We know what a hassle it can be to stay on top of all your license renewals and how easy it is to miss something. Our License Tracker reduces your headaches by allowing you to set up license reminder email notifications, which you can have sent to users on your account and even sent to people that are not users on your Simplifya account. This will ensure the people who are accountable for license renewals don't miss a thing!

With Simplifya's License Reminders feature, you can:

set up reminder notification emails to fire in advance of your licenses' renewal dates or expiration dates;
set up multiple license reminder emails for each license and customize when they fire (30 days in advance, 27 days in advance, 5 days in advance, etc.); and
set up multiple recipients for each license reminder email, including non-Simplifya users.

Once you've set these up, an individual license reminder email will fire on the days you've specified to the people you've specified, with all of the details that have been added for the license in License Tracker. The email will copy all of the specified recipients, so when you receive a license reminder email, you'll also see who else received it.

Getting Started

There are two ways to set up and manage the settings of your License Reminder emails:

In the "Reminder Settings" of your License Tracker. These settings will apply to all licenses.
When adding or editing a license. These settings will only apply to that specific license.

"Reminder Settings": Universal Settings for Reminder Emails

The universal settings for your license reminders can be found in the "Reminder Settings" of your License Tracker (License Tracker module > ellipses icon in top right > "Reminder Settings"). This is where you can determine which date the reminder emails fire in advance of, and which users should receive all license reminder emails.

Selecting the Date the Emails Fire in Advance Of

Once you've navigated to Reminder Settings, the first thing to do is to decide if you want your reminder emails to fire in advance of each license's Renewal Date or Expiration Date. The date selected here will apply to all license reminders on all licenses in your License Tracker.

Setting Up Who Receives All License Reminder Emails

Another thing you can do in the Reminder Settings is to set up who should receive all license reminder emails for your company.

By default:

all Administrators at your company are set up to receive every license reminder email for all licenses on the account, and
all Managers at your company are set up to receive every license reminder email for all licenses at their location/s.

You can uncheck either (or both) of these boxes to turn off License Reminder emails for these user types.

You can also specify individuals to receive all License Reminder emails for your company, and you can do this by selecting the Simplifya user or by entering an email address.

License-specific Settings

In addition to the universal settings for License Reminders that can be configured in the "Reminder Settings", you can also manage the reminder settings individually by license. These settings can be created when you're adding individual licenses or importing multiple licenses, and can later be edited.

When adding or editing licenses, there are two fields that can be configured for that particular license:

“REMINDERS”: This is the number of days prior to expiration date / renewal date on which the reminder email is sent. There will be help text underneath this field that shows which date (expiration or renewal) has been selected in the "Reminder Settings."
“SEND REMINDERS TO”: Select the Simplifya users or enter the email addresses of who should receive the License Reminder emails for this particular license

To configure license-specific reminder settings for an existing license:

Click the ellipses () icon next to the license (under the "Action" column).
Click "Edit".
In the "REMINDERS" field, click the dropdown to see a list of default options. You can select multiple options. You can also type in a number and select it if it's not listed as a default option.
In the "SEND REMINDERS TO" field, you can select users on your Simplifya account, and/or type the full email address of non-Simplifya users.
Notes:
- You will note be able to select Simplifya users that are not linked to the location that holds the license, but you can type in their email address.
- If the selected license falls under any of your company-wide license settings, those recipients will also receive emails about this license.
Click the "Update License" button to save your changes.

The default choices for the "Renewal Reminders" field are (in days): 1, 7, 15, 30, 60, 90, 120, 180. Type

The Emails

Once you've set up License Reminder emails, a single email will fire on the specified date(s), with all of the license details that were entered into License Tracker, and with all specified users copied.

Here's an example of a Reminder Email that fires in advance of the Expiration Date:

Here's an example of a Reminder Email that fires in advance of the Renewal Date:

Permissions

The following permissions apply for editing Reminder Settings:

Administrators: All Administrators are able to edit the "Reminder Settings" in License Tracker, and can edit the license-specific reminder settings for any licenses on the account.
Managers: Managers do not have access to the "Reminder Settings" in License Tracker, but can edit the license-specific reminder settings for any licenses at their locations.
Employees: Employees do not have access to the License Tracker.

License Reminder Emails