Integrating a Community System with Engagement Rx

Modified on Thu, Jul 11 at 8:28 AM

Engagement Rx engages your members to help facilitate new membership on-boarding and facility usage. Engagement occurs as a result of data received from your membership system. This document covers two different methods of transmitting membership activity to Engagement Rx.

Batch Files

Batch files can be used to transfer member-related data to Engagement Rx. These files can either be transmitted to an Avidon Health hosted SFTP site or automatically retrieved from your own hosted SFTP or FTPS site. The FTP information will be collected and/or provided to you during the implementation process.

File Naming Convention

Engagement Rx can support any file name convention. The only requirement is that each file made available needs to have a unique filename. It is common practice to add the date the file was created as part of the filename. For example:

membershipactivity-2023-03-01.csv

General File Specifications

All files must use the standard CSV format following RFC 4180. The general file specifications are described in the table below:

Status Code	Description
File Format	Comma-Separated Values (CSV) following RFC 4180
Character Code	ASCII
File Header	A file header row is included as the first row of the file.
Field Delimiter	Comma ,
Row Delimiter	Carriage Return + Line Feed (CRLF)
File Header	The first row of the file must contain the column header names described below

New Memberships File

The purpose of the New Memberships file is to start an engagement campaign to facilitate on-boarding for your new members.

The New Memberships file should contain a list of all new memberships started since the last file was sent to Engagement Rx.

Import Rules

Engagement Rx uses the following business rules for processing New Memberships files:

New users are added to the system.
If a user already exists in Engagement Rx system, the user’s information is updated.

File Specifications

The file must contain all fields indicated as required below. Please see notes regarding some optional fields that while optional, are recommended to increase engagement and personalization for the member.

Field Name	Required	Type	Notes
KeyField	Yes	String, Max 255 characters	The identifier which uniquely identifies an individual in your system. This is often a membership number
FirstName	Yes	String, Max 45 characters	The user’s first name
LastName	Yes	String, Max 45 characters	The user’s last name
Email	Yes	String, Max 255 characters	The user’s email address
SmsPhoneNumber	No ¹	E.164 formatted phone number	The user’s mobile phone number which can receive text messages
Birthdate	No ²	ISO 8601 formatted date
Gender	No ²	String, (see notes for valid values)	Valid values include: “Male”, “Female", “TransMale”, “TransFemale”, “GenderQueer”, “NonBinary”
MessagingOptIn	No ²	Boolean, true or false	Indicates if the member has opted into our out of communications
MembershipStartDate	Yes	ISO 8601 formatted date	The date the new membership started
MembershipExpirationDate	Yes	ISO 8601 formatted date	The date the membership expires
Segment	No ²	String, (see notes for valid values)	Valid values include: “predisposed” or “notpredisposed”
PreviousMember	No ²	Boolean, true or false	Indicates if a member previously had a membership

¹ Not required but preferred to increase engagement by allowing multi-channel communications.

² Not required but preferred to increase the level of personalization provided by Engagement Rx

Membership Activity File

The purpose of the Membership Activity file is to inform Engagement Rx if your members are meeting minimum expectations regarding facility usage at 10, 21, 30, 60 and 90 days after membership has started. You can choose to use a single file or multiple files for transmitting information on your member activity, but all files should follow the same specification described below.

Import Rules

Engagement Rx uses the following business rules for processing Membership Activity files:

A member record is located by KeyField
If the member is found
- The provided event is recorded within Engagement Rx
- An engagement campaign is started according to the event recorded
If the member is not found, no engagement campaign is started.

File Specifications

The file must contain all the fields listed below.

Field Name	Required	Type	Notes
Keyfield	Yes	String, Max 255 characters	The identifier which uniquely identifies an individual in your system. This is often a membership number
EventCode	Yes	String, Max 255 characters	One of the Membership Activity Events as described in the Events section later in this document

API

The Engagement Rx API can be used to transmit data to Engagement Rx in real-time. The below documentation describes the recommended process to follow and API methods to utilize to send new membership information and membership activity.

General API usage information can be found in the Engagement Rx API page.

New Membership

The following process should be used when using the Engagement Rx API for transmitting new membership information:

Call API to: Get member by key field
- If not found, call API to: create a new member
- If found, call API to: update the member
Call API to: record an event: CommunityMembershipStarted

Membership Activity

The following process should be used when using the Engagement Rx API for transmitting membership activity:

Call API to: Get member by key field
- If not found, call API to: create a new member
- If found, call API to: update the member
Call API to: Record an event using the applicable event listed in the Membership Activity Events section

API Methods

Below is a list of the relevant API methods to support the New Membership and Membership Activity processes described above. Detailed API method information can be found in the Engagement Rx API Reference documentation.

Get member by keyfield

Create a new member

Update the member

Record an event

Membership Activity Events

The table below describes the event codes to use to describe member activity and when they should be used.

EventCode	When to use
Community10DayUsageTrue	If the member has used the facility at least 4 times in the last 10 days.
Community10DayUsageFalse	If the member has NOT used the facility at least 4 times in the last 10 days.
Community21DayUsageTrue	If the member has used the facility at least 4 times in the last 21 days.
Community21DayUsageFalse	If the member has NOT used the facility at least 4 times in the last 21 days.
Community30DayUsageTrue	If the member has used the facility at least 4 times in the last 30 days.
Community30DayUsageFalse	If the member has NOT used the facility at least 4 times in the last 30 days.
Community60DayUsageTrue	If the member has used the facility at least 4 times in the last 60 days.
Community60DayUsageFalse	If the member has NOT used the facility at least 4 times in the last 60 days.
Community90DayUsageTrue	If the member has used the facility at least 4 times in the last 90 days.
Community90DayUsageFalse	If the member has NOT used the facility at least 4 times in the last 90 days.