In these notes:
- Enabling Renewals for your users
- Using the Renewals screen
- More about Renewals
- Sending Emails from the Renewals screen
Enabling Renewals for your users
Go to Settings > Users, and select one of you users.
At the bottom of the Access list, tick (check) next to "Manage Renewals".
If you untick (uncheck) "Manage All Renewals", then the user will only be able to see and only able to work with renewals for clients that have been assigned to them.
Using the Renewals Screen
With the Renewals Screen you can:
- Search for potential renewals
- Prioritise using MagManager's renewals scoring
- Organise your renewals into "hot lists"
- Defer renewals until a future date
- Keep track of renewals revenue
- Identify where revenue has been reduced
- Create notes and actions directly from the renewals list
- Send emails to clients
The Renewals screen can be found by clicking on Renewals in the main navigation bar at the top of the screen.
NOTE: Some non-admin will only be able to see the renewals that are assigned to them. See Enabling Renewals for your users above.
TIP - Right click on the Company Name to open the client in a new tab. If you wish to update the client record without losing your place on the renewals screen.
The renewals screen has various tabs:
- The Search tab is where you start
- The All Renewals tab lists renewals that you have selected to work on
From here you can move your renewals into lists, and these can be found in the other tabs
- The Definitely Out tab
- The Carried Forward tab
- The ‘+’ tab allows you to add your own lists
You can create “hot-lists” to plan your renewals, for example
- Lists for each member of your team
- Lists for sections, or features you wish to run, such as 'Education, Health & Fitness etc'
1. Initial search
Note: The best time to create your renewals is once the previous issues are fully booked. If you add a booking to a previous issue after creating your renewals it won't be there.
The first tab on the renewals screen is the Search tab. In the list of publications on the left, choose the publications and issue you are working on.
MagManager will generate a list of potential renewals, along with a "reason" and a "score" to help you prioritise.
See also: How do the "scores" and “reasons” work?
Clicking on the name of any of your customers will take you straight to their booking page. This allows you to add bookings very quickly.
If you click on the magnifying glass next to a client, you will see details on previous bookings, and the reason MagManager has identified this as a potential renewal.
Clicking on the sort icons (up and down arrows) at the top of each column will allow you to sort the renewals.
Using the search box will help you locate renewals. For example, if some of your clients are assigned to your colleague Suzy Mills, then entering this name in the search will find all her renewals.
The Amount column tells you how much the renewal is potentially worth. The Total at the bottom will change as you filter out scores, so you can see the value of just those who were in "last issue but aren't in this issue" for example.
2. Select the renewals to work on
Use the tick (check) boxes on the left of the Renewals Search tab to select the renewals you want to work on. The green button in the top-right of the screen will let you know how many you have selected. When you click on this button, the selected renewals will be moved off the search list and onto your “All Renewals” list.
3. Setting up renewal lists
Clicking All Renewals tab shows a list of the renewals you selected from the Search screen. From here they can be organised to your “hot lists”.
For example, you could have a hot list per salesperson, a hot list for magazine sections or for special features.
Some lists are already set up:
Definitely Out: Move customers to this list if they definitely don't want to book anything.
Carried Forward: This allows you to make the customer a target for a future issue. MagManager will ask you which issue to target.
To create a new list, click on the “+” tab, and enter the name for your list.
Ticking the 'Show Booked and Zero Values By Default' will ensure any previous booking with a zero value will show up by default (they are coloured yellow). Instead of having to toggle the 'Current Amount' switch to display them.
4. Moving renewals to a different list
Moving individual renewal items:
The List column (found on the All Renewals and the other list tabs) allows you to select which list you want to move a renewal to. Choose a list from the drop-down menu and it will appear in that list straight away. When you select 'Carried Forward' you'll be given the option to select which issue you want to carry it forward to.
Bulk moving several renewal items:
You can also select several bookings at once, and then click the green button in the top right of the screen: “Move (3) renewals”. You will be prompted to select which list you want.
5. Adding Notes or Actions
You can add notes directly from the All Renewals tab and the Renewal Lists simply by clicking on the note icon.
Similarly, you can create an action by clicking on the action icon (the progress bars icon).
These notes and actions will appear with other notes or actions on a client.
6. How much revenue?
If you make a booking for any of the customers on your list they will disappear from that list.
If you press the little slider at the top of the Current Amount column, bookings you have made will reappear on the list, with colour coding.
- Green: The renewal has been booked for the same or greater revenue than last time
- Pink: The renewal has been booked for a lower amount than last time, so you may still wish to target it.
- Yellow: items are bookings with a zero original value. This is useful for adding community content to renewals.
- Light Pink: there are extended opportunities- click the magnifying glass and you will see more details
- Light Yellow: Items have been carried forward from a previous issue
7. Using Renewals with Issue Themes
You can search for renewal bookings based on the issue theme. First, you need to set up issue themes:
Go to Settings > Publications & Bookings > Issue Themes
Click the green "Add Theme" button to create a new theme. Click Save.
