Policy renewal reminders¶

A policy that lapses quietly is lost revenue and an uninsured client. Renewals are predictable to the day, so the reminders should not depend on anyone remembering. This workflow starts thirty days out, tells the client, briefs the broker and follows up by text if the policy has still not been renewed.

The Policy renewal reminders workflow on the canvas: Renewal soon, then Renewal notice, then Brief broker, then Wait two weeks, then Still to renew?, then Text a reminder

Before you start¶

A date custom field on the client holding the renewal date
A client status that means the renewal is settled
A verified sending domain for email and a phone number for texts

The workflow¶

Step	Task	Type	What it does
1	Renewal soon	Date Trigger	Starts the workflow for each client 30 days before their renewal date
2	Renewal notice	Email	Emails every contact on the client with the renewal date
3	Brief broker	Workflow Note	Leaves the broker a checklist, due in a week
4	Wait two weeks	Delay	Gives the client two weeks to respond
5	Still to renew?	If Statement	Stops here for clients whose renewal is already settled
6	Text a reminder	SMS	Texts a short reminder to anyone who has not renewed

About the variables

Values such as {{task_36327_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Renewal soon¶

Task: Date Trigger. Starts the workflow for each client 30 days before their renewal date.

Field	Set it to
Date Field	Your date field
Interval	`30`
Unit	`Days`
Time of Day (UTC)	`14:00 UTC`

Pick your own renewal date field under Date Field. The time is in UTC.

2. Renewal notice¶

Task: Email. Emails every contact on the client with the renewal date.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36327_client_id}}`
To	`{{all_contacts}}`
Subject	`Your policy renews on {{task_36327_schedule}}`

Body

Hi {{task_36327_first_name}},

Your policy with us renews on {{task_36327_schedule}}.

Nothing changes unless you want it to. If your circumstances are different this year (a new car, a move, building work), reply to this email and we will re-quote before the renewal date.

Kind regards,
The Neverland team

3. Brief broker¶

Task: Workflow Note. Leaves the broker a checklist, due in a week.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36327_client_id}}`
Note Type	`Note`
Priority	`Medium`
Due Date	`In One Week (8AM)`
Tag Users	Wendy Darling

Message

Renewal in 30 days.

Check for claims in the last 12 months

Compare the premium with last year

Call the client if the premium went up by more than 10%

4. Wait two weeks¶

Task: Delay. Gives the client two weeks to respond.

Field	Set it to
Delay Type	`Specified Time`
Weeks	`2`

5. Still to renew?¶

Task: If Statement. Stops here for clients whose renewal is already settled.

The If Statement task named Still to renew?, opened to its settings

Field	Set it to
Condition	`{{task_36327_custom_status}}` does not exactly match `Paid`

The example compares against the status Paid. Use whichever of your statuses means the renewal is done.

6. Text a reminder¶

Task: SMS. Texts a short reminder to anyone who has not renewed.

Field	Set it to
Client	`{{task_36327_client_id}}`
To (phone number)	`{{all_contacts}}`