Automated Event-Based Communication (AutoSend): Overview

SimplySwim Plan

✖ Legacy ✖ Sales Complete Elite

Overview

SimplySwim's Automated Event-Based Communication module enables your business to automatically send timely, personalised messages to families and students when specific milestones or events occur.

This feature eliminates manual follow-up tasks and ensures consistent, professional and timely communication at critical moments in the customer journey.

How It Works

1. Event Monitoring

SimplySwim continuously monitors for six key customer milestone events:

• New Family Registration - when a new Family is added
• New Student Registration - when a new Student is added
• New Enrolment - when a student is enrolled into a class
• First Enrolment - when a student is enrolled into their very first class
• First Attendance - when a student attends their first actual class
• New Pass Issued - when a family receives a new pass.

2. Smart Timing

You create and control each automated communication rule by specifying:

• what event will trigger the message
• how long to wait after this event occurs to trigger the communication (measured in hours)
• which source the event must come from for that particular message to be triggered (e.g. only created by a User, only created online through the portal, or created by all sources).

This smart timing feature is a powerful tool, allowing you to send automated, targeted messages at the perfect moment. Examples of this could be a "Welcome New Families" email 2 hours after a New Family has been registered in your system; a "We've sent your enrolment details to your email address" SMS 24 hours after enrolment; a "How was your first lesson?" follow up 24 hours after a student's first attendance; a reminder to download the app or sign up to a direct debit agreement 3 days after the family's initial sign up. The possibilities are endless.

3. Intelligent Filtering

The system is smart about what it sends, only processing events that:

• have occurred after you created the automation rule (so no retroactive messages will be sent to existing clients)
• match your specified source requirements
• have waited the required number of hours
• haven't already been sent (preventing duplication).

4. Personalised Message Delivery

When a qualifying event is identified, the system:

1. Retrieves your pre-configured message template
2. Personalises it with the family's specific information (names, dates, etc)
3. Determines the delivery method based on your message template settings (Email, SMS or Push Notification)
4. Records the communication in the family's Communication Log for your reference.

When creating your message templates, you should determine the best type of communication for the desired outcome:

Email - Professional formatted messages that can contain larger amounts of information if needed

SMS - Quick text messages to mobile phones for a quicker, actionable response

Push Notification - Instant alerts through the mobile app.

5. One-Time Guarantee

Each configured event triggers a message once only. The system maintains a record of every message sent, ensuring families never receive duplicate automated communications for the same event, even if the automation runs multiple times.

Business Benefits - why use AutoSend Communications?

• Time Savings: Eliminate manual follow-up tasks and ensure no customer falls through the cracks.
• Consistency: Every family receives the same high-quality, timely communication regardless of when they join or which staff member handles the registration. No more forgotten communications.
• Engagement: Reach customers at meaningful moments in their journey, increasing satisfaction and retention and growing positive word-of-mouth reputation.
• Scalability: Handle communication for 10 families or 10,000 families with the same level of timely and personal attention.
• Flexibility: Mix and match event types, timing delays and message formats to create the perfect customer experience for your business.

Find out how to configure AutoSend Communications for your business here:

AutoSend Communications: Setup

Last updated 27 January 2026