Connect Amilia to your Cyberimpact account

Amilia is an eCommerce platform for activities and recreation. Simplify your subscriber management with our integration between Amilia and Cyberimpact. Contacts created or updated in Amilia will be automatically added to Cyberimpact when they sign up for an activity or subscription. 

Before you start

What you need to know beforehand:  

• Plan required: To use the integration, you must have a Cyberimpact Plus or Pro plan, since you'll need at least 14 custom fields to add the synchronized information.
• Access to the SmartRec back office: You must be an account owner within SmartRec to authorize Cyberimpact to access your SmartRec back office to obtain the API token required for synchronization.

How it works

The integration between Cyberimpact and Amilia allows you to automatically synchronize your contacts, activity registrations, and memberships.

In this section, you’ll learn about:

• Initial synchronization

• Automatic updates for people, accounts, and activity registrations

• Automatic updates for memberships

• Contact segmentation

• Consent handling for synchronized contacts

• List of information imported with each contact

Initial synchronization

When the integration is first connected, Cyberimpact performs an initial sync of your data from Amilia.

What we import:

• Activity registrations within a defined time frame —
  You can choose the reference period for the initial import. However, to comply with Canada’s Anti-Spam Legislation (CASL), we recommend not exceeding 24 months in the past.

• All contacts with an active membership at the time of synchronization.

Automatic Updates for People, Accounts, and Activities

After the initial sync, data is updated in near real time via Amilia webhooks and API. Each relevant update or event will trigger the addition or update of contacts in your Cyberimpact account.

Triggering events

• A person is created or deleted
• An account is deleted (archived)
• An activity registration is created, modified, or deleted

When these events occur:

• New person created
  The contact's email and that of the account owner will be added.
  > If the person is a child or shares the same email as the owner, only the owner’s email is imported.
  If the contact already exists in your Cyberimpact account, their information will be updated.

• Person or account deleted (archived)
  The Amilia.IsArchived field will be set to "True".
  The email addresses of the account owner and the person will be removed from the activity and membership groups, but will remain in the general Clients Amilia group, as well as in the dynamic group for archived clients.

• New activity registration
  We will update the information of the relevant contacts and automatically add them to the groups associated with the activity, based on your configured segmentation.

• Activity unregistration
  The email addresses of the account owner and the registered person will be removed from the activity groups but will remain in the Clients Amilia group.

• Full activity cancellation
  If an activity is canceled for all participants, the associated group will be kept as is, allowing you to continue communicating with the registrants — for example, to offer a new timeslot or a replacement activity.

Automatic Updates for Memberships

Membership-related groups are updated daily to accurately reflect their current status — even if that status changes without triggering a webhook.

You can customize how membership groups are structured, based on your communication goals

• Active Membership Groups
  Includes only contacts whose membership is currently active.
  Ideal for sending exclusive newsletters to current members, such as promotions, gated content, or renewal reminders.
• Complete Membership Groups
  Includes all contacts who ever had a membership, whether active, expired, or canceled.
  Perfect for re-engaging past members, conducting satisfaction surveys, or announcing updates.

Contact segmentation

Contacts added or updated in Cyberimpact through Amilia are automatically assigned to groups based on your segmentation preferences. The integration can generate the following types of groups:

• Standard groups linked to all imports
• Groups linked to activity registrations
• Groups linked to membership registrations

Standard Groups

Regardless of your segmentation settings, all contacts synchronized from Amilia will be added to these base groups:

• Clients Amilia
  Private static group containing all imported Amilia contacts.

• Clients Amilia – Archived
  Dynamic group containing contacts whose account or personal profile is archived in Amilia.

Groups Linked to Activity Registrations

When someone registers for an activity in Amilia, the email of the account owner and the registered person (if they have a different email address and are not a child) will be added to groups based on your chosen segmentation level.

Configurable Segmentation Levels

You can choose the activity group segmentation level based on your communication strategy. The available options are:

• Program
• Program > Category
• Program > Category > Subcategory
• Program > Category > Subcategory > Activity

For example, if you choose Program > Category > Subcategory > Activity, a static group will be created for each activity that has received registrations, while dynamic groups will be automatically generated for the subcategories, categories, and programs associated with those activities.

The lowest selected level (e.g., Activity or Subcategory) will be synchronized as a static group, while the higher levels will be represented as dynamic groups.

Group Naming Structure

The names of the groups automatically created in Cyberimpact reflect the hierarchy of the levels you selected for the activity segmentation.

Each group name includes the higher-level categories of the item, if those levels are part of your configuration.

