The campaign renewals feature will allow you to create renewal campaigns on any record type that is currently active in ViewPoint Cloud.
Step 1: Name your campaign.
You will want to name your campaign something that is indicative of what kind of record is being renewed. For instance, if you are renewing Alcohol licenses, you may want to name your campaign "Alcohol Licenses".
Step 2: Select the record type that you would like to renew. Once the record type is chosen, select the date range for the record that you would like to include in the campaign.
If you would like to renew all alcohol licenses that expire during the month of September, then you would first select "Alcohol License" from the record type drop down. Then, you would select the date range from 9/1/2017-9/30/2017. Selecting this date range will grab all Alcohol licenses that expire within that date range. The date range can be as large or as small as you would like
Step 3: Select the renewal window.
The renewal window dictates how far in advance of the expiration date an applicant can apply for a renewal. This feature also dictates how long after the expiration date an applicant can still renew their license.
For instance, if you create an Alcohol license renewal campaign and select all licenses expiring from 9/1/2017-9/30/2017, you can allow applicants to start applying for renewals in advance. Also, you can keep the renewal process open a few days after the licenses have expired if you would like.
Step 4: Enable public renewals and designate if you would like to notify the applicant via email of their renewal.
Selecting "Yes" on the "Enable Public Renewals" button will allow applicants to login into ViewPoint Cloud from their home and start the renewal process. If you do not turn on this option, applicants will need to come into City Hall in order to renew their application.
Enabling the "Notify Via Email" option will send the applicant four automated emails.
- The first email will be sent the moment the license is available to be renewed. The applicant will be notified that they are allowed to start the renewal process.
- The second email will be sent approximately half way through the campaign depending on the expiration date of the license. If the license expires on the 9/30/2017, the second email will be sent on approximately 9/15/2017.
- The third will be sent exactly 3/4 through the campaign depending on the expiration date of the license. If the license expires on 9/30/2017, the third email will be sent on approximately 9/22/2017.
- The fourth and final email will be sent the day the license expires. If the license expires on 9/30/2017, the fourth email will be sent on 9/30/2017.
Please note that renewal reminder emails will always be sent at 8am Eastern Standard Time.