for a day?Two different tools, one session off or the whole day off, and the message that goes out in each case.