"Report your license usage data to GitLab" emails sent to GitLab subscription owners do not have context
Problem
Similar to the problem described in the "<em data-sourcepos="11:43-11:136">Purchase and renewals QSR related emails sent to GitLab namespace owners do not have context</em>", the license usage data emails (internal handbook reference) also lack context that could help customers to identify the relevant subscription. Current email template:
Email template
%h2
Hello #{@customer.full_name},
%p
For the GitLab Team to keep your subscription data up to date, this is a reminder to report your license usage
to us on a monthly basis, or at the cadence set in your agreement with GitLab. This allows us to simplify the
billing process for overages and renewals.
%p
To report your license usage data,
= link_to('export your license usage file', 'https://docs.gitlab.com/ee/subscriptions/self_managed/#export-your-license-usage')
and reply to this email with your license usage file as an attachment. You can also email it to
#{mail_to(@renewal_service_email)}.
%p
Interested in automating the sharing of license usage data with GitLab? Learn more about activating your
subscription with #{link_to('Cloud Licensing', 'https://about.gitlab.com/pricing/licensing-faq/cloud-licensing/')}.
If you have any questions or concerns, please #{link_to('contact us', 'https://about.gitlab.com/contact/')}.
%p
Thank you!
%br
The GitLab team
In several cases, sharing the usage data becomes problematic because:
- If a customer has multiple GitLab subscriptions, it may not be evident what subscription uses an offline licensing, and which subscription is due for sharing license usage data;
- Additionally, if a customer's SoldTo contact is a member of a procurement team who doesn't use GitLab (only manages licenses), it's not clear to whom to pass this email.
Proposal
Add more information to the email - like a subscription ID, the term's start/end dates. Also, we can include more context to answer the "why do I receive these emails" question.
Result
The customers have more context to what subscription we're referring to, and are less confused about the "Share usage data" email.