Automated Overdue Balance Notification

If the intention is to include the Current Balance and 30, 60 or 90 Past Due Balance information in the notification, the fields and the associated member data will need to be exported to Frankie first. The recommended fields that should be exported are:

• A/R Current Balance
• A/R 31-60 Day Balance
• A/R 61-90 Day Balance
• A/R 91-120 Day Balance

To ensure the appropriate fields and data have been exported, follow these steps:

1. Navigate to the following menu items:
   • Club Management -> Member File -> Member Import/Export -> Clubhouse Online EMM Interface Profile

Note: If you do not have access to this menu please contact the Clubhouse Online Support team for assistance.

2. Select your Club Code.
3. Click on the Fields menu on the top right.

Review the listed fields in this menu as they would have already been exported to Frankie.

If there are additional fields that need to be added, follow these steps:

1. Select the next available line at the bottom and click on the magnifying glass next to it.
5. Press F2 on your keyboard to bring up the field search bar.
6. Search for and select the field to be added.

1. Repeat steps 4-6 until all the desired fields have been added. Once satisfied, click on the Finalize menu item at the top right.

9. When prompted, click on Yes to proceed with the finalizing of the fields.

10. Then click on OK, to confirm how many fields will be finalized.

11. The next prompt will ask if you wish to synchronize information that you have just update where you will click Yes.

This will immediately initate the export of the fields and member data to Frankie. Check your Frankie account in about 30 minutes to confirm the information was uploaded successfully. If you don't believe all the field and member information has been uploaded, please ensure you have direct access to your club's server and contact our Jonas Support Team to investigate the issue.

Note: As the information will be exported to Frankie from your club's server, please be prepared to provide access to your server if you need to contact support.

Selecting a Template

The next portion of creating the Overdue Balance Notification has to do with selecting a template to create the campiagn with. Using the Drag and Drop Editor you can create a fully customized campaign the suits your club's needs. 

Should you desire something something pre-built, there are also some example templates designed by us and some that are native to Frankie Gallery.

Using the Example Template

Click on the Examples from the menu on the right. If you're interested in utilizing this template please contact our Support Team to have this added to your Frankie account.

Choosing a Gallery Template

Select one of the pre-buit Templates from the gallery. All Gallery Templates are fully customizable utilizing the drag and drop editor and can also saved as a template should you wish to use it for another campiagn. For more information on the gallery of templates click on the Learn More below.

Creating a Campaign

As mentioned earlier, we have provided example templates that can be used to create the Overdue Balance Notification for 30,60 and 90 days past due. If you choose to use your own template please review the available personalization options we recommend to add to your template.

Utilizing the Example Templates

If you choose to utilize the Example Templates, we have incorporated a number of personalization options that will populate the statement information for each of your membership. If some of the data specified does not pertain to your membership or you choose not to include these fields, feel free to remove that particular personalization from the content.

In the introductory content area the following personalized fields were included:

• Date
• First Name

In the main content area we have included the following personalized fields:

• Date
• 30 Days Past Due Balance

The Date personalization in this are is configured to display dates that are in the future or in the past. The plus_days="335" parameter added to the date:month code allows a prior month to be displayed by advancing the current month by 11 months. The plus_days="20" parameter added to the date:day code allows you to advance the date by 20 days. This would be used to donate the date a payment should be made.

In the side bar area we have included the following personalized fields:

• First Name
• Last Name
• Member Number
• Current Balance
• 30 Days Past Due Balance

As these personalized fields where added as seperate content blocks within the template, you can remove and add the content blocks as you wish.

This template also includes Online Payment Options. If you offer payment options via your Clubhouse Online website you can provide your membership instructional videos as well as links to their online statement.

Lastly this template includes the app buttons for both Android and iOS. If your club has the Premium or Clubhouse Online app you can provide the links to both App stores so your members can download your clubs app.

