Best Practices: Agreements Approaching 30 Days

When an agreement with a customer is approaching 30 days, it’s important to take action to avoid unnecessary insurance coverage complications, while prioritizing the customer experience and maintaining your relationship.

Be Proactive Before 30 Days

  • Configure the Opened Over days you want to track. Head to the Admin > Management tab, and make sure the Opened Over (Days) management setting is set to, say, 15 days. That way, you can track agreements opened for this number of days, or greater.

  • Use the Dashboard to keep track of agreements approaching the 30-day mark. Your Agreement Operations dashboard, right on your ‘Home’ screen, is designed to help you stay on top of open agreements that are creeping up in length.

    • On a daily basis, check the “Open Over X Days” card, which shows agreements open over a certain number of days. (The days is set using the “Opened Over (Days)” management setting.)

  • Set up email alerts for agreements opened over [X] days. With Opened Over (Days) alerts, you can have a list of agreements opened over a certain number of days emailed to you on a nightly basis, so you can stay on top of these agreements and take action, as needed.
    1. Specify the number of days within your Opened Over (Days) setting (the same setting that controls the Dashboard hub card). For example, if you have your Opened Over (Days) set to 15, agreements open for 15 days or more will be included in this email alert.
    2. Edit the Alerts Hub management setting and toggle on the Opened Over (Days) alert for email.


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    3. This alert is automatically turned on for you and each individual employee in the Alerts Panel settings (ALERTS > ).
    4. You and each individual employee must make sure Email Alerts are toggled on in the User Account.
    5. The nightly email will include exactly how long each agreement has been open and its associated service advisor.


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  • Keep communication lines open. Well before the 30-day mark, proactively reach out to the customer to discuss the status of their vehicle. Clear communication can prevent misunderstandings and handle concerns early.

An Agreement is Approaching 30 Days: Now What?

Before 30 days (e.g., on day 25), contact the customer and politely ask them to return to the dealership.. When the customer arrives, you can close their agreement and open a new agreement, either keeping them in the same vehicle or assigning a new one.