Lease and contract renewal reminders

Purpose

1.1. Automate lease and contract renewal reminders for sailing club asset rentals, marina berths, training rooms, and club premises.
1.2. Automates tracking of contract expiration dates to prevent missed renewals, ensuring compliance and optimized resource utilization.
1.3. Automating communication by sending timely reminders via multiple channels increases member satisfaction and minimises manual labor.
1.4. Supports automated escalation protocols if there’s no response, boosting operational efficiency in club management.

Trigger Conditions

2.1. Automated trigger when lease or contract renewal date is within a defined threshold (e.g., 30, 14, 7, 1 days).
2.2. Automator fetches expiry data from member databases, Excel/Sheets, or contract management platforms.
2.3. Automating triggers based on member interaction (opened, clicked, no action) for escalated reminders.

Platform Variants

3.1. Microsoft Outlook
- Feature/Setting: Use Calendar API to automate event reminders through email; configure with recurrence for renewal dates.
3.2. Google Calendar
- Feature/Setting: Calendar Events API to automate event generation and reminders, notifying via pop-up and email.
3.3. Slack
- Feature/Setting: Configure automated scheduled message or workflow using Reminders and Events API for relevant channels.
3.4. Twilio SMS
- Feature/Setting: Automate SMS reminders via Twilio Programmable Messaging API, set message template triggers for due dates.
3.5. SendGrid
- Feature/Setting: Transactional Email API to automate personalized, scheduled email reminders with contract details.
3.6. WhatsApp (Twilio API)
- Feature/Setting: Automate WhatsApp messages using Twilio WhatsApp Business API for due date reminders.
3.7. HubSpot
- Feature/Setting: Workflow Automation to send renewal notifications using CRM property change triggers.
3.8. Salesforce
- Feature/Setting: Automate by Workflow Rules on contract objects to trigger reminder emails or tasks.
3.9. Zoho CRM
- Feature/Setting: Automation Rules for workflow-based notifications, push alerts or emails regarding lease expiry.
3.10. Pipedrive
- Feature/Setting: Scheduler API to automate text/email reminders for upcoming contract milestones.
3.11. Monday.com
- Feature/Setting: Automate status change alarms, notification emails using Automations Recipe builder.
3.12. Asana
- Feature/Setting: Custom Rule Automator to send reminders or task updates to users/groups.
3.13. Trello
- Feature/Setting: Butler Automation to schedule card due date reminders in relevant boards.
3.14. Airtable
- Feature/Setting: Airtable Automations to send email/SMS by monitoring lease/contract expiry fields.
3.15. Mailgun
- Feature/Setting: Automated email campaigns via API triggers linked to upcoming renewal data.
3.16. Microsoft Teams
- Feature/Setting: Power Automate integration for automated direct and group reminders.
3.17. ClickSend
- Feature/Setting: Automated SMS/email reminders to stakeholders leveraging ClickSend REST API.
3.18. Gmail (Google Apps Script)
- Feature/Setting: Time-driven trigger script to automate batch reminder emails from Sheets data.
3.19. Intercom
- Feature/Setting: Automated messages configured based on user attributes for lease/contract lifecycle stages.
3.20. Freshdesk
- Feature/Setting: Automate ticket creation and renewal alerts using Automations for customer follow-up.

Benefits

4.1. Automates repetitive admin tasks, freeing operational staff for higher-value activities.
4.2. Automated reminders reduce late renewals and default risks, ensuring steady club revenue.
4.3. Multi-channel automation caters to varied member preferences for high response rates.
4.4. Automating escalation ensures timely interventions if renewals are missed, preserving assets’ use and compliance.
4.5. Automation builds audit logs for compliance, storing who triggered, viewed, or responded to renewal reminders.