Event Triggers

“Event Triggers” is a module within the Quoox GMS Ultimate system.  It provides a wealth of powerful workflow automation, enabling small group training gyms and fitness studios the ability to operate their business effectively and profitably.

What is Triggers?

In a nutshell, Triggers is an extremely powerful “triggered action engine”. As a Quoox user, you define an “event” (E.g., x sessions attended) and criteria (E.g., 25x small group sessions), alongside one or more actions that you wish to happen.  These might range from sending an email; to assigning a nurture program; to changing a members journey point.

The number of ways in which triggers can be used & configured is almost limitless.  Triggers may be “stacked” (I.e., multiple triggers of the same type configured), and resulting actions are unlimited.

Adding the Event Trigger functionality to your Quoox subscription

Event Triggers forms part of Quoox GMS Ultimate, and is automatically included in all Ultimate subscriptions.

To enquire about upgrading to Quoox GMS Ultimate, please contact your account manager by raising a support ticket within Quoox.

What Triggers are available?

There are dozens of different triggers available, which link from hundreds of different trigger points within the system.  There are trigger points for all key events, and each trigger may be further configured to match the desired scenario.

The triggers presently available include:

• Leads
  • Creation and conversion
    • Lead created
      Occurs when a lead record is created
    • Lead converted
      Occurs when a lead is converted to a member
    • Lead ingested from Meta
      Occurs when a new lead is imported from Meta
  • Campaigns
    • Lead campaign sign-up
      Occurs when a lead is subscribed to a campaign
  • Appointments
    • Lead appointment booked
      Occurs when a lead books an appointment
    • Lead appointment cancelled
      Occurs when a lead cancels their appointment
    • Lead appointment attended
      Occurs when a lead appointment is marked as attended
  • Assignments
    • Lead call scheduled
      Occurs at the point a call with a lead is scheduled
• Members
  • Creation and conversion
    • Member sign-up
      Occurs when a new member record is created
  • Memberships
    • Membership added
      Occurs at the point a membership is assigned to a member
    • Membership cancelled
      Occurs at the point that a membership is marked for cancellation
    • Membership started
      Occurs overnight on the day that a membership commences
    • Membership ended naturally
      Occurs when a membership expires naturally (I.e., excludes cancellations)
    • Membership ending
      Occurs overnight as a membership approaches its end date
    • Membership anniversary
      Occurs a given number of days after the membership start date
  • Sessions
    • Booking count has fallen to x
      Occurs when the number of members booked onto a session drops to a given number
    • Booking count has risen to x
      Occurs when the number of members booked onto a session rises to a given number
    • Session booked
      Occurs when a session is booked by/for a member
    • Session booking cancelled
      Occurs when a member cancels their session booking
    • Session attended
      Occurs when a member is marked as having attended a session
    • x sessions attended
      Occurs when a member has attended x eligible sessions
    • x lifetime sessions attended
      Occurs when a member attends their nth session (any session)
    • Attended a new session type
      Occurs when a member attends a new session type
    • Booked a new session type
      Occurs when a member books a new session type
    • No show
      Occurs when a member is marked as a ‘no show’ for a session
    • Member attendance lapsing
      Occurs when a member hasn’t attended a session in a given period of time
    • x sessions cancelled
      Occurs when a member has cancelled x sessions within a given period
    • x no shows
      Occurs when a member has failed to show up for x booked sessions within a given period
  • Achievements
    • Achievement logged
      Occurs when a new achievement is logged by/for a member
    • File uploaded
      Occurs when a member uploads a file for review
    • Weight change logged
      Occurs when a new weight change is logged by/for a member
    • Myzone rank changed
      Occurs overnight when a member’s Myzone rank has changed
    • Workout completed
      Occurs when a member logs an XRcize workout as complete
    • Myzone move logged
      Occurs when a Myzone move is received from Myzone
    • Bodyhop logged
      Occurs when a new Bodyhop is logged by/for a member
  • Metrics
    • Sleep below x for y days
      Occurs when a member’s sleep is below x for y consecutive days
    • Activity below x for y days (Calories)
      Occurs when calorie burn is below x for y consecutive days
    • Activity below x for y days (Minutes)
      Occurs when minutes activity is below x for y consecutive days
    • Member spend has exceeded (Amount)
      Occurs when a member’s spend in a period exceeds x
  • Anniversaries
    • x anniversary of joining
      Occurs overnight on the member’s joining anniversary
    • Birthday
      Occurs overnight on the member’s birthday
  • Forms & Questionnaires
    • Form completed
      Occurs when a lead or member complete a form/questionnaire
  • Payments
    • Card expiring
      Occurs when Stripe advises a member’s card is expiring
    • Direct debit mandate cancelled
      Occurs when a member cancels their Direct Debit mandate
    • Membership payment failure
      Occurs when an automated membership payment fails
    • Card added
      Occurs when a member adds a new payment card
    • Direct debit mandate added
      Occurs when a member adds a new Direct Debit mandate
  • Communications
    • Message received
      Occurs upon receipt of a message in the message centre
  • Assignments
    • Mentor assigned
      Occurs when a new mentor is assigned to a member
    • Journey point changed
      Occurs when a new journey point is assigned to a member
    • Status changed
      Occurs when a member’s status is changed
    • Injury recorded
      Occurs when a new injury is recorded
    • Member call scheduled
      Occurs at the point at which a call with a member is scheduled
  • Credits
    • Running out of credits
      Occurs when a member is running low on credits
  • Checks and blocks
    • Document check expiring
      Occurs when a document check is due to expire
    • Session booking block applied
      Occurs when a session booking block is automatically applied
• General
  • Store
    • Inventory count low
      Occurs when an inventory count becomes low
    • Store order placed by member
      Occurs when a store order is placed via FitnessHub

