Renewal notices are emails sent around each member's renewal date. Every organization starts with a built-in sequence; Org admins can change it, and any staff member can send a notice by hand.
Before you start
- Changing the sequence needs an Org admin. Sending a notice by hand works for Org admins and Org editors.
- Check your terms and grace period under Organization Settings → Terms & renewal rules. Notices are timed from the renewal date.
Steps
To change the sequence:
- Go to Organization Settings → Renewal notices.
- Under Sequence for, choose All levels (the default), or a level to give it its own sequence.
- Leave Send these notices on, or turn it off to send none for this sequence.
- For each step, set Days — negative before the renewal date, positive after, 0 on the day — and write the Subject and Message.
- Use the fields listed under Fields you can use, such as
{{first_name}},{{renewal_date}},{{amount}}and{{pay_link}}. - Click Add a step to add one, or the bin icon to remove one.
- Click Save notices.
To return a level to the default, choose it and click Use the default instead.
To send a notice by hand:
- Go to Renewals, tick the members and click Send notice on the action bar, then confirm. For one member, choose Send notice from the … menu on their row.
- Or go to Members, tick the members and click Send renewal. It goes only to memberships that are due, in grace, lapsed, or whose auto-renew payment is failing.
What happens next
Notices go out automatically on the days set. The built-in sequence sends at 60, 30 and 7 days before the renewal date, on the day, and 7 and 30 days after. Each member gets the step that fits, and the sequence stops the moment they pay.
A notice sent by hand is the step that fits where the member is now in the sequence. The result tells you how many were sent and how many were skipped, and why — no email address, email consent run out, or nothing to renew.
Every notice in a renewal cycle carries the same renewal link. A line that uses a field with nothing to fill it is left out, so {{pay_link}} lines appear only once online renewal is switched on.
Members on auto-renew would skip the sequence, but auto-renew can't be turned on until card payments are connected, so today every member gets it. See Can a member's membership renew automatically?
Each notice sent appears on the member's Timeline, with the email exactly as it was sent. On Renewals, the notices column shows how many of the sequence have gone.
A sequence can have up to 12 steps, each on its own day, between −365 and 365 days. You might see Each step needs a subject and a message. or a message that a field cannot be filled in if you type an unknown {{field}}.
If membership cards are on, Google Wallet can also remind Android members before their card expires. Google's reminder is held back on a day one of your notices already goes out.