Automations Explainer

BETA adds a number of automations to your dashboard to ensure key bulk system actions are performed.

You can see your gym’s automations in your gym’s Automations Page on BETA.

Go to Settings » General » Automations

⤷ An automation VS an automated job?

An automation is an ongoing rule that runs automatically every day.

• When the conditions are met, it performs the action.

• It keeps running until you disable it.

Example: Run Billing daily at 02:00am

A job is a one-time scheduled execution.

• It runs once when triggered.

• It does not repeat automatically.

• It does not check again the next day.

Example: Bulk update subscription next billing dates to 01 July, run job on 31 May

⤷ Automations (Run Daily)

» Checkout Climbers

• Tier: Club & Above

• Frequency: Daily

• (Spec) Recommended time: Late evening, after closing e.g., 11 PM

• Description: Automatically check out all active climbers at the end of the day.

» Run Billing

• Tier: Club & Above

• Frequency: Daily

• (Spec) Recommended time: Early morning, before opening e.g., 2 AM

• Description: Automatically generate invoices and process recurring memberships, passes, and services.

» Send Transactional Emails

• Tier: Community & Above - # limit depending on Tier

• Frequency: Daily

• (Spec) Recommended time: Early morning e.g., 9 AM

• Description: Automatically send transactional emails when triggered (e.g., bookings, purchases, waivers).

» Send Event Reminder Emails

All tiers receive event confirmation purchase emails, even if manually enrolled. These emails serve as reminders for upcoming events.

• Tier: Business & Above

• Frequency: Daily

• (Spec) Recommended time: Early morning e.g., 8 AM

• Description: Automatically send reminder emails for upcoming events.

» Upload Non-Aggregated Accounts (Xero)

• Tier: Community & Above

• Frequency: Daily

• (Spec) Recommended time: Early morning before opening e.g., 3 AM

• Description: Automatically send individual transactions to Xero. Each sale or payment is recorded separately for detailed, item-by-item reporting.

» Upload Aggregated Accounts (Xero)

• Tier: Community & Above

• Frequency: Daily

• (Spec) Recommended time: Early morning before opening e.g., 3 AM

• Description: Automatically send grouped transaction totals to Xero (e.g., daily sales totals) instead of individual entries.

» Resume Scheduled Passes

• Tier: Business & Above

• Frequency: Daily

• (Spec) Recommended time: Early morning before opening e.g., 3 AM

• Description: Automatically resume passes and subscriptions scheduled for future reactivation.

» Automations Timing

Please let us know if you would like any of the automations to run at times different from those recommended above. Kindly provide the exact times in your local time zone.


Our recommended schedule is based on performance data and insights into the most effective times to run these automations. Unless we receive alternative times from you, we will proceed with the recommended schedule shown above.

⤷ Types of Automated Jobs (One off)

» Bulk Price Tax Update

• Tier: Club & Above

• Time: as specified by gym

• Description: Automatically update the tax (%) on a selected pass price.

» Bulk Update of Next Billing Date on Subscriptions

• Tier: Club & Above

• Time: as specified by gym

• Description: Automatically update the next billing date for all subscriptions to a specified date, according to operational requirements.

Please let us know if you would like any of the automations to be actioned for you. Kindly provide the exact date & time of when you would like for this to be run, in your local time zone.

FAQs

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