Contract Manager - Sending Renewal Contracts to Customers

Contract Manager - Sending Renewal Contracts to Customers

Quick Intro

The second step in the renewals process - once you have created and configured your renewal contracts, they need to be dispatched to the customers. This can be done in bulk using the Print Contracts screen in the Contract Manager.

This process allows for both bulk emailing, as well as bulk printing for physical mailshots, if you have customers who prefer a paper copy. Which customers appear in which list depend on the contact preferences stored against their account. These two lists are processed as separate batches.

Where to Find It

This function can be accessed via the Print Contracts option in your Nav Bar, or by going to the Contract Manager, and navigating to the Print Contracts tab.


Step 1 - Filtering the List of Contracts to Contact.

The first step is to fetch the list of contracts that you need to dispatch. Use the filters at the top of the screen, under the Options heading.




Notes on the filters:
  1. Contract Type - in this context, you will want to select Renewal. This will include only prospective renewing customers.
  2. Start Date - if you are doing this multiple months in advance, you may want to filter on only one month's renewals.
  3. Resident Type - if you need, you can select only customers renewing onto a particular tariff, or contract type, 
  4. Template - by default, the standard contract PDF template will be used. If you have a bespoke PDF template set-up, you can select that using the Specific Template option.
  5. Unemailed/unprinted - by default, contracts that have already been sent once are excluded from the list, but you can re-include them by toggling the checkbox.

Alert
By default, the email list will exclude customers with missing or incorrectly-formatted emails. Select the Include Invalid Emails option to show these, as these accounts may want reviewing.|

Step 2 - Emailing Contracts

By default, the bottom grid will show the list of customers who have elected to receive their by post, so use the @ button to switch to the Email list.





Havenstar will then run down the list, emailing each contract one-by-one using the standard Contract email template, and attaching a copy of the customer's contract as a PDF. Once initiated, this process cannot be cancelled.

Step 3 - (Optional) Printing Contracts

The printing process is exactly the same as for emailing. Use the @ button to switch back to the Print list. The heading above the grid will display Email Contracts or Print Contracts accordingly.

Notes & Tips

  1. You're free to run this process as many times as you like if you need, but bear in mind customers may receive multiple email copies.
  2. The contact preferences for whether a customer receives printed or emailed copies of various documents can be changed in the Contact Manager.
  3. As always, try it out in your test/training database if you're not sure.



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