T138 Group renewal outreach brief
Group renewal outreach brief
The brief Adaeze Obiora and Callum Breckenridge read before anyone contacts Basalt Creek Industries about the December 31 renewal of its 42-member group membership: what the members used, what the association still owes the company, and which roster entries must be corrected first. Prepared by the membership coordinator at the Workplace Safety Coordinators Association from records checked on Monday, September 28, 2026. Nothing in it goes to Leonard Kalnins until Adaeze approves the message.
Sample template: the firm, people, clients and figures are fictional.
What the members used
The association counted a benefit as used when a member attended the regional conference, completed an online course, used their credential record or posted in the member community in the last 12 months. The first export showed 31 members with use and 11 without. Seven of those 11 completed courses under personal email addresses, which the learning records keep apart from the membership record. Once those records were matched, 38 members showed use and 4 showed none.
Live example from the Dashboards app, shown with Basalt Creek Industries' demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
The headline number for the renewal conversation is the one below. Use 38 of 42, not the first export, whenever someone asks how many members are active.
Live example from the Dashboards app, shown with Basalt Creek Industries' demo data.
The roster before anyone is contacted
The group is billed by the member, so the roster is the first thing to get right. Forty of the 42 entries are current employees. Two are people who left the company in the spring and are still listed.
Live example from the Dashboards app, shown with Basalt Creek Industries' demo data.
Two roster entries are people who left the company in the spring
Both entries still count toward the 42 members. Opening the renewal with a dues notice would bill Leonard Kalnins for two people who no longer work at Basalt Creek Industries. Adaeze Obiora decided to open with a roster review instead, and Leonard agreed to confirm the roster first. Adaeze Obiora owns the record and Callum Breckenridge sends the roster for confirmation. Date: Leonard confirms by Oct 14.
Group dues at the current roster are $16,170 (42 at $385). Whether the two entries come off, and what that does to dues, is for Adaeze to decide once Leonard has confirmed. The brief does not assume either answer.
Four members show no activity
Four of the 42 members used no benefit in the last 12 months. Check them against the two departed entries before deciding anything, because a departed member would explain some of the silence. Outreach to the remaining members with no activity is Adaeze's decision, taken after the roster is confirmed. Until then, nobody contacts them about use.
Commitments the association still owes
Three commitments made to Basalt Creek Industries are unresolved. Each one needs an owner and a promise date before any renewal outreach, because Leonard will ask about them in the first call.
| Commitment | Owner | Promise date | Status | What is needed |
|---|---|---|---|---|
| Roster review before renewal outreach | Adaeze Obiora, record owner; Callum Breckenridge sends the roster | Oct 14 | Leonard Kalnins confirms the roster | |
| Webinar date for the sponsored webinar | Callum Breckenridge | Oct 9 | Confirm the date with Leonard | |
| Third commitment, not on the handoff record | None yet | Needs review | Adaeze names an owner and a date by Oct 14 |
The roster review and the webinar date were handed to Callum when the relationship manager left on September 18. The third commitment was made before the handoff and is not on the handoff record, so its wording must be checked against the relationship manager's account notes with the new owner before it is described to the company.
Renewal facts
Outreach steps
The sequence below is the order of contact. The step marks show where the brief stands today.
A company that gets a bill before it gets an answer to its roster question will talk about the bill. I want the first conversation to be about the people on the list.
Talking points for the first call
How to use this template
Assemble the brief 90 days before the renewal date, from the membership, conference, course, service and commitment records for every member of the group. Fill each value from the record it names, and keep the page internal until the director approves the outreach message.
| Variable | Meaning | Required |
|---|---|---|
{{employer.name}} | Employer whose group membership is renewing | Required |
{{renewal.date}} | Date the group membership renews | Required |
{{roster.entries}} | Roster entries with employment status | Required |
{{benefit.use_counts}} | Members with use, members with none, and members matched by other records | Required |
{{commitment.open_rows}} | Unresolved commitments with owner and promise date | Required |
{{dues.group_rate}} | Group dues per member per year | Required |
{{outreach.approach}} | Relationship approach decided by the membership director | Optional |
If a required value is missing, show Needs review in its place and hold the brief; never fill it with a guess. If a source cannot be read, show Unavailable instead of the count.
The live Dashboards blocks on this page show the Basalt Creek Industries demo profile. Point each block at your own client's profile, or remove it, before you share the page.