License renewal by licensees
This article is for certification brands.
When a license is about to expire, you can send a licensee one or several emails asking about the renewal of the license. These emails contain the link to a renewal form.
When a licensee opens the form, they have two options: either accept or reject the renewal. If they agree, the platform asks them to accept the license, and confirm some information like billing address. If they reject, then they need to provide a reason why they are doing so.
Renewal process
Let’s see in more detail how the renewal process looks like.
When a licensee gets a renewal email and clicks on the link, they have a choice.
If they decide to cancel the license, the platform asks them to provide a reason. If they choose to renew the license, there are several steps to follow:
- Update the living address
- Update the billing address where a licensee can choose an organisation that should be billed
- Confirm a license agreement.
No matter what choice a licensee does, you get an email from Workshop Butler. You can also see the status of renewal on the Expiring Licenses widget on Dashboard.
How to allow licensees to renew a license
Go to Account Settings -> choose License Types on the left-side menu -> choose a license type you need.
So that you licensees can renew a license by themselves, you need to add a license agreement, set a renewal period, and configure notifications.
License agreement
To renew a license, a licensee needs to accept a license agreement. Without it, a brand will have to renew each license manually.
To add an agreement, click on the Edit License Type button -> click Edit Noticiations in the lower right corner -> click Add Agreement in the lower right corner. You can edit it later the same way.
Alternatively, you can add the agreement by clicking on the Create link on the License Type screen.
Read more about the license agreement here.
Renewal period
A renewal period is a time frame within which a licensee can renew a license by themselves. After this period is over, they have to contact a certification brand about renewal and will receive the corresponding message if they try to click a renewal link.
To add or edit a renewal period, click on the Edit License Type button -> click Edit Noticiations in the lower right corner -> click Add Agreement in the lower right corner -> click Edit Renewal Period.
Read more about renewal period here.
Renewal notifications
Renewal notifications are sent to a licensee’s email when a license is about to expire or when it’s expired. They remind licensees about renewal and contain a renewal link.
You can send up to 5 emails or choose not to send any at all. To configure notifications, click on the Edit License Type button -> click Edit Noticiations in the lower right corner.
Read more about renewal notifications here.
