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Hole 8

Mail automation and inbox

31 templates with triggers, each editable, each can be switched off individually, each logged. An inbox with thread view assigns replies to the right case.

Act II · The club office · Mail designer

Mails that write themselves.

Building blocks form a sequence, and every block draws on the PC CADDIE records. Two examples from everyday club life, to switch between.

In the Club and Complete packages · Mail designer module: €1,200 + €15/month€45/month when paying monthly excl. VAT requires PC CADDIE integration

31 triggers

Something happens in the system, the right mail goes out. Every text editable in the back end, every mail can be switched off individually, every dispatch logged. These are the real triggers from gerhelm.de.

  1. Memberships 8

    • Confirmation code requested in the applicationConfirm emailto member
    • Contract concluded via the websiteContract concludedto member
    • Contract confirmedWelcome to the clubto member
    • Partner contract without second signatureSecond person: please signto member
    • Second person has signedSignature receivedto member
    • Form sent from ‘Contract on site’Contract for signingto member
    • Copy address entered on sendingCopy to own addressinternal
    • Contract arrives or is completedNotification to the officeinternal

  2. My area 2

    • Login without passwordLogin linkto member
    • New account on concluding a contractWelcome to ‘My area’to member

  3. Matchplay 2

    • Player reports a match resultConfirm resultto member
    • A round’s deadline is approachingDeadline reminderto member

  4. Beginner programmes 13

    • Sign-up for a beginner programmeConfirmation of receiptto member
    • Sign-up for a beginner programmeNew sign-up to the club officeinternal
    • Member takes on a mentoring requestMentoring offer receivedto member
    • Offer withdrawn or declinedMentoring offer withdrawnto member
    • Rookie accepts the mentoring offerMentoring confirmed, contact detailsto member
    • One side reports a joint roundConfirm joint roundto member
    • Six weeks without a confirmed roundReminder about the next roundto member
    • Third round or RPR round confirmedMentoring completedinternal
    • Sign-up via “I’m in”Rookie of the Year: you’re into member
    • Voucher request issuedMember’s-&-Friend’s voucherto member
    • Referral bonus pre-registered on the websiteReferral bonus notedto member
    • Referral settledVouchers to the referrerto member
    • Referral bonus voucher issuedConfirmation to the club officeinternal

  5. Newsletter 5

    • Entry in the newsletter formConfirm newsletterto member
    • Subscription confirmedWelcome to the newsletterto member
    • Member’s birthdayBirthday greetingto member
    • 5, 10, 15 … years at the clubClub anniversaryto member
    • A year without a click in the newsletterReactivationto member

  6. Vouchers 1

    • “Send” button on house vouchersHouse voucherto member

And if fixed triggers are not enough, you can build your own workflows:

runs for every competition announcement

not enteredenteredWaiting listTRIGGERPC CADDIENew competitionin PC CADDIE,21 days aheadFILTERPC CADDIEeligibleper announcementage, HCP limitBRANCHPC CADDIEEntry statusin PC CADDIEMAILInvitation withsign-up link,{{turnier}}WAITPC CADDIEuntil 5 days beforeentry deadlineFILTERPC CADDIEnot yetenteredMAILReminder:entry deadline{{meldeschluss}}ENDEnd of the chain.MAILEntryconfirmed,{{turnier}}WAITPC CADDIEuntil the start listis readyMAILPC CADDIEYour tee time{{startzeit}},tee and flightWAITPC CADDIEuntil the resultis inMAILPC CADDIEYour result:{{netto}} points,position {{platz}}MAILPC CADDIEWaiting list,position {{warteplatz}}ENDEnd of the chain.

runs daily

TRIGGERPC CADDIE10-ride e-cart cardin PC CADDIE:2 rides leftFILTERPC CADDIEMember,email on fileMAILOnly 2 rides lefton your card+ 10% discount codeWAITPC CADDIEuntil the cardis used upFILTERPC CADDIEno newcard boughtMAILCard empty: new oneonline or on site+ code valid 7 daysFLAGFlags: remindedfor this cardENDEnd of the chain.

Preview · Mail 1

Only 2 rides left on your e-cart card

Hello {{vorname}},

your 10-ride e-cart card has 2 rides left. You can get your next card online or at the club office.

With the code ECART-{{code}} you save 10% on your next card. Valid until {{gueltig_bis}}, single use.

Enjoy your rounds!

Eight building blocks

  • Trigger
  • Filter
  • Branch
  • Wait
  • Approval
  • Mail
  • Flag
  • End

Drop, connect, test run, go live.

Safeguards for every chain

  • 1×At most once per person and occasion. Nobody gets the same mail twice.
  • 30Emergency brake: above 30 mails per run, it reports instead of sending. A logic slip in a condition does not cost a hundred mails.
  • ▷A test run shows in advance who would get which mail.

Mails that write themselves

The automation studio: 31 outgoing mails with triggers, from the sign-up link to the cancellation confirmation, each editable in the back end, each switchable off individually, each logged. Match day reports write themselves from the association’s result; a language model does the wording, but only if every figure comes from the results. The Newsletter studio with blocks, preview, dark mode and checklist; issue 1 went to 1,287 recipients. Two kinds of sending with two legal bases: club announcements to the PC CADDIE records, newsletters only with confirmed consent, from a dedicated sender subdomain. An inbox with a threaded view assigns replies to the case.

The club office reads mails. It no longer types them.

Receives from

Tell us what gets entered twice at your club.

mail@clubkontor.de