What actions may be assigned to a trigger?

There are 20 different action types that may be assigned to a trigger. These include:

• Add member tag
  Assigning a specific tag to a member record, if they do not already have it.
• Archive member
  Archives a member record.
• Assign a mentor
  Assign a specific mentor to a member.
• Block member bookings
  Prevent the member from being able to make any further bookings for a period of time.
• Cancel all pending triggers
  Cancels all forthcoming delayed trigger steps for the given member or lead.
• Cancel nurture program
  Cancels the given nurture programs for the member or lead.
• Credit Pack
  Assign a member a credit pack.
• Email message
  Send an email message to a member or lead.
• Fitflix Video
  Assign a Fitflix video(s) to a member.
• Form or Questionnaire
  Assign a form or questionnaire to a member or lead.
• Immersive email message
  Send an immersive email message to a member or lead.
• Library Document
  Assign an uploaded document to be available to a member.
• Nurture Program
  Assign a pre-written nurture program to a member or lead.
• Push alert
  Send a push alert message to a member.
• Raise a system alert
  Raise a custom alert in the Quoox system messages area.
• Remove member tag
  Removes a given tag (if present) from a member record.
• Schedule a call
  Schedule a call for an employee with a member or lead.
• Send a message to employee(s)
  Send an email; text message; or push message to an employee or group of employees.
• Set journey point
  Assign the member a particular journey point.
• Set member status
  Set the member as having a particular status.
• SMS message
  Send an SMS text message to a member or lead.
• T-Minus nurture program
  Assigns a reverse-timed nurture program to a member or lead that counts down to a given event.
• Task or Reminder
  Assign a new task or reminder to an employee or group of employees.
• XRcize Session
  Assign a new online XRcize session to a member.

When are triggered ‘fired’?

The majority of triggers are evaluated/’fired’ at the moment that the triggering event occurs.  For example, when a member books a session, all of the triggers relating to session bookings are assessed immediately at that point.  For triggers where the criteria match the scenario that has occurred, the trigger is then queued to be actioned (which typically happens pretty much immediately).

A small number of triggers are ‘scheduled’ as they cannot be triggered upon a specific event. These triggers include:

• Membership started *
• Membership ended naturally
• Membership ending
• Myzone rank changed
• Myzone move logged **
• Sleep below x for y days
• Activity below x for y days (Calories)
• Activity below x for y days (Minutes)
• x anniversary of joining
• Document check expiring

These triggers are typically assessed sometime after midnight on a nightly basis.

*   The Membership Started trigger is an exception and fires around 11 pm. This was previously set to midnight but has been moved until the end of the day to ‘capture’ memberships that were added with an immediate start.

** The Myzone trigger is an additional exception, as sometimes Myzone moves are received during the day.  However, as this cannot be guaranteed, a process pulls Myzone move data on a nightly basis (sometime after 4am), and then processes triggers for any new Myzone moves that are received.