For example, if you choose:
Program > Category > Subcategory > Activity

Then:

• Activity group name will be:
  Program \ Category \ Subcategory \ Activity

• Subcategory group name will be:
  Program \ Category \ Subcategory

• And so on.

Concrete Example

Here’s an example based on a registration for the activity “Saturday Morning Yoga Class”, which is structured in Amilia as follows:

• Program: Yoga

• Category: Fitness

• Subcategory: Relaxation

• Activity: Saturday Morning Yoga Class

With segmentation configured at all levels, Cyberimpact will create:

• Yoga (Program – dynamic group)

• Yoga \ Fitness (Category – dynamic group)

• Yoga \ Fitness \ Relaxation (Subcategory – dynamic group)

• Yoga \ Fitness \ Relaxation \ Saturday Morning Yoga Class (Activity – static group)

Groups Linked to Membership Registrations

People who register for a membership — for example, a gym, pool, or annual program membership — (the account owner and the registered individual, if eligible) are automatically added to a private static group associated with that membership.

This group is kept up to date based on your segmentation preferences for memberships.

• See the section Automatic Updates for Memberships.

Consent for synchronized contacts

Our integration with Amilia also enables you to update your customers' consent. Contacts added or updated via the integration will get “API or Webhook - Active client” as the consent source. This is a 24-month implied consent.

• The date of consent will be either the date of creation of the activity registration or the date of purchase of the membership.
• The proof of consent will be the unique registration number of the last activity or the name of the membership.

Consent is updated each time a person registers for a new activity or purchases a new membership.

List of information imported with your contacts

Integration with Amilia provides the following information about your contacts:

Contact details	Description	Field type
Email	Email address of the person or account owner.	Regular field
First name	First name of person or account owner.	Regular field
Last name	Last name of person or account owner.	Regular field
Gender	Gender of person or account owner.	Regular field
Date of birth	Date of birth of person or account owner.	Regular field
Country	Country	Regular field
Postal code	Postal code	Regular field
Amilia.Address.City	City	Custom text field
Amilia.Address.StateProvince	Province or state.	Custom text field
Amilia.AccountId	Account number id.	Custom integer field
Amilia.PersonId	The person's identification number in Amilia.	Custom integer field
Amilia.IsArchived	Archived status. Possible values for this field are : True (is archived) or False (is not archived.	Custom text field
Amilia.Skills	The person's skills. These will be separated by commas.	Custom text field
Amilia.JoinDate	Contact creation date in Amilia.	Custom date field
Amilia.Membership.Name	Name of last membership purchased.	Custom text field
Amilia.Membership.PurchasedDate	Last membership purchase date.	Custom date field
Amilia.Membership.EffectiveDate	Date from which the membership becomes effective.	Custom date field
Amilia.Membership.ExpirationDate	Membership expiry date.	Custom date field
Amilia.ExternalId	Corresponds to an external ID number.	Custom text field
Amilia.Telephone	Phone number of the person or account owner.	Custom text field
Amilia.TelephoneMobile	Mobile phone number of the person or account owner.	Custom text field

How to 

To connect your Amilia account to your Cyberimpact account:

1. Invite Cyberimpact to access your back office. (important: you must be an account owner in Amilia)
   
   In SmartRec (Amilia), go to the Account > Administrators subtab to add amilia.dev@cyberimpact.com as an admin. We recommend creating a permission group called "Integrations" and making sure nothing is checked off in the permissions. Assign the admin this permission group.

2. Send an activation request to our team at support@cyberimpact.com, including the following information:
    

   1. Your organization’s name

   2. Your Cyberimpact account number

   3. Your desired synchronization settings:

      • Initial import period: From what date would you like to import past registrations?
        (Recommended: up to 24 months to comply with CASL)

      • Activity segmentation level: Based on the structure you use (see detailed examples here)

      • Membership group customization. Choose between:

        • Groups that contain only active memberships, or

        • Groups that include all memberships (active, expired, and canceled)
          👉 For more details, see the section Automatic Updates for Memberships.

          The request must be made by a Cyberimpact account administrator.

3. Our team will confirm once the configuration is complete.

Next steps

From the contacts and information imported through this connection, you can: 

• Send personalized promotions with ease. How to
• Automatically send welcome emails to new subscribers. How to
• Segment your contacts to send them better targeted emails based on your customer information (interests, age, region, etc.). How to segment your contacts | How to create dynamic lists
• Automatically send an email before or after the end of their membership. How to
• Wish your contacts a happy birthday. How to

See also: 

• Create your first template
• Send personalized emails with your contacts' data