Renew contracts

Once you have recorded contract details for some or all of your apps, you can use 1Password SaaS Manager to manage renewals and centralize tracking and notifications at the contract level instead of by individual licenses.

The renewal window applies to fixed-term and subscription contracts, and opens 90 days before and up to 90 days after a contract's notice deadline. When a contract enters this window, it will display in the Renewals section of your SaaS Manager dashboard. You can also filter the Contracts list to view different information about renewals, including renewal decisions and status.

For example, to view the contracts that are coming to the end of their term, either sort the Contracts list by the End date column or switch to the calendar view using the toggle at the top-right of the Contracts page  . 

The calendar view displays the notice deadline for each contract by default. If you have not specified a notice period from the contract Details tab, the deadline is set based on the default notice period. You can customize fields for contracts, add categories, and update renewal settings by navigating to Settings > Contracts from your SaaS Manager dashboard.

Contracts with a rolling term are not included in the calendar, as these are extended automatically until you enter an end date. 

You can also sort by contracts with no decision, incomplete decision, undecided, or other custom field options. Select All contracts at the top right of the Contracts page, then select Renewals. Select the Renewal decision column to sort contracts based on that information.

Turn on renewal notifications

You can send notifications when contracts are due for renewal via email or Slack. Go to Settings > Notifications > Renewals and turn on the "Email" and or "Slack" option(s). Renewal notifications include contract information such as the main vendor, notice period, automatic renewal status, and a direct link to view the contract directly.

Renewal notifications are sent based on the contract's end date and, by default, notifications are sent to the contract owner and the app owner, if different. Edit the recipient list to select different app roles, such as the IT admin role or a custom app role, or specific individuals. If a user belongs to multiple roles, only one notification of each type is sent.

Renewal notifications can be set to different intervals, such as 120, 90, 60, 30, 14, or 7 days before the renewal day. If multiple notification reminders are set simultaneously, only the latest one will be sent.

By default, email notifications are sent from the noreply@trelica.com email address. To send email notifications from an email address that belongs to your organization, set up a new sender in SaaS Manager and update your DNS records. For more information, see Sending email from your own domain.

Renew a contract

If you're importing contract details from a procurement management system, the new contract will be imported automatically and marked for review. When reviewing a contract or creating a new contract manually, use the Related tab to identify the previous contract.

To renew existing contracts in SaaS Manager from the Contracts page, select the contract you want to renew. A panel will open allowing you to edit that contract. Select Add renewal details, then choose either Renew, Terminate, or Undecided from the Renewal decision dropdown. This dropdown is only available during the renewal window. 

Once you’ve notified the vendor, select Renewal complete to save your changes. Marking a renewal as complete removes the contract from the active renewals view and prevents any further renewal notifications. When new terms are established or a contract is renewed, the system creates a new version of the contract and the top area of the contract panel always displays the latest version.

Next steps

Once you have imported accurate spend and contract data for your managed apps, you can compare contractual commitments to actual spend, compare entitlements to actual app usage, and configure workflows to optimize license app license allocations automatically.