How to Set Up CRM Automations When Cancelling An AccessAlly Subscription

Wondering what type of automations you need for seamless management of your AccessAlly subscriptions? Below, you’ll find a list of common use cases, along with a CRM automation outline that you can use for inspiration.(For the main release automation, please see this tutorial. )

How to Cancel A Subscription

With AccessAlly, you have three options to choose from when you need to end a subscription through the Admin Options area. Please note that all of these options will automatically stop any future payments from being charged.

We cover these options in full in a separate tutorial, but here’s a quick recap on what tags are added (and when):

  1. REVOKE – This option will immediately add the revoke tag(s).
  2. CANCEL – This option immediately adds the STOP tag. Then, at the end of the billing period, the revoke tag(s) are added.
  3. STOP – This option immediately adds the STOP tag. However, the revoke tag(s) are NOT added.
Proper Setup Is Required
When you set up this subscription in AccessAlly > Products, we recommend that you indicate all necessary PAYF (revoke) tags to revoke access to the necessary courses in the “revoke tag(s)” area. This gives AccessAlly the ability to revoke course access for the user at the right time.

How To Trigger The Cancellation Process

Once you are familiar with the three different ways to end a subscription, you may choose to set up your CRM automations. As you do, please keep in mind that the automations will have to be triggered in one of two ways:

Version 1: Admin-Initiated Action

With each of the three options, you can simply click the button in the Purchase Log area itself. AccessAlly will then add tags as outlined above, and no future payments will be charged.

The manual action is recommended, since the user must email you directly to request a cancellation, giving you one last chance to convince them to stay onboard.

No CRM automation is needed, if you choose to manage/cancel subscriptions this way, since AccessAlly will add all necessary revoke tags immediately, or at the end of the billing cycle, depending on which option you chose.

Version 2: Client-Initiated Action
We DO NOT recommend that you use this method. It is preferred to have the admin manually cancel/revoke the subscription, since AccessAlly can then add all necessary tags at the right moment.

It is possible to allow a user to cancel their own subscription by using a Custom Operations button.

Step 1: Create a Custom Operation Button

First, create a Custom Operation button that will add a unique tag to the user (Tutorial).

This tag should be unique (i.e. different than the STOP or REVOKE tags).

Step 2: Create Your CRM Automation

The automation should be triggered when the tag (configured in Step 1) is added to the user.

Then, the only other item that must be included is an HTTP Post / Webhook, which will tell AccessAlly that you want the subscription to be cancelled for that user.

You have two options when choosing the webhook URL:

OPTION 1: REVOKE ACCESS WEBHOOK

In AccessAlly > Products > Automations, there is a revoke access webhook that can be easily added to your CRM automation. When run, this webhook will immediately add all of the revoke tags you configured for that product.

OPTION 2: CANCEL WEBHOOK

If you wish, you can run a simple “Cancel Subscription” webhook. To do this, take the same URL as in Option 1, but replace “aal_​revokesubscription” with “aal_​cancelsubscription”.

Updated on July 11, 2018

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