Utilizing a Gallery Template

If you choose to use a Gallery Template and customize is it on your own, you can add the personalization codes to the template. The codes that could be used for the template are:

• First Name: [% member:first_name default="" %]
• Last Name: [% member:last_name default="" %]
• Date(Month): [% date:month %] -
• Date(Day): [% date:day %]
• Date(Year): [% date:year %]
• Date(Month + 11 Months): [% date:month plus_days="335" %]
• Date(Day + 20 Days): [% date:day plus_days="20" %]
• Current Balance: [% member:currentbalance defualt="0.00" %]
• 30 Days Past Due Balance: [% member:ar3160daybalance default="0.00" %]

If your Clubhouse Online website offers members the ability make payments online you can include links to instructional videos as well as links to their online statement. The links that can be included are as follows:

• ACH Payments - https://www.youtube.com/watch?v=ZKEeRtCOy7E&
• Credit Card Payments - https://www.youtube.com/watch?v=RANMrWuTUQI
• Recurring Payments - https://www.youtube.com/watch?v=ZKEeRtCOy7E

Creating an Overdue Balance Segment

Taking into account that there are multiple fields within your Back-Office system that track if a members balance is past due, it is best to create multiple segments to isolate contacts who fall into a particular time frame. The fields that these segments will primarily be based on are:

• A/R 31-60 Day Balance
• A/R 61-90 Day Balance
• A/R 91-120 Day Balance

Outlined below is a basic segment based strictly based on the aforementioned fields.

1. Navigate to the Audience tab within your Frankie account.

2. Click on the Segments menu from the navigation on the left.

3. Click on the Create A Segment button and enter in the name of  Overdue Balance - Past 30 days.

4. From the Segment Type dropdown select A/R 31-60 Day Balance.
5. Set the Condition to Is greater than
6. Enter in the Value as 0.00

 

As previously stated, additional criteria can be added to this segment to ensure only specific Members Statuses, Member Types or Dues Classes are included by completing the following steps:

Member Status

1. Click on the "AND" button
2. For the second Segment Type, select the Member Status field from the available options.
3. For the second Condition, select "Is any of" from the available options.
4. For the Criteria, enter in the Member Status(es) that you wish to include.

Member Type

1. Click on the "AND" button
2. For the second Segment Type, select the Member Type field from the available options.
3. From the second Condition, select "equals" from the available options.
4. For the second Criteria, enter in Member Type(s) you wish.

Dues Class

1. Click on the "AND" button.
2. For the second Segment Type, select the Dues Class field from the available options.
3. From the second Condition, select "Is before" from the available options.
4. For the second Criteria, enter in the Dues Class(es) you wish. 

Once you are satisfied with the criteria of the Segement click on the Save button.

Repeat steps 1-6 to create segments utilizing the A/R 61-90 Day Balance and A/R 91-120 Day Balance fields.

Scheduling Delivery

Once the segment has been created, it's now time to schedule the Overdue Balance Notification for delivery. It is assumed that this campaign will be sent on specific date each month, presumably the day of or day after a member's statement is finalized.

To schedule the campaign, you will need to follow these steps:

1. ​Click on the Campaigns menu.
2. Click on the Overdue Balance Notification - 30 Days Past Due Campaign you created.
3. From the editing screen, highlight and copy the personalization code similar to this:
   • [% date:month plus_days="335" %]

You will need this code for the scheduling detials next as this will allow you state the previous month name in your campaing subject line.

From the Schedulig Details screen you will fill in the following values.

• Choose Recipents - Select the Overdue Balance - Past 30 Days Segment you created.
• Enter a Subject Line - Your [% date:month plus_days="335" %] Payment is Overdue.
• [Optional] Enter preheader text: Overdue Balance Notification From The [Insert Your Club Name].
• Sender name - [Enter Your Club Name]
• Sender email - Enter in the email address of the individual you would like this campaign to come from.

Note: As part of the Email Marketing Best Practices, ensure that this is an email address beloning to an individual. Do not use emails like, [email protected], [email protected], [email protected]. This will improve the deliverability of this campaign.

• Set a seperate reply-to email address. By default, we use your sender email address - Here is where any email address can be entered as this is only what contacts will reply to.

Once the details have been finalized, click on the Schedule for Later link.

From the calendar and clock, select the date and time you wish for the campaign to be sent out.

If you would like to receive a notification when the campaign starts sending, enter in your email address below the schedule date.

Note: Additional emails can be added if necessary.

Once you're satisfied, click on th Schedule It button.

Repeat these steps to schedule the 60 Days Past Due and 90 Days Past Due Notifications as well. 

Due to the fact that the campaign has been scheduled for the future, the values that will be populated for any of the personalized fields will be picked up on the day the campaign is scheduled for. For example, if the campaign was created on Feb 4th but scheduled for March 5th, the values that would appear in the campaign would be what they are for March 5th. 

Since this campaign's content is not likely to be changed month to month, multiple editions of this campaign could be scheduled by copying the campaign and scheduling it for the same date in subsequent months. That way every month this campaign would automatically be sent out without intervention from a user.