From the ‘Financials’ side of the system, you are able to view all those contacts with outstanding payments and send them a payment reminder email.
This help guide sets out in two sections the steps you need to do this:
- The first section covers preparing and saving your ‘Payment reminder’ email template.
- The second section covers identifying those contacts with outstanding payments and sending them a payment reminder email.
Section 1 - Preparing the ‘Payment reminder’ email template:
Step 1: Log into your account. Hover over ‘Email’ and select ‘Email templates’.
Step 2: Click on ‘Edit’ alongside the ‘Payment reminder’ email template:
Step 3: Draft your payment reminder email. The generic text that is in the system should you wish to use it is as follows:
“Dear [First name]
This is a reminder that payment for [Payment description] is now due. The amount payable is [Amount due].
Click here to login and pay: [link to member login] and enter your username which is [username].
If you are logging in to the account for the first time, you will need to create a password. Follow the on-screen instructions to do that.
If you have logged in to your online account before but have forgotten your password, click on the ‘Forgot password’ link and follow the on-screen instructions.
Please note, payments will appear on your Credit Card / Bank statement as Pay Here Ltd. This is the legal entity in which LoveAdmin trades under.
Step 4: Click ‘Save Template’ at the bottom of the window when you are happy with your changes. This template will now be available when sending payment reminders from the ‘Financials’ part of the system.
Section 2 – Identifying and emailing contacts with outstanding payments:
Step 1: Go to ‘Financials > Payment reports’ and either:
- click on the relevant hyperlinked outstanding amount, or
- click on the red ‘Outstanding for Accounting Period to-date:’, or
- choose the relevant payment descriptions you wish to send a reminder for using the check boxes, hover over the ‘View reports’ icon and select ‘outstanding for accounting period’.
This will load the list of individual outstanding payment requests for the report you have selected.
You can double check the date that the payment request was sent by hovering over the payment request description.
You can also sort the records by any column by clicking on the column header.
Step 2: Using the check boxes alongside the contact name, select those records you wish to send a payment reminder email to. You can select all records by selecting the check box in the column header.
Step 3: Hover over the ‘Actions’ icon and select ‘Send email’.
The system will automatically load the ‘Payment reminder’ email template. You will be able to edit
Step 4: Press ‘Send’.
The system will update the ‘Reminder sent’ column with the date that you send the last reminder.