Setting up automations

Where to find automations

Steps

1. Go to Settings.
2. Click Automations in the left-hand column.
3. Choose Automations.

You will see three tabs: Payment, Database and Favorites.

Payment automations

This is where everything money-related lives: generating bank files, processing CodaBox coda files and following up unpaid invoices.

Steps

1. Open the Payment tab.
2. In the list, check each automation's title and last execution. That date tells you at a glance whether the automation is actually running.
3. Click an existing automation to open it, or click Add new payment automation at the bottom.
4. For each automation, set when it runs, which clubs it applies to and which notifications you receive.

💡 Tip: check the Last execution column every month. An old date next to your direct debit automation usually means collections have been left behind.

Database automations

Database automations send automatic e-mails and run recurring tasks against your member database. Common examples:

• a birthday e-mail to the member;
• a "we miss you" e-mail to sleeping members;
• a warning that a membership expires in 14 days;
• a notice that only 3 turns remain on a turn card;
• a reminder about an unpaid CodaBox amount.

Steps

1. Open the Database tab.
2. Check each automation's description, whether it is active, and when it last ran.
3. Click an automation to open it, or click Add new database automation.
4. Select the weekdays on which the job may run and, if needed, enter a validity period.
5. Save.

⚠️ Important: an automation only runs on the selected weekdays and within the validity period you set. Inactive jobs, and jobs outside their validity range, are skipped — without an error message. This is the most common reason an expected e-mail never goes out.

Favorites

Under Favorites you pin the automations you need most often, so you do not have to look them up every time.

Result

You know which tasks your club performs automatically, when they run and where to change them. An automation that is not working is now immediately recognisable from the Last execution column or from an inactive status.

The e-mails these automations send are managed in Managing e-mail templates. For collecting direct debits manually see How can I manually collect my direct debits and send them to the bank? and for error codes SEPA error-codes.