Credit Reminders Are Live — SwingFIT Member Success

What's changing

Every member's credit balance is checked automatically. If a member still has unused credit of a given type and that credit is approaching its reset or expiry date, they get an email reminder in their own inbox — no MS involvement required. This has been running quietly against a test inbox for a while; as of today, it sends to real members.

The 6 credit types and when they're reminded

Every reminder only fires if the member still has an unused balance of that type. Nobody gets nagged about credits they've already used.

Credit type	How it expires	Reminder timing
Member Lesson	Monthly allowance, no rollover	1 reminder, 10 days before reset
Member Coaching Add-on	12-month packs	3 reminders — roughly halfway, then 60 and 30 days before expiry
Regular Coaching Pack	PAYG pack, fixed expiry	2 reminders — 60 and 30 days before expiry
Junior Pack	PAYG pack, fixed expiry	2 reminders — 60 and 30 days before expiry
Practice / TrackMan Pack	PAYG pack, fixed expiry	2 reminders — 60 and 30 days before expiry
Fitness Pack	PAYG pack, fixed expiry	2 reminders — 60 and 30 days before expiry

How it works

Four steps, start to finish.

Balances stay in sync automatically

Every credit purchase, use, and expiry updates the member's record the moment it happens. Nobody has to manually track or update a balance for this to work.

Each credit type has its own timeline

A monthly lesson allowance and a 12-month coaching pack don't run out the same way, so each type is reminded on a schedule that matches how it actually expires — see the table above.

Only sent if there's a real balance to protect

If a member has already used up a credit type, or it's already expired, no email goes out for it. This only ever reminds someone about credit they still actually have.

Balance > 0 required

Sent from info@, straight to the member

These are ordinary emails, not WhatsApp, and they come from the same info@ address as other member emails. They also share the same frequency cap as our other marketing sends, so a member won't be double-hit with two emails in the same week.

What we're asking of you

No new task on your side. This runs on its own — nothing to check, send, or log day to day.
If a member asks about one of these emails, it's real. You can confirm it's an automatic reminder tied to their own credit balance, not a mistake or a sales push.
If a member says the date or balance in the email looks wrong, flag it to Max rather than editing anything in CRM or Golf Manager directly — the numbers come from a live sync, so a wrong-looking number usually points to something worth checking upstream, not a typo to fix by hand.

What this isn't

This isn't the credit-expiry math reference — that's a separate doc that explains how the 30-day rolling window works. This page is about the automatic email, not how to calculate an expiry date by hand.

It also isn't a substitute for a real conversation with an at-risk or quiet member. It's a factual, useful nudge tied to something the member already owns — not outreach, and not a replacement for the personal check-ins the At-Risk Alert asks of you.

Heads up: a small batch of members who were already sitting close to a reminder date got safely held back from the very first send, so the switch-on didn't surprise anyone with an email that felt out of nowhere. That group rejoins the normal schedule within about a week — nothing you need to do about it.

Why this matters

A credit that expires unused is the fastest way for a member to feel like they didn't get what they paid for — and that feeling shows up later as a cancellation or a complaint, usually after it's too late to do anything about it.

This closes that gap automatically: members hear about unused credit while there's still time to book, and Member Success spends less time fielding "why did my credits disappear" conversations after the fact.