This article outlines how to configure notifications to send in Fisikal.
Overview
Fisikal provides transactional notifications, ensuring that when specific actions occur within the platform, a corresponding notification is sent out (provided it has been configured for delivery). Notable examples of these notifications include:
- Booking notifications (such as additions to bookings, waitlist placements, appointment reminders, and cancellations)
- Receipt notifications (for product additions or refunds)
- Content notifications (for documents or content assignments)
- General communications (including broadcasts or ad-hoc messages)
However, Fisikal does not support automated workflow communications directly. For these types of notifications, we recommend using integrated CRM solutions such as HubSpot, Constant Contact, or MailChimp. These platforms enable you to enrol members in workflows and dispatch customised emails triggered by specific activities or events.
For instance, an operator may wish to send a personalised email template to members who have not visited the club in 30 days or to those who participated in a Zumba class within the last 60 days. While Fisikal cannot directly send these notifications, we can provide triggers to third-party platforms, allowing them to manage these automated workflows effectively. For further assistance, please reach out to support@fisikal.com.
In this article, we will guide operators through the necessary steps to configure Fisikal effectively, including:
- Club Notification Settings
- Notification Controls
- Client Actions
- Staff Actions
- Automated Notifications
- Personal Notification Preferences
- Setting Up Appointment Reminders
Club Notification Settings
Enabling Notification
It is essential to ensure that notifications are properly configured to be either ON or OFF when loading data into the Fisikal platform. During the implementation phase, global notifications are typically disabled to prevent unnecessary communications from being sent to clients and staff while the system data is being loaded and tested.
To enable notifications, operators should follow these steps:
- Navigate to Notifications > Club.
- Select the user role for which you want to activate notifications.
- Decide whether to enable PUSH notifications for users as well.*
- Click UPDATE to save your changes.
*Please note that PUSH notifications are only compatible with Fisikal-created member apps and will not function on EGYM-branded member apps. Additionally, despite the user interface suggesting that PUSH notifications are available for Trainers, this is not the case.
Notifications types are broken down into different groups as follows
- Client Actions
- Staff Actions
- Automated Notifications
These groupings allow you to configure notifications on a granular level based on how you want to use the Fisikal platform. Please see more details outlined below.
Notification Controls
Operators can configure who the notification is sent to and they can control the action from specific roles as well.
The colour coding for notification selection is as follows:
- Selected options will appear in Dark Grey.
- Unselected options will be displayed in Light Grey.
Client Actions
Individual booking
When a client schedules an individual appointment, you have the option to notify either the client, the trainer, or both. This notification type specifically pertains to one-on-one bookings, where the group size is limited to one participant. If your facility does not provide this type of service, there is no need to enable this notification on the platform.
Cancel booking
When a client cancels their booking, you have the option to notify either the client, the trainer, or both. This notification applies specifically to one-on-one bookings, so if your facility provides private sessions, it may be beneficial to inform Trainers when a member cancels their appointment with them.
Request a booking
This option is not frequently utilised, so it may be best to disregard it.
Join a group booking or waiting list
When a client joins a group booking or waitlist, you have the option to notify either the client, the trainer, or both. However, if your facility offers group classes, it is advisable not to enable notifications for trainers. This is because it would result in them receiving alerts each time a member joins their class, which could lead to unnecessary notifications.
Leave a group booking or waiting list
When a client cancels a group booking or leaves a waitlist, you have the option to notify either the client, the trainer, or both. However, if you are offering group classes, it is advisable not to enable notifications for Trainers, as this would alert them each time a member cancels their participation.
Notification about package's pauses
When a client pauses their package or subscription, a notification will be sent to inform them of this action. This feature is exclusively available in Fisikal-powered member apps that have the package pause functionality enabled.
Staff Actions
Individual booking
When a staff member schedules an individual appointment for a client, you have the option to notify either the client, the trainer, or both. This notification type specifically pertains to one-on-one bookings, where the group size is limited to one participant. If your facility does not provide this type of service, there is no need to enable this notification on the platform.
Cancel booking
When a staff member cancels a one-to-one session or a class, you have the option to notify either the client(s), the trainer, or staff profile.
Approve/decline requested a booking
This option is not frequently utilised, so it may be best to disregard it.
Add client to a group booking or waiting list
When a staff member adds a client to a group booking or waitlist, you have the option to notify either the client, the trainer, or both. However, if your facility offers group classes, it is advisable not to enable notifications for trainers. This is because it would result in them receiving alerts each time a member joins their class, which could lead to unnecessary notifications.
