Summary
Join Dane Whitcomb as he explains how to run the Pass Membership RecConnect report to email or message groups of your patrons regarding their memberships.
Video
Transcript
00:00:05:16 - 00:00:28:21
Dane Whitcomb
In this video, we're going to be going over how to run a pass RecConnect. So in order to get to our pass RecConnect, we need to go to report output listing so we can find that in our menu. And then we get a listing of all our ports in the system. So if we were to just type in RecConnect for the first part of the word here, we'll filter it down by just our RecConnect reports.
00:00:28:24 - 00:00:51:03
Dane Whitcomb
And since we're talking about passes, we'd want to look at the past miscellaneous group and you'll see the PM RecConnect. Okay, so we'll click run report on that one. And this is just going to bring us into our standard kind of pass membership reporting screen where you can filter by, you know, what passes your selecting and certain date ranges.
00:00:51:06 - 00:01:16:23
Dane Whitcomb
So when you come in here to run a RecConnect there might be several different use cases or reasons. You're coming in here to email people. Maybe you want to look at all members who are currently have an active pass and you want to email them maybe a promotion or give them some information. Maybe there's been some updates or changes to a facility you want them to know about, so could really be anything.
00:01:16:25 - 00:01:41:09
Dane Whitcomb
Another example is maybe their pass is expiring the for the current month or the next month and you just want to send out reminder emails. So that's usually a good example of what a lot of customers like to do. So that's the example we'll use today. So let's say we want to run it for all passes. So we're going to use a pass range instead of hand-picking them out of the data grid.
00:01:41:12 - 00:02:01:28
Dane Whitcomb
You could do that if you just wanted to run your RecConnect on a few passes. If you are you would turn off your range. In this case, we're going to keep it on the pass range and the default value of blank and the begin and end pass of the zzz pass in there. So it's going to say use all of my passes in the database.
00:02:02:01 - 00:02:24:21
Dane Whitcomb
And since we're talking about passes who are about to expire, we want to be using our member expiration date range. So the begin member expiration date in the end, member expiration date. So we're looking for any passes to expire within that range. So I'm going to use my begin of month, the end of month value. So that's just saying right now it's September 12th.
00:02:24:21 - 00:02:46:03
Dane Whitcomb
It's saying look for any passes that expire September 1st through the whole month of September, ultimately, you might want to be scheduling this report. So if you were to put like a one next to begin month and end month, that's going to say for the beginning of next month and the end of next month. So that might be a good way to do it.
00:02:46:03 - 00:03:05:06
Dane Whitcomb
If you're scheduling the report on the first of the month or on the last day of the month to look for passes expiring, the next month would be a good example of when to use those values. But since we're just running it on demand or running the RecConnect right now, we're not choosing to schedule it. We'll just keep these on zero.
00:03:05:08 - 00:03:29:18
Dane Whitcomb
So it's looking at passes expiring this current month and since we are talking about passes expiring, usually if they have installment billing or any type of automatic billing linked, they would be auto-renewing. So I'm going to say we're only running this on passes that don't have installment billing. So that's on no. So you can choose to use that option or not.
00:03:29:21 - 00:03:55:10
Dane Whitcomb
You'll see there's a lot more different filters in here. A good one is also this member valid on date range. If you don't want to use the expiration date range example, maybe you just want to run it on passes that somebody might have a valid pass for at that time. So if I ran this on today, today it would look for any passes that are valid on today's day only.
00:03:55:13 - 00:04:30:00
Dane Whitcomb
But back to our passes expiring example. At this point we could click the process button and I'd like to keep my option unique households. That just means if they have several passes in that list, only the household's going to be getting one email versus unique family members would potentially, if there's multiple family members that are pass holders and each of them could get an email and then all matches just means maybe if one family member has three passes, they could potentially get three emails there.
00:04:30:02 - 00:04:52:18
Dane Whitcomb
So I'm going to have on unique households and if you're scheduling it, you would click on the schedule button. If you're running it just on demand or as of right now you'd be clicking continue. So I'll do that and you're going to get a little notification that pops up in the upper right hand corner that says View results.
00:04:52:20 - 00:05:15:08
Dane Whitcomb
I've already actually ran this so I can go into my notification area and see that RecConnect. Initial fetch is complete and click show results in another minute. That'll pop off anyway, so we'll see what that looks like. But once you're in the RecConnect results area, this is who is actually going to be getting the email and what the email is going to look like.
00:05:15:10 - 00:05:37:10
Dane Whitcomb
So what you might have in the email body, the subject, all those sorts of things. So if you do want to include everyone, so this right here, since I ran the report for passes expiring this month, these are all the members who are expiring in September. And here's that notification I was talking about the show results so we can close out of that since we already have it open.
00:05:37:13 - 00:06:00:19
Dane Whitcomb
So if we wanted to send it to all these people whose passes are expiring, that's easy enough where we can just leave the data grid. We don't need to select anyone. Since our option down here, our process option is on all records that's going to notice. Send it to everyone. Now, if you want to do anything else. So if you do want to just send it to a couple people or maybe half or whatever it may be, you can handpick them out of here.
00:06:00:19 - 00:06:23:00
Dane Whitcomb
Then you just need to use selected records only. The other option is you could handpick the ones you want to get rid of out of this list. If there's just a couple and hit remove selected results and that would allow you to keep it on all records because we're just saying, Hey, remove the ones we don't want and we're still going to run it for all records.
00:06:23:00 - 00:06:49:17
Dane Whitcomb
Now, after that, once you get the filters, how you want them on as far as who you're including. So I'm just going to do all records and then I'm going to turn on my process email and my email options. So let's say my subject is passive pass expiring and you can choose to include a CC email if you want.
00:06:49:19 - 00:07:14:12
Dane Whitcomb
And then in the email body, this is where you can actually customize the email. So your customer or whatever it may be. The nice thing about this is you can use these tags down here to kind of tailor the message to the customer. So you could put in the description of the pass so we could say your and then pass description.
00:07:14:12 - 00:07:42:11
Dane Whitcomb
So when they actually get this email, this value is pulling in the name of the pass. So we look at Raymond Best here. It's going to say, Dear customer, your indoor pick up all four month pass and you could say is expire on and then we actually have another one. There's a whole bunch in here, but you'll see that there's a pass expiration date, so you could pull that one in as well.
00:07:42:13 - 00:08:12:20
Dane Whitcomb
So now just by doing those two dynamic kind of values, you can say your pass, you could say your part time employee fitness pass is expiring on September 15th, and that would automatically pull that information in. And then you can kind of customize from there on what you want the email to say. And then some of the other options you might want to think about is if you need to include any attachments, there is spots down here to include one attachment or multiple if needed.
00:08:12:22 - 00:08:25:09
Dane Whitcomb
And once you get your email, body, your subject and any attachments sorted out, you can hit process, RecConnect and that will actually send this email to everyone that we've got selected. So in this case it would be everyone.