¶ Renewal Overview
Traditionally Reps are required to pay an annual fee to maintain their account as a Rep. This is where the renewal features in Freedom come in. The system is configured with the renewal feature turned on (Freedom Setting: RENEWAL_AWARE)
It is important to understand what the basics of this feature does.
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When the setting (RENEWAL_AWARE) is on, it exposes the "Renewal Date" field on the Rep's Account
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It will then expose a field on the edit inventory item configuration, Renewal Increment (months)
When a Rep purchases an item with this Renewal Increments set, the system will automatically update the Rep's Renewal Date based on the configuration of this setting: RenewalDate_UpdateFromOrderDate
- Current Renewal Date: This will update the Rep's renewal date to be (+) plus the number of months set in the Renewal Increment. This means if the Rep's current renewal date is 3/1/2020, and the renewal item is set to 12 months, then the updated renewal date will be 3/1/2021
- Order Date: This will update the Rep's renewal date to be (+) plus the number of months set in the Renewal increment based on the Order Date of the purchase of the renewal item. This means if the Rep's current renewal date is 3/1/2020, and they purchase the renewal item on 3/5/2020, and the renewal item is set to 12 months, then the updated renewal date will be 3/5/2021
- Highest of Renewal or Order Date: This will use the same logic as the previous two settings, but determine which of the two is a longer period and set the renewal date accordingly.
¶ Locking Reps Out for Non-Renewal
The system does not automatically lock a Rep out of their backoffice if they do not renew. If you wish to lock a Rep out of their backoffice for not renewing you will need to utilize the following settings:
- X2_ENFORCE_RENEWALDATE_LOCKOUT: If this is turned on, the system will check to see if the Rep is within their renewal date, locking out Reps whos Renewal Date has passed.
- X2_ENFORCE_RENEWALDATE_GRACEPERIOD: This will give a Reps a grace period for that many after their Renewal Date has passed.
- X2_ENFORCE_RENEWALDATE_DAYSFORNOTICE: This will show a pop-up notification in their backoffice this many days before the Rep's Renewal Date to remind them before they are locked out.
¶ Renewal Item
There are two common scenarios that clients will implement Renewals. Traditionally renewals are for a period of 12 months, so these examples will be based on that.
- The Signup Pack includes 12 months, and the Rep is automatically setup with an AutoShip profile for 1 year in advance for their renewal fee.
- It is important to note that if you have a $0 sign up package, the renewal item cannot be automatically applied to an AutoShip because no credit card information is collected for that future payment.
- The Signup Pack includes 12 months, and the Rep has to manage their renewal on their own by remembering to pay the fee in 1 year. Clients who opt for this method, typically will use the lockout features to restrict the Rep from the backoffice if they haven't renewed.
In both of these scenarios, the renewal increment is set on the Signup Pack and then a separate item is created for the renewal fee. Inventory would look like this:
- Kit101 w/ renewal increment set to 12
- Renew101 w/ renewal increment set to 12