Pass Renewals
Pass Renewals allows you to setup online renewals for your patrons to renew their Passes season after season, allowing them to keep their seats and allowing you to keep track of all outstanding renewals.
Pass Renewals work with all Passes:
- Basic Season Passes
- Same-Seat Season Passes
- Flex Passes
- Memberships (if not recurring since those are auto-renewed)
Currently, Pass Renewals is a feature enabled for your account after you have already sold Passes through Ludus and are ready for your next season's renewals.
Pass Renewals was created for a community theatre that had 1,000+ pass holders that all needed the ability to renew online, but also the option to renew in-person or over the phone if they preferred.
Here are some notable components of the Pass Renewals feature:
- Self-Serve online renewals — pass holders will receive a notification email when they are ready to renew their pass online.
- Offline renewals — as an admin, you can renew a pass via your admin panel via credit, cash, comp, or "Other" payment options. This covers situations like in-person box office, phone calls, and mailed checks.
- Invoice mailers — if your group sends out renewal letters to patrons, you can mass print renewal mailers which include their name, address, amount due, prior donations, and options to pay (including a QR code they can scan to renew on their mobile device).
- Renewal Periods — set the start and end date window of your renewals.
- Reminders — set custom reminders to automatically remind pass holders of their outstanding renewal (if they have not yet renewed).
- Statuses — track how your renewals are going via Completed, Pending, Do Not Wish, and Voided statuses.
- Do Not Wish — give your patrons the ability to say "I do not wish to renew" with the option to add a reason/explanation; this will allow you to see who did not wish to renew in case you would like to follow up with that pass holder.
- Private Notes — add private notes to specific renewals for use with your internal team.
- Notification Emails — when you are ready to launch your renewals, you'll be able to send a notification to all pass holders within the renewal. You can also write custom content to be included in the notification email.
- Custom Branding — our custom branding features will carry over to the notification emails and invoice mailers.
If you receive the warning message "Pass has existing renewals — Change will only apply to newly generated renewals.", this means you are changing the fee settings for a Pass already in a renewal period. Any renewals already generated for patrons will not be updated and the price they were quoted will not be changed. The only way to reset the fee settings on those renewals is to close the renewal period and start over, therefore we recommend you have all settings set before generating renewals. You can still save the Pass and its fee settings, especially if you'd like to have different fee settings for newly issued Passes not a part of the renewal process.