SayPro Tasks to Be Done for the Period: Plan Renewal Reminder Schedule

SayPro Monthly January SCMR-5 SayPro Monthly Classified Renewal Reminders: Send reminders for ad renewals by SayPro Classified Office under SayPro Marketing Royalty SCMR

Objective:

To ensure timely and efficient communication with advertisers regarding their classified ad renewals by setting up a structured reminder schedule, ensuring all reminders are dispatched 10–15 days prior to ad expiration.

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✅ Task 1: Create a Centralized Advertiser Renewal Tracker

• Responsibility: SayPro Classified Office
• Details:
  • Develop or update a centralized spreadsheet/database with:
    • Advertiser’s name
    • Ad title or ID
    • Original posting date
    • Expiry date
    • Contact information (email, phone number)
  • Include fields to track:
    • First reminder sent
    • Follow-up reminder sent
    • Status (Pending, Renewed, Expired)
  • Ensure the tracker is accessible to relevant marketing and support personnel.

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✅ Task 2: Develop a Timeline for Sending Renewal Reminders

• Responsibility: SayPro Marketing Royalty SCMR Team
• Details:
  • Design a timeline that automatically flags ads due to expire within 10–15 days.
  • Breakdown of the schedule:
    • 15 Days Before Expiry: Initial friendly reminder (email)
    • 10 Days Before Expiry: Follow-up reminder (email + optional SMS/WhatsApp)
    • 5 Days Before Expiry: Final reminder (optional, if ad is still not renewed)
  • Sync the timeline with the advertiser renewal tracker for automation or manual alerts.

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✅ Task 3: Design Standard Reminder Templates

• Responsibility: SayPro Classified Office (with input from SCMR)
• Details:
  • Create customizable templates for each stage:
    • Subject line (e.g., “Renew Your Ad Before It Expires – 15 Days Left!”)
    • Body content with:
      • Personalised greeting
      • Ad details
      • Renewal link or instructions
      • Customer support info
  • Ensure tone is friendly, professional, and includes a call to action.

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✅ Task 4: Schedule Automated Email Dispatch

• Responsibility: SayPro Marketing Automation Team
• Details:
  • Use SayPro’s email marketing platform or CRM to:
    • Upload advertiser list with expiry dates
    • Schedule bulk or individual email campaigns based on timeline
    • Integrate SMS reminders for mobile-friendly users if opted in
  • Enable delivery tracking and analytics (open rate, click rate, etc.)

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✅ Task 5: Coordinate with SayPro Support for Follow-ups

• Responsibility: SayPro Classified Office
• Details:
  • Flag unresponsive advertisers 5 days before expiry for manual follow-up
  • Assign specific staff to contact advertisers via phone or live chat
  • Provide support with renewal steps or answer any questions advertisers may have

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✅ Task 6: Report & Evaluate Reminder Campaign Effectiveness

• Responsibility: SayPro Marketing Royalty SCMR
• Details:
  • End of month reporting for January SCMR-5:
    • Number of reminders sent
    • Response/renewal rate
    • Number of ads expired without renewal
    • Feedback received from advertisers (if any)
  • Use data to improve future reminder campaigns (SCMR-6 and beyond)

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✅ Task 7: Archive and Prepare for Next Monthly Cycle

• Responsibility: SayPro Classified Office
• Details:
  • Archive January data in secured folders
  • Clean tracker by removing expired or renewed ads
  • Begin setting up for February SCMR-6 Plan Renewal Reminder Schedule

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🗂️ Supporting Tools and Platforms to Use

• SayPro Classified Ads Management System
• SayPro CRM or Email Campaign Tool (e.g., Mailchimp, HubSpot)
• Google Sheets / Excel (for tracking and backups)
• WhatsApp Business API or SMS gateway (if SMS reminders are enabled)