Setup Class Notifications
Class participants should get a message when they book or join the waitlist, when a waitlist spot opens, when a class moves or is cancelled, and a reminder before it starts. Class messages are sent with automation rules on the Class Participant Updates trigger, which runs whenever a participant is added, updated or cancelled.
An approved WhatsApp template for each message (or use email). See WhatsApp Message Templates.
Class booking confirmation
- Go to Engage > Automations, click Add Rule and then Create rule from scratch.
- Choose the trigger Class Participant Updates.
- Click Add Condition and set Class Participant Status equals Booked.
- Add the action send a WhatsApp template message (or Send Email) and pick your template, for example one named
class_booking_confirmed. - Fill the parameters. Type # to insert variables such as
{{class.className}},{{class.date}}and{{class.time}}. - Click Save, then add a test participant to a class.
Because a waitlisted participant who gets a spot becomes Booked, this rule also tells them their spot is confirmed.
Other class messages
Create one rule per message with a different Class Participant Status:
| Status | Message |
|---|---|
| Waitlisted | "You're on the waitlist; we'll let you know if a spot opens." |
| Rescheduled | New date and time of the class. |
| Cancelled | Cancellation notice, with a link to book another class. |
| Visited | Thank you, review request or follow-up. |
| No-Show | "We missed you" with a rebooking link. |
Class reminder
In your confirmation rule, add another action, click Add wait & Schedule time and choose how long before class to send it, for example 2 hours before. Use the same pattern with after class for follow-ups.
Useful conditions
- Class Type: Online Class or Offline Class, for example to include the meeting link
{{class.onlineClassLink}}and{{class.onlinePassCode}}only for online classes. - Class Service: messages for one class only.
- Participant Frequency: Individual or Bulk/Repeat (see below).
- Cancellation Type: Bulk or Individual.
Adding a participant to a recurring series or a batch sends one message per class. To send one summary instead, add Participant Frequency equals Individual to these rules and set up bulk class notifications.
Variables
Class: {{class.clientName}}, {{class.date}}, {{class.time}}, {{class.practitioner}} (instructor), {{class.className}}, {{class.duration}}, {{class.onlineClassLink}}, {{class.onlinePassCode}}, {{class.addToCalendarURL}}, {{class.detailsURL}}, {{class.cancelURL}}
Client and business variables are listed on Setup Appointment Notifications.