The Renewals feature helps staff manage reoccurring forms, such as annual pet or business licenses. Renewals will allow the Admins to set the frequency of the renewal (for example, every year) and set when the Applicant is eligible to renew.
Pro Tip: Once you set a form to renew, you will be able to track whether your applicants have completed the required renewals going forward from the Dashboard using the Output Status filter.
Setting Up Renewals
- Select the Forms Manager tab and choose the form you wish to set renewal options.
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In the form select the Outputs tab and scroll down to Basic Settings.
- Note: The Renewals feature defaults to Off, so you must activate it to receive the benefits of tracking Renewal status. You will not be able to turn this feature on until you set an Expiration date for the Output.
- Select all relevant Renewal-related settings:
- Expiration: You can set a fixed Expiration (e.g. a specific date like December 31, 2024, or a rolling expiration period (one year from when the applicant receives a permit or license. You must select an Expiration in order to use the other Renewals features!
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Then move on to selecting Renewal Settings:
- Renewal: Toggle on to allow applicants to renew. Pro Tip: Use the data from their previous applications to easily renew with pre-filled information.
- Grace Period: The renewal Grace Period is the amount of time allowed after the Output expires that the applicant is permitted to renew without starting over with a new application. The renewal grace period defaults to not allowing the applicant to renew after the output expires. Admins can update the time in days, months, or years.
- Renewal Period Start: The renewal period start point is the amount of time before the license or permit expires that the applicant can start a renewal. The setting defaults to allowing the applicant to renew the day it is issued. The Admin can change the date according to days, months, or years.
- Autofill: The autofill form data feature defaults to off. This is the best part! If you decide to turn this feature on, your applicants' previous data will be filled in for them when they renew. They can still edit the data if there are any updates (for example, a new phone number or email address).
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Renewal Reminders: You are able to set one or more automated reminder emails that will prompt your applicants to renew their submissions. You can set up reminders to go out at different times and with different messages.
Note: As you finish updating your renewal settings remember to publish the form! For more information on outputs, please check out our Outputs Help Doc.
When Using Renewals Options
Lock When Renewal
Admins have the ability to set specific fields to be locked any time an applicant starts a renewal submission. This can be helpful if there’s specific information that shouldn’t change upon permit/license renewal, while other information may need to be added or modified (and therefore not locked during a renewal submission). Lock When Renewal can be found in a Form under the Steps editor in each field’s Advanced Settings.
Admins can also use this functionality to lock or unlock any field at any time when viewing a submission, regardless of whether or not that submission is a renewal.
Autofill When Renewal
Toggle on the Autofill When Renewal to have the applicants' previous data filled in for them when they renew. They can still edit the data if there are any updates (for example, a new phone number or email address).
View Active Renewals
In your Admin Dashboard, you are able to filter Submissions by Renewal status. Select Add Filter, then choose Renewal. This will allow you to view active Renewals quickly and efficiently.
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