Objective: Establish a standardized approach to address clients exceeding their allocated profile limit, ensuring clarity, fairness, and timely resolution.
1. Profile Allocation:
Clearly communicate the standard profile allocation to clients upon subscription or service agreement. Establish a maximum limit of 200 profiles for standard packages.
2. Monitoring and Notifications:
Implement a monitoring system to track the number of profiles associated with each client's account.
Set up automated notifications to alert clients when they approach the maximum limit and upon surpassing it.
3. Grace Period:
Provide clients with a grace period of two weeks to review and manage their profiles once they exceed the allocated limit.
During this period, clients can either delete excess profiles to stay within the limit or consider upgrading their subscription for additional profile capacity.
4. Fee Structure:
Clearly define the fee structure for excess profiles beyond the allocated limit.
Establish a reasonable and transparent fee per profile exceeding the maximum allowed limit.
5. Notification of Fees:
Send notifications to clients clearly outlining the excess profiles, associated fees, and the deadline for resolution.
Provide a breakdown of fees and instructions on how to settle the additional charges.
6. Payment Deadline:
Specify a deadline for clients to pay the excess profile fees. Clearly communicate the consequences of non-payment within the stipulated time-frame.
7. Customer Support Assistance:
Offer dedicated customer support to assist clients in managing profiles, understanding fees, and exploring subscription upgrades if needed.
Ensure responsive communication channels for client inquiries related to excess profiles.
8. Documentation and Reporting:
Maintain accurate documentation of excess profile instances, associated fees, and client communications.
Generate regular reports to assess the frequency of excess profiles, the effectiveness of communication strategies, and areas for improvement.
9. Review and Continuous Improvement:
Periodically review the excess profile process to identify opportunities for improvement.
Solicit feedback from clients to understand their experience and explore ways to enhance the process.
By implementing this standardized approach, we aim to manage excess profiles consistently, foster transparency, and provide clients with a fair and clear resolution pathway.