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All About Member Renewal Reminders: https://help.pm.leapevent.tech/a/1958932
Your membership program is up and running, but how do you keep your members engaged when the time comes to renew? Automated membership renewal reminders are the ticket!
Once you set them up, they'll run in the background automatically, just like the name implies. Your members will receive branded emails from your organization with specifics about their membership level on the schedule you define, and the reminders will automatically stop once they renew (or upgrade!).
If a member chooses not to renew, that's ok too - you can opt them out of further reminders if needed, while collecting actionable data to help you improve your membership program in the future.
In this article, we'll go over:
Let's take a look!
How do member renewal reminders work?
For each Benefit Level, you can schedule up to three reminders to send a defined number of days before and/or after the membership expiration date:
Each Benefit Level can have a unique schedule, and each reminder can use a unique template, which you'll craft using our friendly HTML template builder (including handy merge fields):
For example...
You might want to send your highest-tier members just one early reminder, then follow up with a personal phone call if they don't take action to renew.
Meanwhile, you may prefer to save time while driving more engagement by defining three automatic reminders for the majority of your members - one at 30 days before the membership expires, another at 7 days before, and a final "did you forget to renew?" email 7 days after their expiration date.
How do I set up renewal reminders?
It's easy - you'll just need to craft your email templates and set the reminder schedule for each Benefit Level. Follow the step-by-step instructions here!
FAQs
Here are answers to some common questions. If your question isn't answered below, submit a case in the Client Community and we'll be happy to help. This feature is new with the July 2025 Release, so we'll add more FAQs as they arise!
The renewal reminder automation runs daily, so you'll see changes take effect the next day! If you make a change (e.g. to set up renewal reminders for the first time, or to change the schedule for a Benefit Level), give things a day to update.
Renewal reminders will start sending at 9am in your organization's timezone on their scheduled day.
Depending on overall email volume, sending out all the reminders for a given day could take some time (up to a few hours, in rare cases).
Once you've set up renewal reminders (or rather, one day later, since the system checks for updates once per day), you'll be able to see these details on each Benefit record.
You bet! We wouldn't want to keep nudging them if they've already taken that step.
When a member renews their membership, their old Benefit is automatically marked as "Renewed By" the new one - and that automatically suppresses any further reminders.
Reminders are always sent to the Primary Contact for the Benefit using the email address on their Contact record.
No problem. You can handle this on their Benefit record, with one of two options:
- You can set a picklist with the reason they've decided not to renew
- You can check a box to disable renewal reminders for that Benefit
Either one of these actions will suppress further reminders from sending for this Benefit.
Pro tip: you can customize the options in the "Did Not Renew Reason" picklist field! You'll find the field on the Benefit object in Setup, and you can learn more about picklists here.
If you mark the "Deceased" checkbox on the Contact record, that will automatically suppress member renewal reminders for that Contact.
PatronManager will not send a reminder to a bounced email address. You can update the email address on their Contact, then manually send the reminder from the Benefit record if needed.
Reminders are only sent out for Active Benefits. If a Benefit has been cancelled (this happens automatically if you refund the Membership), renewal reminders are suppressed.
If you need to resend a renewal reminder, for example if it couldn't send because the email address had bounced, or if you changed the email address on the Contact, you can do that from the Benefit record.
The button to resend a reminder becomes available only after the scheduled date for that reminder has passed.