PatronManager Help

All About the Subscription Renewal Tool

Updated on

Use this link to share with your colleagues:

All About the Subscription Renewal Tool: https://help.pm.leapevent.tech/a/1208648

It's that time again!  In this article, you'll get an overview of PatronManager's Subscription Renewal Tool before you use it to process your renewals.

Specifically, we'll go over:

Ready to learn about the Subscription Renewal Tool? Let's get started!

This article goes into our Subscription Renewal Tool, which requires some knowledge on building events and subscriptions. If you need a refresher on that process, check out this Learning Path.

What does the Subscription Renewal Tool do?

The Subscription Renewal Tool automatically generates subscription orders for existing subscribers with a Pending Renewal status.

So, instead of you needing to manually create a new subscription order by hand for your subscribers, the Subscription Renewal Tool will create an order for them. In addition, if a subscriber has Subscription Seat Assignments saved, the tool can also automatically fulfill their subscriptions and give them the same seats for your upcoming season.

If you use PatronPortal too, when you renew subscriptions using the Subscription Renewal Tool, the newly generated orders will have a status of "Pending Renewal." This status also allows your Portal users to renew their subscription online using the Subscription renewal tab in their account.

Want to learn more about how PatronPortal users can renew their subscriptions online? Look no further than this article!

In short, the Subscription Renewal Tool saves you time by creating new subscription orders for your existing subscribers. On top of that, the tool can save you even more time by trying to automatically fulfill some subscriptions and by letting Portal users renew online.

Who can use the Subscription Renewal Tool?

The Subscription Renewal Tool is a handy way to save you time when processing your renewals. But the Subscription Renewal tool can only be used in certain situations.

More specifically, the Subscription Renewal Tool can only be used for Fixed Subscriptions that remain similar from one season to the next.

When should we use the Subscription Renewal Tool?

As you can guess, the Subscription Renewal Tool is used when you're processing your subscription renewals for your upcoming season!

More specifically, you should make sure to have the following pre-requisites done before you use the Subscription Renewal Tool:

  • Get any Venue Edits completed: Before you can run the Subscription Renewal Tool, make sure any edits you need to your Venues are complete; this can take 10-12 weeks and you can start a Venue Edit paid project with our team here
  • Build your Ticketable Events, Event Instances, Subscriptions, and Subscription Packages: In order for the Subscription Renewal Tool to run, you'll need to first build your season and subscriptions

If you need a refresher on building events, check out this article. Then you can build your Fixed Subscription using these steps.

You should also give enough time to run the Subscription Renewal Tool and manually fulfill any subscriptions necessary.

In general, we recommend running the Subscription Renewal Tool at least one week before you plan to have your subscribers purchase their new subscriptions.

You can find a recommended timeline for processing renewals here.

Why should I use the Subscription Renewal Tool?

The Subscription Renewal Tool saves you time in three big ways:

  1. It creates Pending Renewal subscription orders in bulk so you don't have to manually create new subscription orders for your patrons
  2. It can automatically seat renewing subscribers in their preferred seats so you don't have to manually fulfill their subscription if a patron's seating assignment remains in tact
  3. It allows subscribers who are also PatronPortal users to renew online so patrons don't have to call in to pay for their subscriptions, and you only have to let your Portal users know that their subscriptions are available

Before we learn how it works, let’s define a few terms you’ll see

As you use the Subscription Renewal Tool, you'll see some new vocabulary that the tool uses. To help, let's get familiar with those new terms now!

How does the Subscription Renewal Tool work?

In broad strokes, here's how the Subscription Renewal Tool works:

  1. If it's your first time using the tool, you'll build your series and designate an Inaugural Season
  2. If it's your first time, you'll manage Seat Assignments for your Inaugural Season
  3. You'll build your new season to map your subscriptions
  4. You'll process renewals to create Pending Renewal orders in bulk
  5. You'll manually seat subscribers who couldn't be automatically fulfilled
  6. You'll build your Pending Renewal list for a mail merge or email campaign to let your subscribers know you're ready for them to renew

Don't worry, we've got a step-by-step guide to help you through the process!

I'm ready, let's get started with the Subscription Renewal Tool!

All right, if you're ready, get started with the Subscription Renewal Tool, get started with the first step, building your series, here.

Previous Article How to Clone Subscriptions and Subscription Packages
Next Article All About Subscription Seat Assignments
Still Need Help? Continue to the Client Community