Retention Prep Checklist (Formerly Renewals)

Serviceminder setup in preparation for the Squad Retention Process

*Please note: there will be a new feature launching in SM on 10/27/24 which may remove the need to create new route schedules each year. Stay tuned for more info

If no Geozone balancing is necessary, skip to step 3.

1. Balance your Geozones.
   1. Balance across days and weeks
   2. Ensure all potential customers are in a routing geozone
2. Create a new Route Schedule
   1. Set new names and dates (start on a Sunday)
   2. Highlight services to be included and drag down new geozones to the schedule
3. Closeout previous Route Schedule
   1. Mark the current schedule as inactive
   2. Duplicate current schedule
   3. Set new schedule names and dates (Start on a Sunday. Should you extend your season?)
   4. Set New Schedule Active
4. Verify your Services and Parts
   1. If you use any season dates in your services, make adjustments
   2. Confirm prices, increase if necessary
   3. Verify Parts if you use any dates in your distribution formulas, adjust them
5. Verify your Templates
   1. Go to Control Panel > Parts and click on Templates 
   2. Squad Fly Control Package
   3. Squad Home Shield Package
   4. Squad Invader Guard Package
   5. Squad Yard Defender Package
6. Update Holiday Dates
   1. Control Panel > Scheduling
7. Validate Payment Plans
   1. Add/edit any you want (with a new offer)
   2. Verify offer codes if attached.
8. Validate Offer Codes
   1. Verify service selections
   2. Verify expirations
9. Check and reset any Drip Triggers
10. Edit/Create End of Season, Off-season, & Pre-season Ad Hoc Emails
    1. Include Pest packages, upgrades, and add-on offers

Another recommendation for keeping your staff on-track once the retention process starts:

1) Switch the contact category of all clients back to "historical" at seasons end

2) Tag your customers with completed appointments in the current calendar year (2024 customer)

3) Create a 2025 customer tag and apply it to an contacts who've already been retained for next season

4) setup a drip trigger to tag on contact invoiced to apply the 2025 customer tag

5) go to your contacts grid and filter for 2 conditions: contains "2024 customer" tag, does NOT contain "2025 customer"

6) Save this filter of your contacts grid as a custom view at the bottom left hand corner of the contacts grid. (call it "2025 retention") and hit save

7) Once it's saved, click the "views" link 

8) Once in the "Views" menu, click the boxes for "shared" and "shortcut"

9) You've now created a new shortcut on your SM home screen that ever member of your office can access and see who hasn't been retained yet, and because we've set up drip triggers to tag customers as their invoiced, the list will automatically update and remove clients as they're retained.