Design a subscription renewal reminder
The subscription renewal reminder informs participants about an upcoming renewal period. It displays the start date and price of the renewal and can provide personal links for payment, invoice, and cancellation. It applies to your participants' subscriptions, not the billing of your own edoobox account.
Understanding prerequisites and triggers
- The plugin for subscriptions and passes is available and the renewal process is active.
- The person has an active time-based subscription with automatic renewal and no pending cancellation.
- The configured reminder time for the current period has been reached.
- The profile contains a valid email address; the template variant in the required language and the delivery channel are configured.
During the renewal process, the upcoming period is prepared. A payment is not automatically successful at this point. Renewal periods that have already been cancelled, voided, refunded, or are no longer suitable are taken into account when the message is created. Details are explained in Renewing and cancelling participant subscriptions.
Open and edit the template
- Open Settings → Email → System templates.
- Open the Subscriptions and Passes group and the Renewal reminder.
- First, select the language. Maintain the subject, message, and sender information of your organization.
- Use the subscription placeholders of the current template. General course, event, or booking values are not provided as a complete offer context for this email.
- Save, open the preview, and then check an actually generated reminder in the outbox.
All 13 subscription placeholders
| Placeholder | Meaning |
|---|---|
##MembershipName## | Name of the subscription in the following period. |
##MembershipStatus## | Status of the personal subscription; in actual delivery, for example, the status value active can be output. |
##MembershipValidFrom## | Start of the personal subscription. |
##MembershipValidUntil## | Current end of the personal subscription. |
##MembershipRemainingUses## | Remaining uses; empty if there is no limited quota. |
##MembershipRenewalDate## | Start of the next period. |
##MembershipRenewalPrice## | Gross amount of the next period with two decimal places. |
##MembershipRenewalCurrency## | Currency of the next period. |
##MembershipRenewalVat## | Tax rate as a numeric value for the next period. The actual payload may, for example, return 8.1000 instead of a localized percentage text. |
##MembershipCancelEffectiveDate## | End date on which a cancellation takes effect. |
##MembershipCancelUrl## | Personal cancellation link, if still cancellable. |
##MembershipPaymentUrl## | Personal payment link, if there is an open or failed payable next period. |
##MembershipInvoiceUrl## | Personal invoice link, if an invoice for the subsequent period exists. |
In addition, the appropriate participant and organization placeholders are available, for example ##Title1##, ##UserLastname## and ##CompanyName##. The filtered reference displays them together.
Example with optional links
The following example shows only links that exist for the actual process. For example, a free subscription does not require an open payment link.
<p>##Title1## ##UserLastname##</p>
<p>Your subscription <strong>##MembershipName##</strong> will renew from ##MembershipRenewalDate## and costs ##MembershipRenewalCurrency## ##MembershipRenewalPrice##.</p>
{IF?MembershipPaymentUrl != }<p><a href="##MembershipPaymentUrl##">Pay for the renewal</a></p>{ENDIF}
{IF?MembershipInvoiceUrl != }<p><a href="##MembershipInvoiceUrl##">Open invoice</a></p>{ENDIF}
{IF?MembershipCancelUrl != }<p>If you do not wish to renew: <a href="##MembershipCancelUrl##">Cancel effective ##MembershipCancelEffectiveDate##</a>.</p>{ENDIF}
<p>Kind regards<br>##CompanyName##</p>Keep each IF block on one line in the HTML source. Syntax and further examples are available under IF and EACH. Do not state that payment has already been received while the renewal period is still outstanding. Automatic payment and any required card confirmation are handled in the payment process.
Handle personal links correctly
Payment and invoice links expire; links currently generated are valid for seven days. Cancellation links are generated with a validity of 30 days. Changes to the subscription or period details can further restrict the available action. Do not forward these personal messages as general marketing examples.
If a link has expired or is no longer appropriate, check the current subscription in the participant profile and provide the intended access or an up-to-date message. An old email does not automatically reflect the current payment or cancellation status.
Troubleshooting and verification
| Observation | Check |
|---|---|
| No reminder | Subscription active, automatic renewal enabled, no cancellation; check the reminder time and valid profile address. |
| Payment link missing | Check the status and transaction of the subsequent period. A missing link is plausible for a free or already paid subsequent period. |
| Invoice link missing | Check whether an invoice was created for the subsequent period. |
| Status, tax, or quota differs from the preview | Compare with the actual subscription. The preview contains demonstration values. |
| Incorrect language | Check the person's language and the saved language variants of the template. |
Check at least one paid and one free renewal period, as well as a cancellation before the reminder date. Compare the current business process, generated message and outbox in each case.
Check access and enabled renewal
To edit, you need access to the global email templates and the enabled template feature. The reminder runs only if the renewal feature is also available for your account. Check the current period and its reminder date in the participant profile; no additional ordinary email task is required.
If the subscription status has changed since the reminder was scheduled, edoobox re-evaluates the current process when generating the message. Therefore, if a reminder does not appear, check for cancellation, active renewal, an existing subsequent period, and payment.