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Auto-Renewals and Standing Orders

VIDEO TRANSCRIPT | Recorded: 2024-09-28 | Verify against current system state

Abstract

Review of standing orders and auto-renewals in Aptify. Explains how person subscriptions are linked to standing orders, how the schedule of renewal dates is pre-generated, and how the overnight process attempts to charge credit cards. Covers the failed payment retry process (3 attempts) and notification emails sent to members.

Key Procedures

  • View subscriptions on person record
  • Identify auto-renewal checkbox on subscription
  • Access linked standing order from subscription
  • Review standing order products (price set to $0, looked up at renewal)
  • Check schedule tab for future renewal dates
  • Understand overnight process execution flow
  • Handle failed payments (3 retry attempts)

Notable Statements

  • 0:00:07 "If a person creates an auto renewal order... a subscription is created"
  • 0:00:29 "A subscription on a person record is then associated to whether they have an auto renewal or not"
  • 0:00:57 "There's a checkbox that says this subscription is actually going to be on an auto renewal and it's tied to a standing order"
  • 0:01:08 "The standing order is where the information appears about what to do on the next round of updates"
  • 0:01:36 "You can note here that there's a zero dollar amount. That is because every year when the renewal comes up, the price is looked up from the product price for that date and time"
  • 0:01:46 "They may have renewed, auto renewed in 2020. Now it's 2024, the price for an NP membership has been raised. They should get the new price"
  • 0:02:10 "Aptify creates just this long list of possible schedule dates of when the next auto renewal will occur"
  • 0:02:26 "They look at these standing orders and they look at, hey, what's the next one that hasn't been filled?"
  • 0:02:59 "We send an email to them letting them know that something's wrong with their payment"
  • 0:03:06 "I think we try a total of three times and then give up"
  • 0:03:09 "Then we just keep sending them notices that they're going to expire"

Systems & Configurations

Systems Mentioned

  • Aptify (subscription and standing order management)

Specific Configurations

Item Value/Setting Timestamp Notes
Retry attempts 3 0:03:06 Before giving up
Schedule generation Pre-created list 0:02:10 Future renewal dates
Product price $0 on standing order 0:01:36 Looked up at renewal time
Sample schedule date September 28, 2025 0:02:59 Example renewal date
Subscription types shown NP membership, Fellows dues, Higher Logic communities 0:00:27 Per person

Credentials/Access Mentioned

  • Aptify access for viewing subscriptions and standing orders

Vendor Contacts Mentioned

None mentioned in this recording.

Errors & Troubleshooting

  • Issue: Auto-renewal payment fails
  • Cause: Invalid/expired credit card
  • Resolution: Email sent, member updates payment, 3 retry attempts before expiration
  • Timestamp: 0:02:59

Transcript Gaps & Quality Notes

  • Short conceptual overview (4 minutes)
  • Screen sharing of Aptify not captured
  • Subscription types: NP membership, Fellows, Higher Logic communities
  • Auto-renewal discount line also shown