Journey triggers are one of the most powerful capabilities of GB Members and the best way to maximize efficiency in your communications with leads and members. They allow you to set up automated checkpoints, automated emails and SMS messages, and reminders, freeing up your time and ensuring effective and timely communication.
We’re excited to introduce a new Journey Triggers look and feel, which has been released on December 17th, 2024. This release creates a streamlined, user-friendly tool to simplify and enhance how you manage automated communications for your school.
This update organizes triggers into three distinct categories:
- Members: Manage communications for key events such as birthdays, belt promotions, attendance, and membership status changes.
- Leads: Automate follow-ups and reminders for lead interactions like intro classes and trial bookings.
- Journey Trigger Activity: Track and review all triggered events, ensuring your communications are timely and effective.
This new view/layout comes with several key functional improvements to streamline your experience:
- Toggle Journey Triggers On/Off: Easily activate or deactivate triggers with a simple toggle button.
- Edit Templates and Conditions: Modify templates and journey trigger conditions directly within the trigger.
- Create Custom Templates: Build brand-new custom templates seamlessly from within the journey trigger.
- Simplified Management: Effortlessly delete or create new journey triggers from the list view.
Additionally, this update includes a few additional improvements to optimize system navigation:
- The Settings tab has been removed, and subitems have been relocated for better accessibility.
- The "Home" page in the 3x3 grid drop-down has been removed.
- School settings are now exclusive to users with Data Admin access.
- Attendance-related settings, including Class Calendar, Recurring Bookings, Class Bookings, Member Barcodes, and Self Check-In Pin, have been moved to the gear icon in the Attendance tab.
Please note: School settings have been moved to the back-end settings and are viewable only by users with Data Admin access.
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Contents
- Adding/Updating Journey Triggers
- Managing Member Journey Triggers
- Managing Lead Journey Triggers
- Review Journey Trigger Activity
1. Adding/Updating Journey Triggers
Follow these steps to review, manage, and customize your Journey Triggers:
Step 1: Access the Journey Triggers
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Go to Settings from the 3x3 Grid Drop-Down
- Click Journey Triggers.
- Click Members or Leads, depending on which trigger you want to manage or update.
Step 2: Review Pre-Created Triggers
- You will see a list of pre-created triggers categorized under Members or Leads
Step 3: Activate or Deactivate a Trigger
- Locate the trigger you want to manage.
- Click the On/Off toggle button to activate or deactivate the trigger.
- Green (On) indicates the trigger is active.
- Gray (Off) indicates the trigger is inactive.
Step 4: Edit an Existing Trigger
- Find the trigger you wish to edit.
- Click the Edit icon on the right side of the trigger.
- On the Edit page, customize trigger settings (e.g., contact type, lead condition, etc.).
- You can even edit the SMS, Email, or Phone Scripts directly in the Journey Trigger
Step 5: Delete a Trigger
- Identify the trigger you want to remove.
- Click the Delete icon on the right side.
- Confirm the deletion when prompted.
Step 6: Add a New Trigger
- Navigate to the category where you want to add a new trigger (e.g., Member Celebration Events, Intro Class Events).
- Click the Green Plus Sign (+) on the right side of the category.
- Fill in the required details for the new trigger
- Click Save to activate the new trigger.
📌 Example: Journey Trigger for Yearly (Paid in Full - PIF) Memberships:
To set up a reminder for members on a yearly PIF plan:
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Go to Settings > Journey Triggers
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Create a new trigger and set:
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Action: Automatic
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Contact Type: Email
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Member Condition: Member Joined
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Member Condition Duration: (e.g., 360 days for reminder before 1-year expiration)
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Additional Qualification:
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Choose or create an email template
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Save and activate the trigger!
2. Managing Member Journey Triggers
The Member Journey Triggers section is organized into five categories, allowing you to automate communications for various member events:
A. Member Celebration Events
Manage notifications for celebratory events such as:
- Birthdays
- Belt promotions
B. Member Attendance
Set up alerts and reminders for attendance-related activities:
- Child's Last Attendance
- Last Attendance
C. Failed Payments
Handle notifications for declined charges or failed payments:
- Immediate notifications for failed payments
- Follow-up reminders
D. New Member Events
Manage emails, texts, and notifications for when a new member is created.
- Converted
- Member Joined
- Member Child Self-Signup
- Member Adult Self-Signup
E. Member Status Events
Manage emails, texts, and notifications for when a membership status has been affected
- Cancelled
- Resume Frozen Member
- End of Term
3. Managing Lead Journey Triggers
The Lead Journey Triggers section automates communication with potential members and ensures timely follow-ups:
A. Intro Class Events
Manage notifications for leads who are scheduled for an intro class:
- Class confirmations
- Follow-up messages post-class
B. On Create
Manage notifications when a new lead is added to the system.
C. Trial Booking
Automate notifications for trial booking events:
- Booking confirmation
- Reminders and post-trial follow-ups
4. Review Journey Triggers
The Journey Trigger Activity section allows you to search, track, and review triggered events for members and leads.
- Navigate to the Journey Trigger Activity tab in the Journey Triggers interface.
- Use the dropdown menus to filter the activity:
- Select Trigger Condition: Filter by specific triggers, such as Member Attendance or Trial Booking.
- Select Member/Lead Name: Search by the member's or lead's name to view their specific trigger history.
- Review the list of triggered events to ensure that communications are being sent as expected.
**Tip**
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Regularly review trigger activity to ensure all events function as expected and reach the right audience.
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Test new triggers before activating them to verify the message templates are accurate and well-timed.
Following these steps, you can efficiently manage your Journey Triggers, ensuring timely and effective communication with members and leads.
Conclusion
The new Journey Trigger layout release empowers you to automate and streamline communications with your members and leads, ensuring they receive timely, relevant updates and reminders throughout their journey. By effectively managing and customizing your Journey Triggers, you can:
- Enhance member engagement through personalized notifications for key milestones.
- Improve lead conversion with automated follow-ups and reminders.
- Gain better visibility into trigger activity to monitor and refine your communication strategy.
Review and update your triggers regularly to align with your school’s goals and ensure your messages reach the right audience at the right time. With these tools, you can create a more connected, responsive community within your school.
FAQs
Q1: Can I create custom triggers beyond the pre-created ones?
A1: You can create custom triggers by clicking the Green Plus Sign (+) in the appropriate category (e.g., Member Celebration Events or Intro Class Events). From there, you can define the trigger name, select the contact type, and customize the message template to fit your needs.
Q2: How can I ensure that a trigger is working correctly?
A2: Before activating a new trigger, it’s recommended to test it. You can set up the trigger and send a test email, SMS, or notification to ensure the message is sent as expected. Additionally, regularly review the Journey Trigger Activity to confirm that events are being triggered and delivered successfully.
Q3: What happens if I deactivate a trigger?
A3: Deactivating a trigger will prevent it from sending further automated communications. However, it will remain in the system and can be reactivated anytime by being toggled back to On.
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Need Assistance?
For further assistance or clarifications, please contact software@graciebarra.com or chat with a live representative right from your software!
For non-software related inquiries about your GB School, reach out to support@graciebarra.com
Additional Training Resources: While we are still building out this Help Center, you can find additional information within this user guide to help you easily navigate the software. There are also more screen-recorded videos in this Google Drive.
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