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.
✅ 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.
- Develop or update a centralized spreadsheet/database with:
✅ 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.
✅ 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.
- Create customizable templates for each stage:
✅ 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.)
- Use SayPro’s email marketing platform or CRM to:
✅ 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
✅ 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)
- End of month reporting for January SCMR-5:
✅ 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
🗂️ 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)
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