Auto-reminders for expiring maintenance contracts

Purpose

1. Automate sending timely reminders to customers and internal teams about upcoming expiry dates for maintenance contracts on arcade machines.

2. Reduce manual follow-ups, minimize missed renewal opportunities, and ensure uninterrupted arcade machine servicing.

3. Improve customer experience by providing proactive communication regarding contract renewals, supporting seamless support and retention efforts.

4. Enable targeted communication based on customer preferences (email, SMS, push notification, etc.), and maintain detailed logs for compliance and follow-up tracking.

Trigger Conditions

1. Maintenance contract expiration date approaches a preset threshold (e.g., 30/15/7 days before expiry).

2. Customer record is updated with a new contract end date.

3. Contract flagged as “pending renewal” or “not yet renewed.”

4. Sync or update event from contract management or CRM system.

Platform Variants

1. Twilio SMS

 • Feature: Messaging API — configure SMS trigger to send reminder to customer's phone number on contract expiry event.
 • Sample: Set up SMS flow with contract expiry variable and dynamic message personalization.

2. SendGrid

 • Feature: Transactional Email API — use template for renewal reminder, triggered by API when expiry threshold met.
 • Sample: API call with contract details and customer email.

3. Mailgun

 • Feature: Email sending API — trigger campaign or direct email with contract metadata passed in variables.
 • Sample: POST /messages with expiry date, customer name.

4. Slack

 • Feature: Incoming Webhooks — post reminder in customer support or account management channels.
 • Sample: JSON payload with machine, contract, and customer ID details.

5. Microsoft Teams

 • Feature: Connector/Webhook — push adaptive card to team channel for contracts expiring soon.
 • Sample: Contract details mapped to Teams card fields.

6. HubSpot

 • Feature: Workflow Automation — schedule email using contract expiry date as property trigger.
 • Sample: Enroll contact when “Contract Expiry” is within X days.

7. Salesforce

 • Feature: Process Builder/Flow — automate reminder task or email when contract object meets expiry criteria.
 • Sample: Update/create task with reminder note.

8. Zendesk

 • Feature: Triggered email or ticket — email sent or support ticket generated when customer contract marked as nearing expiry.
 • Sample: Tag contract expiration and auto-create ticket.

9. Freshdesk

 • Feature: Automations — send customizable email or notification to support agent and customer.
 • Sample: Condition triggers on contract expiry field.

10. Google Calendar

 • Feature: API event insertion — add calendar reminders to customer or support calendar.
 • Sample: Create event based on expiry date minus notification lead time.

11. Outlook (Microsoft 365)

 • Feature: Calendar API — set automated reminder or invite to contact or support manager.
 • Sample: Scheduled event with contract metadata in description.

12. ActiveCampaign

 • Feature: Automations — trigger sequence or notification when date-based field (contract expiry) is matched.
 • Sample: Date trigger initiates reminder email workflow.

13. Pipedrive

 • Feature: Workflow Automation — alert or activity created for deal linked to expiring contract.
 • Sample: Condition triggers alert for account manager.

14. Zoho CRM

 • Feature: Workflow rules — send email/SMS alert for contacts with expiring contract field.
 • Sample: Date-based workflow executes alert.

15. Monday.com

 • Feature: Automations — notify assigned users and clients via notification/email.
 • Sample: Custom automation using “when date arrives, notify person.”

16. Asana

 • Feature: Rules and notifications — auto-create task or comment about expiring contract.
 • Sample: If contract date approaching, assign follow-up task.

17. Airtable

 • Feature: Automations — email or Slack notification when expiry date field reaches threshold.
 • Sample: Scheduled automation with conditional filters.

18. Intercom

 • Feature: Custom bots — send message or tag conversation when contract renewal is due.
 • Sample: Time-based trigger launches bot reminder.

19. SMSGlobal

 • Feature: Messaging API — schedule and send contract expiry SMS reminders.
 • Sample: API post with mobile number and message template.

20. WhatsApp Business API

 • Feature: Automated messaging — send personalized WhatsApp reminder for expiring contract.
 • Sample: API call with contract details as message variables.

21. ClickSend

 • Feature: SMS/Email API — configure multi-channel reminders (SMS, email) on schedule.
 • Sample: Batch message with merged contract variables.

22. G Suite (Google Apps Script)

 • Feature: Scheduled script — automatically send email from Sheets data when expiry date threshold met.
 • Sample: Time-driven trigger scans and sends reminders.

Benefits

1. Eliminates manual tracking, minimizing delays and missed renewals.

2. Facilitates better service continuity, building trust and reducing customer churn.

3. Supports customizable, multi-channel communication to match user preferences.

4. Enables audit and compliance by logging all reminder events and messages.

5. Scales reliably as contract portfolio grows, without increasing staff workload.