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Setting up contract renewal reminders

  • Updated

In this article, you will learn how to set up and manage reminders for contract renewals in Magicline. This guide covers the necessary configurations for ensuring customers are notified about their contract renewals.

Fast Lane

  1. Navigate to Settings / Membership management / Rates and edit the rate you want to add the notification to (opens the Edit term dialog).
  2. Set the contract to automatic renewal.
  3. Enable the notification for contract renewal.
  4. Specify the number of days before the last possible cancellation date for the notification to be sent.
  5. Save the settings.

Automatic Contract Renewal Setting

To set up a reminder for contract renewals, the contract must be configured for automatic renewal within the rate's Edit term settings. This ensures that the contract will continue unless a cancellation is made.

  1. Go to the Rates section where you manage the contract details, and open Edit term for the relevant rate.
  2. Ensure that the option for automatic renewal is selected.

Notification Configuration

Once the contract is set for automatic renewal, you can enable the notification feature to inform customers about the upcoming renewal.

  1. In the same Edit term dialog, locate the notification settings.
  2. Check the option to send a notification for contract renewal.

Customizing the Reminder Period

You can customize the number of days in advance the reminder is sent to the customer. This allows for flexibility based on your business needs.

  1. Enter the desired number of days before the last possible cancellation date in the provided field.
  2. This ensures that customers receive a timely reminder about their contract renewal.

Edit term dialog showing renewal notification settings

Valid Values for the Reminder Period

The reminder period is counted back from the contract's last possible cancellation date. For the notification to actually be sent, the number of days you enter must be shorter than both of the following values:

  • the cancellation period for the membership extension
  • the term of the membership extension

If the reminder period is longer than either of these two values, no valid notification date can be calculated and the reminder will not be sent. In this case, the software shows the message "The renewal notification period exceeds the contract term or membership extension period" when you save.

Example: With a cancellation period for the membership extension of 60 days and a membership extension term of 1 month, the reminder period must be shorter than 30 days, for example 14 days.

Notifications for Contracts with an Indefinite Extension

If the rate is configured with a contract extension for an indefinite period, the notification before contract renewal is not available for this rate. If you try to enable it, the software shows the message "Renewal notification is no longer supported for contracts with contract extension for an indefinite period, please use end of initial term notification instead."

In this case, use the Send notification before the end of the initial term option in the same Edit term dialog instead. For this notification to be sent, the notification rule "Automatic notification of end of initial term" must also be activated in the communication center.

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