This system allows you to easily manage Recurring Billing emails (Recurring Billing Credit Card Expiring, Auto-Renewal Credit Card Expiring, Upcoming Charge Reminder and Credit Card Failure emails). ny changes made to the emails will only apply to a specific campaign.

• Accessing the Recurring Billing Emails
• Configuring the Upcoming Charge Reminder Email
• Configuring the Recurring Billing Credit Card Expiring email
• Configuring the Auto-renewal Credit Card Expiring Email
• Configuring the Credit Card Failure Email
• Business Rules
• Sites with Recurring Billing Emails Already Turned On

Accessing the Recurring Billing Emails

The recurring billing emails can be accessed from the Recurring Billing Emails option under Manage Form. hese emails can be edited for both new and existing giving campaigns and memberships.

Selecting this option will open a window showing the emails that you can configure. or online giving forms, you'll see an Upcoming Charge Reminder email, a Recurring Billing Credit Card Expiring email and a Credit Card Failure email that are available for configuring. Membership forms will have the same emails as online giving forms plus an Auto-renewal Credit Card Expiring email.

NOTE: If a form is not using recurring billings or auto-renewals, the option for recurring billing emails will still get displayed, and the admin will still be able to go in and configure an email. Encompass will not send the email since there are no recurring billings.

 

Configuring the Upcoming Charge Reminder Email

Encompass will send this email if the user checks the box on the form. This notification gets triggered when a defined number of days when the system charges the credit card for a scheduled or perpetual payment. Admin can configure the following options for the Recurring Billing Upcoming Charge Reminder emails:

• From Name: This is a required field that will default to the First Name and Last Name of the admin who created the form, but you can change this.
• From Email: This is a required field that will default to the Email Address of the admin who created the form but can be changed.
• Admins that should receive a copy of this email: This is not a required field and is empty by default; if you add an admin's email address, the admin receives a copy of the email.
• Subject: This is a required field that will default to Community Name - Form Name - Upcoming Charge Reminder you can change it.

• Email Body: This is a required field that will default to the following verbiage but can be changed:

  Dear ##First Name##: As requested, this is a reminder that you will be charged in [RemindDaysBefore] days for the ##PaymentTypeDescription## for ##Form Name## shown below. We thank you very much for your continued support. ##Group Name## [Credit Card Information] [Payment Information] Update your credit card information

  
  
  

Configuring the Recurring Billing Credit Card Expiring email

Encompass sends this email to any constituent who has recurring billing set up on a credit card that is either expired or about to expire. It will be sent at the intervals configured by the admin and sent until the credit card is updated or until the credit card payment fails. Encompass will not automatically send Recurring Billing Credit Card Expiring emails for membership or online giving campaigns if you want to send an email for a campaign. Admin must enable the option by checking the box next to the Enable Credit Card Expiration Notification Email.

Enabling this option will display all of the options that can be configured by the admin for the email.

• Send interval: The first option is configuring when a user should be sent the email before we attempt to charge an expired card. y default this is set to 2 weeks before, 1 week before and 3 days before. he admin will be able to change the defaults to other options that are available (3 weeks, 5 days, 2 days or 1 day).
• From Name: This is a required field that will default to the First Name and Last Name of the admin who created the form, but can be changed.
• From Email: This is a required field that will default to the Email Address of the admin who created the form, but can be changed .
• Admins that should receive a copy of this email: This is not a required field and will be empty by default, so no admins will receive copies of this email. f an admin's email address is added to the field, then they would receive a copy of the email that is sent to the end user.
• Subject: This is a required field that will default to the Community Name - Form Name - Upcoming Credit Card Expiration, but can be changed.
• Email Body: This is a required field that will default to the following verbiage, but can be changed for each campaign:

##Community Name## ##Group Name## ##Campaign Name## ##Billing Full Name##, A recurring charge for the ##Campaign Name## in ##Group Name## that is scheduled for ##Next Payment Date## will not be able to be charged because of the expiration date of the associated credit card. ##Campaign Name## [Payment Information] [Credit Card Information] Please use the link below to go to a secure page in the ##Group Name## website to update your credit card information. Update your credit card information If you have any questions, please contact the campaign administrator by replying to this email. Thank you for your support and best regards.

 

Configuring the Auto-renewal Credit Card Expiring Email

This email will be sent to any constituent who has recurring billing set up on their membership, and their credit card is either expired or about to expire. Will be sent at the intervals configured by the admin and will be sent until the credit card is updated or until the credit card payment fails. B default the Auto-renewal Credit Card Expiring email will NOT be automatically sent on a membership campaign. If you wan the email to be sent, an admin must to enable the option by checking the box next to the Enable Credit Card Expiration Notification Email.

Enabling this option will display all of the options that can be configured by the admin for the email.

