Draft Emails for Migration

Overview

When migrating from another reservation system to PodPlay, a best practice is to email your current Customers ahead of the cutover so they know how to access the Club's new software. Below are five rough drafts you can send as-is or edit to fit your voice. The drafts cover:

• Introducing PodPlay to Customers
• Helping Customers download the App and sign up
• Explaining the Club and Event attendance process
• Helping Customers add their credit card
• Showcasing new programming and Events

For each email, we suggest taking screenshots of your new App and including them inline so Customers can see exactly what they're navigating.

Suggested migration campaign cadence

A reasonable migration communication cadence runs roughly two weeks before cutover through the first month after launch. Use this as a starting point and adjust to your Club's pace.

When	Email	Why this timing
10 days before cutover	Introducing PodPlay	Gives Customers a heads-up so the change isn't a surprise on launch day
3 - 7 days before cutover	Helping Customers download the App and sign up	Lands when the App is downloadable so Customers can install it and create their Profile in one sitting
0 - 2 days before cutover	Club and Event attendance process	Sent once Customers are comfortable with the basics and ready to learn the QR check-in flow
2 - 5 days after cutover	Helping Customers add their credit card	Targeted to Customers and Members paying a subscription who signed in and haven't added a card yet
Monthly, ongoing	Showcasing new programming and Events	Recurring drumbeat once everyone is migrated

For Clubs with a smaller Customer base, the early emails can be combined or shortened. For larger Clubs or those with multiple locations, segment by Membership tier or location and stagger sends across a few days.

Introducing PodPlay to Customers

Subject: {Club Name} has a new home for booking

Hello valued Customer,

We have exciting news. {Club Name} has adopted a new booking software, PodPlay. Booking courts and playing with friends will be faster and easier. We have transferred your account information into the new system and all future bookings and events. Please log in HERE with this email address and finish creating your Profile.

Enter your phone number and credit card information from the "Account Info" button. You can also add your birthday and gender if you wish.

After completion, you are ready to start booking and having fun.

See you soon!

Helping Customers download the App and sign up

Subject: Download the {Club Name} App and set up your Profile

Hello valued Customer,

{Club Name}'s new App is live. Tap the link below to download it from the Apple App Store or Google Play Store, then create your Profile in a few quick steps.

Download the App: [link]({iOS or Android App link})

Once the App is installed:

1. Open the App and enter your email
2. Check your inbox for a 6-digit code
3. Enter the code, then enter your first and last name
4. Accept the Terms of Service, Privacy Policy, and Waiver
5. Tap "Sign up"

To finish your Profile, sign up for an Open Play or Clinic on the Events tab of the App, or enter your phone number and credit card information from the "Account Info" button.

Prefer your browser? Go to {https://club-name.podplay.app/account} and follow the same steps in the Web App.

See you soon!

Club and Event attendance process

Subject: How to check in at {Club Name} starting [date]

Hello valued Customer,

To speed up our welcome and check-in process, we're rolling out new system updates.

The first update unlocks a feature in our Web App and App that lets you sign up for any {Club Name} programming before you arrive at the Club. Once you have signed up for an Event (Open Play, Clinic, etc.), a "Check In" button will appear in the Reservations tab of the App. Tap that button and a randomly generated, unique QR code will appear. Show that QR code on the scanners at the front desk.

When scanning your QR code, state your name and the scheduled programming you registered for to our front-desk staff.

Here is an example of the process:

We ask you to start using this process on [date]. As of [date], we will no longer take signups through the front desk. Signups for programming must be done through the Web App or App. If you run into issues, contact our front desk or ask us a question during your next visit.

We are also working to make sure every player has limited downtime and enough time on the court, so we will be capping programming attendance. This means signups for Open Play move to a first-come, first-served system through the Web App or App. Once the events are full, we will not accept additional Customers for that particular Open Play.

We look forward to seeing you on the court soon.

Kind regards, {Club Name} team

Helping Customers add their credit card

Subject: One quick step to keep booking at {Club Name}

Hello valued Customer,

To get the most out of your Membership, add your credit card on file.

Adding your card is easy:

1. Open the App
2. Tap the More tab in the bottom right of the App
3. Press the "Account Info" button at the top
4. Click on the "Payment Methods" button
5. Add your credit card

Once your card is on file, you are ready to start booking.

Showcasing new programming and Events

Subject: New month, new programming at {Club Name}

New month, new programming!

Check out our newly released programming for early access to Open Play, Clinics, and more.

Hurry before all open spots fill up.