End Contract

Why is this happening:

Customers are ending service with us, which could be for a variety of reasons!

The business may be closing; trivia may not fit in to their budget or they are underwhelmed with the results; their contract may have been for a limited run to begin with; or, they may not be someone we want to continue to do business with. 

Our policy is to have one contract per Schedule Event, so that one Customer Site may have multiple Schedule events, and they may be ending one but not all of them. 

What is the process:

Following the typical/ideal scenario, we would get notice prior to the last event of the Schedule. The SAM would fill in the End Contract Form that alerts the team of what is happening. This triggers the initial automation.

We need to alert players (updating socials and our website), alert our staff (tell the Host what's going down) (it's their work hours), stop billing them, and pick up our PA (if they've been using one of our PAs). 

How does that happen:

End Contract Notification (Future) Automation: 

First:

Before the final show, message sent to #existingevents-alerts tagging Host Manager, Social Media and our AV Expert to prep for their departure. A draft email is sent to Host Manager to send along to the host (if they are our staff). 

LCE record is an Event Termination; status is In Progress.

Then:

Once our final show has been performed, the system takes it’s cue to terminate the account. The Schedule status will be updated to the Change Type that was noted.

Change Types of ends of contracts:

 

End

WhatContract If:

Notification (Immediate) Automation: 

First:

1. EndingWhen a contractshow inalerts theus future,of moretermination shows between notification and final show
2. Ending a contract immediately,with no more shows performedto go, the automation puts through all of the actions at once. 

   Font of Reality and Reality Table:

   End Events on Schedule Table: When an event is terminated the information is sent to the Font of Reality where the Schedule record is updated with an "end after" date. This stops the creation of new future Reality Table entries.

   Delete all Reality Table Dates after notificationFinal Show: Airtable looks for all Reality Table entries with a date that is greater than the end date identified. It marks them with a "Marked for Deletion" checkbox. This checkbox puts them into a Marked for Deletion view, cueing a Zap to delete the record. This automation split is due to the inability for Airtable automations to delete records, or for Zapier to do an action on a repeated list of records.

   What If:

   Notification comes in with no more shows

   When a show alerts us of termination with no more shows to go, the automation puts through all of the actions at once. 

   • Message sent to #existingevents-alerts, Sam to check the calendars, MaryKate to send the host email, [marketing manager] note for socials/WH/website, Davis for AV, Chuck for billing and the app.
   • EndingSchedule aand contractSite status are addressed and moved to Ended

   Notification comes after being on Hiatus

   When a Hiatusshow alerts us of termination while on hiatus the automation puts through all of the actions at once. 

   • Message sent to #existingevents-alerts, Sam to check the calendars, [marketing manager] note for socials/WH/website, Davis for AV, Chuck for billing and the app.
   • Schedule and Site status are addressed and moved to Ended

   Limited Series 

   Sometimes we know we'll only be providing service for a predetermined amount of time. If we know the end contract

date

for a limited series it is entered as a part of the lead process, and is transferred to the New Event Start LCE upon creation. 

If this date is not filled, a standard End Contract process can be followed to enter an end date.