Remove client from a group booking or waiting list
When a staff member / trainer removes a client from a group booking or a waitlist, you have the option to notify either the client, the trainer or staff profile. However, if you are offering group classes, it is advisable not to enable notifications for trainers, as this would alert them each time a member is cancelled by a staff member.
Reschedule booking
When a staff member or trainer modifies the date or time of an appointment, a notification can be sent to inform either the client or the trainer of the change.
Documents notification
When a staff member adds a document to the system and assigns it to a client, a notification can be sent to inform either the client or the trainer.
Send announcement to / send communication to
This notification type enables the system to send emails to staff members and trainers when activated. It applies to both announcements (such as content assignments) and ad-hoc communications. Additionally, this setting must be configured to facilitate the sending of PUSH notifications to clients using Fisikal-powered member apps.
Automated Notifications
Appointment reminders
When this feature is enabled, clients will receive an additional notification regarding their booking. This notification is tailored as a specific email type and can be scheduled to be sent at a designated time.
Refer to the instructions below to learn how to configure this notification.
Waiting list to group booking
When a client is automatically moved from the waitlist to a class, a notification can be sent to inform them of their successful enrolment. You have the option to notify either the client, the trainer, or both regarding this update.
A client will only be automatically transferred from the waitlist to a class under the following conditions:
- The client is the first on the waitlist and a participant in the class cancels their reservation.
- The client does not have any other bookings at that time.
- The client either has a credit available for the class or does not require one.
- The client has not exceeded their allowed limits for bookings.
Welcome emails
This notification type allows clients, trainers, and staff to receive a welcome email when activated. Welcome emails will always include essential login information, such as usernames and passwords, to help users access the platform.
However, if Fisikal is not the designated membership platform for your club or is not used as the authentication method for an app, this notification type should remain disabled for clients. Additionally, for all EGYM - Fisikal customers, this option for clients should not be activated.
Birthday Notifications
This notification feature enables clients, trainers, and staff to receive a personalised email from the platform to celebrate their birthdays. Please note, this notification can only be sent if the user's date of birth has been entered into the platform.
Package due to expire reminders
If this feature is activated and the expiry notification setting for individual packages is enabled, clients will receive a notification seven days prior to the expiry date of any active package that still has available credits.
Package expired reminders
If the expiry notifications for a package are activated and the package remains active at the time of its expiration, clients will receive an email informing them that the package is no longer available for use. Typically, any unused credits associated with the expired package will be forfeited, unless the package has been set up with a custom or unlimited expiration period.
Send payment receipts
When this feature is enabled, clients will receive a transactional receipt from Fisikal each time a product is assigned to their profile, providing them with confirmation of the product assignment or purchase.
Weekly feedback
This option is not presently supported.
Suggestion to enable pause
This option is not presently supported.
Strike Notifications
If the strike functionality is activated for your club and this notification type is turned on, clients will receive email notifications for the following strike events:
- Initial Strike
- Interim Strikes
- Final Strike
For detailed instructions on how to configure strike notifications, please click HERE.
Rate Notifications
When the rating functionality is enabled at your club, and this notification type is active, clients will receive in-app pop-up notifications each time a rating request is sent to their profile. This feature is compatible with both Fisikal-powered member apps and EGYM-branded member apps. For detailed instructions on configuring the rating system, please click HERE.
My Notification Preferences
Each individual user profile has the ability to customise their notification preferences based on the options that the club has made available for their specific role.
Manager Profiles
Managers and PTM users share the same permissions when it comes to notification preferences. They will see something similar as follows:
These user types can only configure the options that they can see with the option to turn their notifications ON / OFF.
Trainer Profiles
Trainers can only select to subscribe to emails or unsubscribe. They cannot personalise their preferences any further.
Client Profiles
Clients with access to the Fisikal member portal can easily personalize their notification preferences. To do this, they should navigate to the menu, select their name, and then go to the settings section where they will find the notifications options available to them.
For clients who do not have access to the Fisikal member portal, customizing their notification preferences is not possible. In such cases, the operator's administration team will need to assist by unsubscribing individual users through the Fisikal web interface by impersonating the client.
Configuring Appointment Reminders
When enabled, this functionality allows operators to send reminder notifications to clients, ensuring they are aware of their upcoming bookings. These reminders are in addition to any notifications that may have been sent during the initial booking process.
To configure this feature, operators should navigate to Settings > Notification Settings and select EDIT. Here, administrators can specify the reminder time in hours. Once activated, this notification will be sent [x] hours prior to the client's booking, adjusted according to the time zone settings for the club or specific locations.