• Send interval: The first option sets when a user should be sent the email before an attempt is made to charge an expired/expiring card. By default this is set to 2 weeks before, 1 week before and 3 days before. Th  admin will be able to change the defaults to other options that are available (3 weeks, 5 days, 2 days or 1 day).
• From Name: This is a required field that will default to the First Name and Last Name of the admin who created the form, but can be changed.
• From Email: This is a required field that will default to the Email Address of the admin who created the form, but can be changed .
• Admins that should receive a copy of this email: This is not a required field and will be empty by default, so no admins will receive copies of this email. If an admin's email address is added to the field, then they would receive a copy of the email that is sent to the end user.
• Subject: This is a required field that will default to Community Name - Form Name - Upcoming Credit Card Expiration, but can be changed.

• Email Body: This is a required field that will default to the following verbiage, but can be changed:

  ##Community Name## ##Group Name## ##Membership Campaign Name## ##Billing Full Name##, An auto-renewal charge for the ##Membership Campaign Name## in ##Group Name## that is scheduled for ##Next Payment Date## will not be able to be charged because of the expiration date of the associated credit card. ##Membership Campaign Name## [Payment Information] [Credit Card Information] Please use the link below to go to a secure page in the ##Group Name## website to update your credit card information. Update your credit card information If you have any questions, please contact the campaign administrator by replying to this email. Thank you for your support and best regards.

   

 

Configuring the Credit Card Failure Email

This email will be sent to any constituent who has recurring billing set up for a campaign, and the recurring billing failed. Th  email will be sent at the intervals configured by the admin until the credit card payment is successful or the payment is marked as inactive in the Recurring Payments grid.. By default the Credit Card Failure email will NOT be automatically sent on a membership or online giving campaign. If you want the email to be sent, an admin must enable the option by checking the box next to the Enable the Failed Charge Notification Email.

Enabling this option will display all of the options that can be configured by the admin for the email.

• Send interval: The first option configures when a user should be sent the email after the credit card payment fails. By default this is set to the day of (the day the transaction fails), 2 days after or 4 days after. Th  admin will be able to change the defaults to other options that are available (2 weeks, 1 week, 5 days, 3 days, 1 day).
• From Name: This is a required field that will default to the First Name and Last Name of the admin who created the form, but can be changed.
• From Email: This is a required field that will default to the Email Address of the admin who created the form, but can be changed .
• Admins that should receive a copy of this email: This is not a required field and will be empty by default, so no admins will receive copies of this email. If an admin's email address is added to the field, then they will receive a copy of the email that is sent to the end user. Ad ins will still receive the failed transaction emails that are sent yo admins.
• Subject: This is a required field that will default to Community Name - Form Name - Credit Card Payment Failure, but can be changed.
• Email Body: This is a required field that will default to the following verbiage, but can be changed:

##Community Name##
##Group Name##
##Campaign Name##

##Billing Full Name##,

A recurring charge for the ##Campaign Name## in ##Group Name## scheduled for ##Next Payment Date## was not able to be charged because the credit card on file is expired or is no longer valid.

##Campaign Name##

[Payment Information]

[Credit Card Information]

Please use the link below to go to a secure page in the ##Group Name## website to update your credit card information.

Update your credit card information

If you have any questions, please contact the campaign administrator by replying to this email.

Thank you for your support and best regards.

Configuring the On Demand Credit Card Request Email

This email will be sent to users who request that they want to update their credit card. Th  email will be sent by an admin via the Recurring Payments area. 

The following options can be configured by the admin for the email.

• From Name: This is a required field that will default to the First Name and Last Name of the admin who created the form, but can be changed.
• From Email: This is a required field that will default to the Email Address of the admin who created the form, but can be changed .
• Admins that should receive a copy of this email: This is not a required field and will be empty by default, so no admins will receive copies of this email. If an admin's email address is added to the field, then they will receive a copy of the email that is sent to the end user.
• Subject: This is a required field that will default to Community Name - Update Your Credit Card Information, but can be changed.
• Email Body: This is a required field that will default to the following verbiage, but can be changed:
  
  

  ##Community Name## ##Group Name## ##Form Name## ##Billing Full Name##, Please find information about your current commitment: ##Form Name## [Payment Information] [Credit Card Information] Please use the link below to go to a secure page in the ##Group Name## website to update your credit card information. Update your credit card information If you have any questions, please contact the campaign administrator by replying to this email. Thank you for your support and best regards.

 

 

Business Rules

• Recurring billing emails are sent to the billing email address.
• The Update your credit card information link in the email will be active for 7 days by default. (T e maximum number of days that it could be set to is 31 days. Co tact Customer Support to change the expiration time frame.)
• The [EditBillingUrl] token must be used for the Update your credit card information text to be linked and the functionality to work properly.
• There is an amount remaining token that can be used in the emails. ## ount Remaining##
• When a form is cloned, the configurations for the recurring billing emails will be brought over to the new form.

Related Info:

Resending a Member Confirmation Email