How to select renewals

Steps to select renewals

Step 1 - Initial search

The first tab on the renewals screen is the Search tab. In the sidebar choose the publications and issue you are working on. 

MagManager will generate a list of potential renewals, along with a "reason" and a "score" to help you prioritise. For example, a score of 19 means that the client was booked in the last issue but is not in this issue and doesn’t have any future bookings. A lower score of 16 means the client was in 2 issues ago.

Click the funnel icon on the score column for a key to all the scores. Also see How scores and reasons work with renewals. 
 

Click on the following fields to show more details of the clients and bookings:

Company Name -  To open the Client's booking page.  This allows you to add bookings very quickly.

Magnifying Glass - Displays details of previous bookings, and the reason MagManager has identified this client as a potential renewal.

Header sort icons (up/down arrows) - sorts the order of each column.

Search box - Helps locate renewals. For example, if some of your clients are assigned to your colleague Suzy Mills, then entering this name in the search box will find all her renewals.

Opportunity column - tells you how much the renewal is potentially worth. The Total at the bottom will change as you filter out scores, so you can see the value of just those who were "Booked in last issue, Not in this issue" for example.

Step 2 - Select the renewals to work on

Use the tick boxes on the left of the Renewals Search tab to select the renewals you want to work on. The green button in the top-right of the screen will let you know how many you have selected. When you click on this button, the selected renewals will be moved off the search list and onto your “All Renewals” list. 

Example 1: You may choose to select all the renewals coming up on the search to work on. In this case, select all and click on Add (x) renewals.

Example 2: On the other hand, you may just want to work with specific renewals such as clients that were in the last issue but are not in this issue. If you look at the score column, these have a score of 19 if they have no future bookings, or a score of 18 if they do have bookings in other future issues. In this case you would do the following:

1. Click at the top of the select column, to unselect (untick) everything.
2. On the Score column, select ‘19’ from the drop-down list, tick these renewals and click ‘Add Renewals’. This will move them to the ‘All Renewals’ tab.
3. Return to the Search tab and repeat by selecting ‘18’ from the drop-down list, to also add these to the ‘All Renewals’ list.
    

Step 3 - Setting up renewal lists

Clicking All Renewals tab shows a list of the renewals you selected from the Search screen. From here they can be organised into your “hot lists”.

For example, you could have a hot list per salesperson, a hot list for magazine sections or for special features.

Some lists are already set up:

Definitely Out: Move customers to this list if they definitely don't want to book anything. Going forward they will appear in the renewals search tab for booking in the last issue, 2, 3, 6 & 12 issues ago.

Carried Forward: This allows you to make the customer a target for a future issue. MagManager will ask you which issue to target.  Going forward thses clients won't appear in the renewals untill they reach the carried forward issue.  If they don't rebook, you need to continue to carry them forward.

To create a new list: Click on the “+” tab, and enter the name for your list.  

When creating the list, ticking the 'Show Booked and Zero Values By Default' will ensure any previous bookings with a zero value will show up by default (they are coloured yellow).  Instead of having to toggle the 'Current Amount' switch to display them.

Step 4 - Moving renewals to a different list

Moving individual renewal items:

The List column (found on the All Renewals and the other list tabs) allows you to select which list you want to move a renewal to. Choose a list from the drop-down menu and it will appear in that list straight away. When you select 'Carried Forward' you'll be given the option to select which issue you want to carry it forward to.

Bulk moving several renewal items:

You can also select several clients at once, by clicking the checkbox, then click the green button in the top right of the screen: ‘Move (3) renewals’. You then select the list from the drop-down menu.

Step 5 - Adding notes or actions

You can add notes directly from the All Renewals tab and your custom list tabs, simply by clicking on the note icon.

Similarly, you can create an action by clicking on the action icon (the progress bars icon).

These notes and actions will also appear on the client record under the relevant notes or actions tab.

Step 6 - How much revenue?

Once you make a booking for any client on the renewals list, they will disappear from that list.

If you press the little slider at the top of the Current Amount column, bookings you have made will reappear on the list, with colour coding.

•        Green: The renewal has been booked for the same or greater revenue than last time.
•        Pink: The renewal has been booked for a lower amount than last time, so you may still wish to target it.
•        Yellow: items are bookings with a zero original value. This is useful for adding community content to renewals.
•        Light Pink: there are extended opportunities- click the magnifying glass and you will see more details.
•        Light Yellow: Items have been carried forward from a previous issue.
   

Step 7 - Using renewals with issue themes

You can search for renewal bookings based on the issue theme. First, you need to set up issue themes:

Go to to main settings page > Under Publications & Bookings > Click Issue Themes.

Click the green Add Theme button to create a new theme> Click Save.

Next the themes should be added to each issue:

Go to the main settings page > Under Publications & Bookings > Click Publications > Click one of your publication names.

Locate the issue > click on the edit icon > Select one or more of the themes from the list (you need to set up the themes first- see above) > Click on the save icon.

On the Renewals screen, when you have a list of potential renewals, type ‘themed’ in the search bar. This will locate renewals which are "Booked in Previous Themed issue, NOT in this issue".