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Automatic Follow-ups

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Club OS has released Automatic follow-ups! The below information goes into depth on what this feature will provide and how to get your automatic follow-ups set up to send out to clients.

What are Automatic Follow-ups?

The Club OS automatic follow-up feature enables clubs and their locations to send out SMS and email follow-ups automatically.

What happens if both methods fail?

If both the SMS and email delivery methods fail, the system will convert the contact to a manual follow-up. The follow-up will then populate in the assigned follow-up person’s follow-up window.

If the automatic follow-up goes into a manual follow-up, the follow-up must be completed first for the recipient to receive the next automatic follow-up.

Automatic follow-ups will not function if...

  1. AUTO TEXT ONLY: recipients that are a “Referral” status
  2. For Unassigned follow-ups
  3. If the Follow-Up has a “0” as the value set within the Follow-Up Schedule.

Keynotes

  1. Automatic follow-ups will not count towards your metrics/KPI.
  2. If the appointed automatic follow-up method(s) fail, the fail reason will be added as a note in the user's profile.

How are Automatic Follow-ups set up?

  1. Navigate to your “My Club” tab and then to “Follow-Up Settings”.                                                          Screen_Shot_2018-05-21_at_4.03.42_PM.png
  2. Filter by Location.Screen_Shot_2018-06-11_at_9.18.54_AM.png
  3. Click on the “Call”, “Email”, “Text”, or “Script(+)” text which will appear underneath the contact boxes.                                                                                                                               Screen_Shot_2018-06-11_at_10.51.36_AM.png
  4. Set the Follow-up type to Automatic.                                                                                                   Screen_Shot_2018-06-14_at_11.35.41_AM.png

     a. Decide when the follow-up will be sent out. (*Recipients Local Time)

     b. Select the Preferred contact method (SMS or email).

     c. Select the Fall-back contact method (opposite from preferred method or none).

  5. Once a script is added for both methods, you can click on save and a clock icon will appear.Screen_Shot_2018-06-14_at_1.01.37_PM.pngScreen_Shot_2018-06-14_at_11.38.18_AM.png
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Comments

  • Avatar
    Mike Jenulis

    This does not tell us how to change the number of days for a follow-up.

  • Avatar
    Michael Carrig

    Hi Mike!

    Changing the values in the Follow-Up schedule isn't possible from your end, but it is something that we are always happy to assist you with!

    A member of our Help Desk team will be reaching out to you soon to go over the process for getting the follow-up schedule updated.

    In the event that you ever need to make further changes in the future, you can always email us at support@club-os.com including the details of your requested change and we can take care of it for you.