Civic Review will automatically notify applicants when it's time to renew. It will also automatically follow up with those individuals a few times so they have no excuses 😉.
How to configure when renewals start
The first renewal email is sent based on your Permit Type setting “How early can renewals start (how many days before the end of a term)? Remember, the term end date is the expiration date, so you'll want to count backwards from the expiration date. In this example below, applicants are given 46 days to renew.
Reminder emails are automatically sent out a week after the first email and about 3 days before the end of the term. It can be a bit tricky to count backwards to set this renewal start date for each license type; so we created a renewal timeline tool that makes it easier to see when these dates fall.
Renewal Timeline Tool
The following renewal timeline tool can be found in each renewable permit's settings; and allow you to see when renewal notification emails will be sent to the applicants based on your term, renewal, and late fee settings. If you'd like to see what those automated emails will look like for the applicant, check out this article.
Dates are approximations. If the date an email would normally send happens to fall on a weekend or major U.S. holiday, the email is put on hold until the next business day.
What else can I do to notify unresponsive applicants?
If people aren't responding to the emails (who knows, maybe the email on file is no longer active), you might want to think about sending paper letters to supplement the timeline above. You can use "certificate templates" to generate a one-page template to print.
If your timeline looks similar to the one above, you could send letters to people who still have not yet renewed sometime during first or second week of December. That way, they have sufficient chance to renew online first, so you aren't sending letters to EVERYBODY. This letter should include instructions for how to renew online. You could also send letters to applicants a few weeks before late fees.
If you need help, please let us know!