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Aptify Membership Renewal Reminder Emails

VIDEO TRANSCRIPT | Recorded: 2017-02-09 | Verify against current system state

Abstract

Technical demonstration of JIRA-552 implementation for Aptify membership renewal reminder emails. Covers the complete setup including membership email schedule records, view configuration with advanced SQL filtering, message templates, and process flow execution. Discusses filtering by subscription end date vs dues paid through date, excluding auto-renew members and employees, and options for tracking email recipients.

Key Procedures

  • Create membership email schedule records in Aptify
  • Configure views for subscription filtering (60-day, 90-day expiration windows)
  • Set up advanced SQL conditions for additional filtering criteria
  • Link message templates to email schedule records
  • Execute process flow 76 (membership renewal reminder emails)
  • Clone and modify views for different reminder intervals
  • Exclude auto-renew members from renewal reminders
  • Exclude employees (function ID 11) from renewal emails
  • Filter by dues paid through date instead of subscription end date
  • Configure contact log creation for email tracking

Notable Statements

  • 0:00:11 "Stock Aptify has these records out of the box. You can modify those and you can add more"
  • 0:01:22 "For the records which are filtered in the view, it's going to send this particular message template in the nightly process"
  • 0:02:00 "It's process flow... process 76 or the send email renewal reminder, then membership renewal reminder emails"
  • 0:03:02 "I'm calling this expiring in 60 days... it's a view of subscriptions. It's not from persons, it's from subscriptions"
  • 0:04:03 "I have hard coded a value of 4127 here, but all you would be doing is just putting in get date plus 60"
  • 0:05:08 "This condition... says membership. That's captured here" (is_dues field)
  • 0:07:24 "Auto renew equals zero. I'm just filtering out all those people who are in auto renew"
  • 0:09:16 "Renewal emails exclude, we want to make sure that's unchecked"
  • 0:09:25 "We want it to exclude employees, people with the primary function of employees. And the ID for that is 11"
  • 0:10:27 "Once we have one view set up, it's really as simple as... cloning this, calling it the 90 day one, changing it to 90"
  • 0:12:43 "Subscriber email underscore C is the field to which the email is going to be sent"
  • 0:13:54 "Recipient count... it's centered just now to two people"
  • 0:17:51 "You can add a contact log entry for every person every time it goes out"
  • 0:23:17 "The method template is the only thing custom about this"
  • 0:24:51 "As long as it's within the same day, get date plus 60, it's still going to be the same date"

Systems & Configurations

Systems Mentioned

  • Aptify (membership management)
  • SendGrid (email delivery)
  • JIRA (ticket tracking - JIRA-552)

Specific Configurations

Item Value/Setting Timestamp Notes
Process Flow ID 76 0:02:00 Membership renewal reminder emails
Employee Function ID 11 0:09:25 Excluded from emails
Email field subscriber_email_c 0:12:43 Virtual field pulling person.email1
is_dues checkbox True 0:05:08 Filters for membership products only
auto_renew 0 0:07:24 Excludes auto-renew members
Date calculation getdate + 60 0:04:03 Or "today + 60"
Stock schedule intervals 60 days 0:00:59 Default before expiration

Credentials/Access Mentioned

  • Aptify membership entity/service access required
  • Message template editing access

Vendor Contacts Mentioned

None mentioned in this recording.

Errors & Troubleshooting

  • Issue: Multiple subscription records for same person/product
  • Cause: New subscription line created on each renewal purchase
  • Resolution: Use dues_paid_through date from person record instead of subscription end_date

  • Timestamp: 0:04:41

  • Issue: Cannot see which email addresses received the message

  • Cause: View-based email sends don't log individual recipients in message runs
  • Resolution: Switch to contact log creation instead of message runs, or use SendGrid for analytics

  • Timestamp: 0:15:22

  • Issue: Process fails mid-execution

  • Cause: Unknown - hypothetical scenario discussed
  • Resolution: Would need contact logs to identify which recipients were missed
  • Timestamp: 0:25:35

Transcript Gaps & Quality Notes

  • Technical demonstration with screen sharing - visual UI elements not captured
  • Speaker attribution inconsistent (Prasant, Elizabeth, Jeff mentioned by name)
  • Some SQL syntax discussed verbally without full visibility
  • Recording covers development/UAT environment setup, not production
  • Date in filename (2017-02-09) confirmed by meeting context