Add Smart Automations

Smart automations are rules that automatically operate your loyalty club. For example, create smart automations to:

  • Send members a gift after joining the club
  • Punch their punch cards or give them points based on their purchases
  • Treat members after completing a survey

Note: Smart automations offer many advantages over classic automations—including more sophisticated conditions, easier configurations, and additional features (such as delayed actions and new triggers).

General Structure

Basic automations consist of three components: triggers, conditions and actions. When a specific trigger event occurs and the conditions are satisfied, an action is performed. For example, when a member makes a purchase (trigger) and the purchase includes the item code 1234 (condition), the member receives a punch in their punch card (action).

You can also create more complex automations using scenarios. Scenarios allow you to specify what will happen in different cases—by specifying different actions for different conditions. For example, you can send members different gifts based on their member tag or based on how much they spend. Learn more.

Action Occurrences

By default, when an automation is triggered and conditions are satisfied, each action is performed only once (even if the condition is satisfied more than once). For example, if a member buys 3 items in the same transaction that entitle them to punches, their punch card is only punched once by default. However, you can configure certain actions to occur more than once.

You can select to perform the action a fixed number of times or a custom number of times (which depends on the additional details you specify). For example, you can send a gift for every $50 the member spends or punch their punch card for every coffee the member buys. You can also add a maximum number of times that the action can occur each time the automation is triggered (such as send a gift for every $50 the member spends, upto 3 times).

To create a smart automation:

  1. From the Operation tab, click Autopilot Mode and then Smart Automations.

    Note: A list of automations is displayed, sorted according to the creation date. You can activate or deactivate automations using the toggle under the Active column.

  2. Click Add New.

  3. Add general details:

    Field Description
    Automation Name Enter a name according to its purpose. For example, "Joining Automation" can be used to send the joining gift, punch card and push notification to new members.
    Triggered when member: Select which event initiates the automation. Learn more.
    Limit Occurrences per Member You can specify the maximum number of times this automation can be performed on each specific member. Note: By adding a limitation tag, this field applies collectively to all automations with this tag.
    Limitation Tag By adding the same limitation tag to different automations, the occurrence limits are applied collectively to this group of automations.

    For example, suppose there are 2 automations that send members the same punch card. If you only want to send it to each member once, you can tag both automations "punch card" and set Limit Occurrences per Member to 1 time. Then only the first automation that is triggered occurs for the specific member (i.e. sends them this punch card).
    Max Occurences per Time Period You can specify the maximum number of times this automation can be performed within a certain time period (for each member). For example, once per day or 3 times per month. Note: By adding a limitation tag, this field applies collectively to all automations with this tag.
    Time Period Specify the time period for the Max Occurences per Time Period

  4. (Optional) Add conditions and/or scenarios.

  5. From the Scenarios tab, add actions to perform: click Add Action, enter an action name (by editing the NEW ACTION header), select an action and enter any follow-up details. You can add more than one action.

    Action Notes
    Send an Asset Select which gift or punch card to send. If you select to send a push notification, the message text is specified when creating the asset.
    Send a Lottery Reward Select which lottery reward you'd like to send the member. Note: If the member doesn't win any reward, they won't know you sent it to them. 
    Send a Push Notification Enter the message text. If you're sending the push notification to tell members about a new asset or punches they received, select Yes for Refresh Assets List?
    Add Points/Credit Use this action to send a fixed number of points or credit amount. Note: Point/credit accumulations based on purchase amounts should be configured using the classic automations until this capabilitity is available for smart automations.
    Punch the Punch Card Add the number of punches, and select which punch card to punch. Note: To allow members to punch their punch card more than once for each purchase (ex: if they buy more than one item that's eligible for a punch), make sure to configure the action occurrences in step 6.
    Tag/Untag Member Enter the tag and then select whether to tag or untag this member from this specific tag. Note: Tags are case sensitive: VIP ≠ vip
    Send a Pop-Up Message
    • Add the title and message text for the pop-up message.
    • Set the button action and text for the right button (the left button is Close).
    • Select after how long to stop displaying the message.
    • Select pop-up message timing. Once the automation is triggered, the pop-up is on "stand-by" until this message timing occurs. You can choose more than one.
    • Select whether or not to save the pop-up message to the member's inbox (which can be added to the member profile in the app so members can refer back to them later) 
    Send a Text Message (SMS) Enter the message text. The SMS service provider and sender name is set from Operation > Settings > External Services and the country code must set from Operation > Settings > App Settings.
    Register Member Register members who aren't automatically registered by submitting the registration form. 
    Unregister Member Unregister members who cancelled their membership. 
    Export event Send data to 3rd party systems, that can then use the data to perform actions externally. For example, inform a CRM when a new member joins the club, or send data to a business’ mailing system to trigger an email.

  6. (Optional) Specify the number of occurrences. 

    General Structure of Custom Occurrences:
    For each X number of items that were purchased (i.e. total quantity) from items in the item group you specify. OR
    For each X amount spent (i.e. total price) on items in the item group you specify.

    Examples of Custom Occurrences:
    • For every $50 member spends: For Each 50 Total Price In the group All Purchase Items
    • For every coffee the member buys: For Each 1 Total Quantity In the group Coffee Items

    Using Limit Action Occurrences per Automation, you can specify a maximum number of times that the action can occur each time the automation is triggered.

  7. (Optional) Add action tags and/or action delays.

    Field Description
    Action Tags Action tags allow us to collect and present more meaningful data—by allowing us to group and identify related actions (such as actions related to the same campaign).

    You can add tags to actions in specific automations, and even the same tag to actions in different automations. For example, by adding the tag “Summer 2016” to relevant actions, we can collect data related to this specific campaign—like how many members received a specific asset during the campaign. You can also add a condition to an automation based on the action tag of the trigger event. For example, if a member received an asset during this campaign, send them a custom push notification.
    Timing You can specify how much time to delay an action from occurring once the automation is triggered. For example, you can send a new member a push message the day after they join the club to encourage them to come in to the store.

    This capability is especially useful in cases when an automation triggers multiple actions and you want to specify the order in which the actions occur. For example, if an automation sends a member a punch card and punches their punch card, you can delay the punch action to make sure they first receive the punch card.
  8. Click Save and Close.
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