Membership Reminders

Reminder or notification

Membership reminders are messages sent on a schedule tied to the membership's dates: before or after its start or end. Unlike notifications, reminders react not to an event but to the calendar - they fire at the right moment in time, even if nothing about the membership has changed.

If you need to react to an event itself (a purchase, a balance change, a freeze), use notifications.

Before you begin

To work with reminders you need the Memberships module enabled. Without it the section is unavailable.

The section lives in the Mailings sidebar menu and is named "Reminders: Memberships". There you create the rules described below.

Schedule types

The schedule type defines which membership date the reminder is relative to and exactly when it is sent. Choose it in the Reminder Type field. Six modes are available.

With an offset (before / after)

Four modes - Before membership starts, After membership starts, Before membership ends and After membership ends - require an offset relative to the reference date. It consists of a value and a unit:

• the unit is Days, Weeks or Months;
• the label field depends on the direction: Remind in advance for the "before" modes and Remind after for the "after" modes.

For example, "Before membership ends, Remind in advance 3 Days" will send the reminder three days before the end date.

Months are counted as calendar months (1 month = the same date in the previous or next month, not 30 days).

On the event day

Two modes - On the membership start day and On the membership end day - send the reminder on the event date itself. For them the offset row is hidden, and instead you specify a time of day in the Remind at HH:MM field. For example, send a greeting at 10:00 on the membership start day.

Reminder options

In the Advanced settings block there are three options that help you avoid bothering clients with unnecessary reminders:

• Skip if membership deactivated - the reminder is not sent if the membership is already inactive at the moment of sending.
• Do not send if the client has already purchased another membership matching this reminder's filters - useful for renewal reminders: if the client has already bought a new membership, the repeat reminder is not sent.
• Delay before sending - the system sends the message only after the last edit to the membership is complete, ignoring intermediate edits.

Shared settings

The remaining settings work the same way as for notifications:

• Channels (at least one) - Telegram, Email, SMS; the order sets the fallback sequence (we recommend Telegram -> Email -> SMS).
• Recipients - who to send the reminder to.
• Filters - "only selected" and "except selected" templates, statuses, sources, resources, services, client tags and payment statuses.
• Message and Subject (for Email).
• Add shortcode - placeholders for the client, branch, company, template and membership, plus {{link}}.

A detailed description of these mechanisms is gathered in the notifications article:

Preview and save

Before saving, click Preview to see the final text with the shortcode values substituted. If everything is correct, save the rule - from then on the reminders will be sent on schedule automatically.

Example: a renewal reminder 3 days before the end

Let's set up a polite reminder to renew the membership.

1. Reminder Type - Before membership ends.
2. Offset - Remind in advance 3 Days.
3. Channels - Telegram -> Email -> SMS.
4. In Advanced settings enable Do not send if the client has already purchased another membership matching this reminder's filters - so you do not bother those who have already renewed.
5. Message - text about the membership ending with the {{membership.number}}, {{membership.endTime}} (end date) and {{link}} shortcodes for the purchase.

Now three days before the end the client will receive a reminder, and those who have already bought a new membership will not see it.