Go to Settings > Publications, and choose one of your publications.
For each issue, you will be able to add themes. To do this, click on the edit icon, and select one or more of the themes from the list (you need to set up the themes first- see above). Then click on the save icon.
TIP: You could search for all December issues and set all of them, past and future, with the issue theme "Christmas". This will help with your Christmas renewals.
On the Renewals screen, when you have a list of potential renewals, put "themed" in the search bar. This will locate renewals which are "Booked in Previous Themed issue, NOT in this issue"
NOTE: You can only search for renewals by issue theme if the issue theme has been used before now.
Finding out more about renewals...
How do the "scores" and “reasons” work?
If you click on the magnifying glass next to a client, you will see details of previous bookings, and the reason MagManager has identified this as a potential renewal.
- Your booking revenue for this client is less this time than before
- Booked in last issue but NOT this issue- Has future bookings
- Booked in 3 issues ago, NOT in this issue - Has no future bookings
- Booked in a previous themed issue with the same “feature” (e.g., weddings) but not in this issue.
Each renewal has a score to help you prioritise your bookings. You can find these by going to the main settings page > Under Publications & Bookings > Select Renewal Scores.
|20||Booking Revenue Reduction – Last issue total spend > This issue total spend||
|19||Booked in Last Issue, NOT in this issue – No Future Bookings||
|18||Booked in Last Issue, NOT in this issue –Has Future Bookings||
|17||Booked in Previous Themed Issue, NOT in this issue – No Future Bookings||
|16||Booked in Previous Themed Issue, NOT in this issue – Has Future Bookings||
|15||Booked in 2 Issues ago, NOT in this issue – No Future Bookings||
|14||Booked in 2 Issues ago, NOT in this issue – Has Future Bookings||
|13||Booked in 2nd Previous Themed Issue, NOT in this issue – No Future Bookings||
|12||Booked in 2nd Previous Themed Issue, NOT in this issue – Has Future Bookings||
|11||Booked in 3 Issues ago, NOT in this issue – No Future Bookings||
|10||Booked in 3 Issues ago, NOT in this issue – Has Future Bookings||
|9||Booked in 3rd Previous Themed Issue, NOT in this issue – No Future Bookings||
|8||Booked in 3rd Previous Themed Issue, NOT in this issue – Has Future Bookings||
|7||Booked in 6 Issues ago, NOT in this issue – No Future Bookings||
|6||Booked in 6 Issues ago, NOT in this issue – Has Future Bookings||
|5||Booked in 12 Issues ago, NOT in this issue – No Future Bookings||
|4||Booked in 12 Issues ago, NOT in this issue – Has Future Bookings|
You can refine your data search by score, to do that select the score number from the Score Dropdown box or you can reoder the list by clicking on the up/down arrow in the header columms.
The Total score figure may appear higher than the Score figure, this will happen if the client had 2 or more adverts in one issue or they advertise is multiple publications.
In the image below this renewal has been given a score of 7, Booked in 6 issues ago, NOT in this issue - No future bookings, based on the full page booking in Autumn Leaves May/June 2002. An extended opportunity has also been identified with a score of 5, Booked in 12 issues ago, NOT in this issue - No future bookings based on the full pages booking in Indigo May 2022. Together they give a total score of 12. This information helps you prioritise the clients you want to target for renewals.
Sending Emails from the Renewals Screen
As well as creating mailshots via reports. MagManager also allows you to send emails from the Renewals screen.
Open up the renewals screen by clicking Renewals in the header and highlight the publications and issue that you are working from the left of the screen.
Search Tab - If you haven't already selected the renewals to work on, use the tick (check) boxes on the left of the Renewals Search tab to select the renewals you want to work on. The green button in the top-right of the screen will let you know how many you have selected. When you click on this button, the selected renewals will be moved off the search list and onto your “All Renewals” tab - see below.
All Renewals Tab - From here you can sort and segment the clients based on their score by selecting a number from the dropdown box. See How do the "scores" and “reasons” work? for more details on the score figures.
By selecting 20 from the dropdown box the list will now display all clients who were 'Booked in Last Issue, NOT in this issue - No Future Bookings'.
By selecting 12 from the dropdown box the list will now display all clients who were ' Booked in 3 issues ago, NOT in this issue - No Future Bookings'.
From these lists use the tick (check) boxes on the left to select the clients you want to email, then click the 'Email XX renewals' purple coloured button top left of screen
This will bring up the 'Choose a template' dropdown box, where you can select an existing email template or create a new one. You can find out more information on setting up Document Templates here.
You can edit the email to suit your requirements - then click 'Preview and Send'
This brings up the 'Preview Email' screen. From here you can make any individual adjustments to the email before sending it out.
You have a choice of 3 options to send the emails:
Send All Email (blue button) - sends all the emails in one go.
Skip and Next Email (yellow button) - skips the current email without sending it and moves onto the next one ready to review.
Send and Next Email (green button) - sends the current email and skips to the next one ready to review