Overview

The Renewal Letter workflow allows organizations to generate printable renewal letters for subscribers.

This workflow is commonly used when organizations:

  • Mail renewal notices to patrons
  • Want physical renewal communications
  • Prefer subscribers renew offline or through mailed instructions
  • Need printed communications for patrons who may not regularly use email

Renewal letters use Renewal Letter templates and support renewal placeholders.

Before You Begin

Before creating a Renewal Letter campaign, make sure you have:

If your organization uses multiple subscription types, create a separate renewal campaign for each type.

Accessing the Renewal Workflow

Navigate to: CRM > Communications > Renewals



Step 1 – Select the Source Season

The Source Season contains the subscribers you want to renew.

Examples:
  • 2025–2026 Season
  • Spring 2026 Theatre Season

The system uses this season to identify eligible subscribers.



Step 2 – Select the Target Season

The Target Season contains the subscriptions patrons will renew into.
Examples:
  • 2026–2027 Season
  • Fall 2026 Theatre Season

The system uses this season to load available subscription options for mapping.



Step 3 – Select the Subscription Type

If more than one supported subscription type exists in both seasons, a Subscription Type dropdown will appear.

Supported subscription types include:

  • Online Theatre / Patron
  • Regular Theatre
  • Flex Pass
  • Standard Subscription
  • Pick-a-Show

Select the subscription type you want to renew in this campaign. If your organization uses multiple subscription types, create a separate renewal campaign for each.



Step 4 – Map Subscriptions

The workflow displays subscriptions from the Source Season.

For each subscription you want to renew:

  1. Select the source subscription
  2. Choose the matching subscription from the Target Season

This mapping determines:

  • Which subscribers are included in the campaign
  • Which subscription is recommended during renewal

Multiple source subscriptions may map to the same target subscription.



Step 5 – Select Renewal Action

Choose: Send Letter

This workflow generates printable renewal letters using the selected Renewal Letter template.

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Step 6 – Select a Renewal Letter Template

Choose the Renewal Email template you want to use for the campaign.


The selected template controls:

  • Letter content
  • Renewal placeholders
  • Renewal link behavior
After selecting the template you can make changes directly in the WYSIWYG editor. These changes will not update your template.
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Step 7 – Preview Renewal Letters (Recommended)

Click: Preview Letters


The preview displays all generated letters for the campaign and loads renewal placeholders using real subscriber data.

This allows organizations to:

  • Verify formatting
  • Review placeholder content
  • Confirm renewal messaging
  • Review mailing content before printing
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Step 8 – Print Renewal Letters

When ready, click: Print Letters

The system generates printable renewal letters for eligible subscribers.

After letters are generated:

  • Subscriber status is updated to Contacted
  • A communication log is added to the patron CRM profile indicating that a renewal letter was generated
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Printing Mailing Labels

Renewal campaigns also support printable mailing labels for envelope preparation.

Click: Print Labels

The system generates printable mailing labels using subscriber mailing addresses from the CRM profile.

Additional Help Articles

Subscription Renewal Workflow Overview

Subscription Renewal Letter & Email

Running a Renewal Email Campaign

Renewal Orders & Sending Balance Due Emails