Renewal alerts

Renewly emails you before each contract's key date, so you have time to decide whether to keep it, renegotiate it or cancel it.

How renewal alerts work

Every contract has one key date. This is the date Renewly counts down to on your dashboard, on the contract page and in your emails. Which date it is depends on the contract:

• The contract renews automatically: the key date is the last day you can give notice to cancel. If the contract states that date, Renewly uses it. If not, Renewly takes the renewal date and subtracts the notice period. If no notice period is on file, Renewly uses the renewal date itself.
• The contract does not renew automatically: the key date is the day the contract ends.
• Renewly does not know whether it renews: the key date is the last day to give notice when that can be worked out, otherwise the renewal or end date.

Renewly then sends up to five emails, counted back from that key date:

• 90 days before
• 60 days before
• 30 days before
• 7 days before
• On the day itself

Renewly checks your contracts once a day, at 09:00 UTC (09:00 in London in winter, 10:00 in summer). Days are counted as whole calendar days. The key date itself still counts as a day you can act; it has passed from the next day.

The email goes to the contract's contact person, if one is set on the contract page. If not, it goes to the person who uploaded the contract.

If you add a contract late

If you add a contract when some of these points have already passed, you do not get a pile of catch-up emails. Renewly sends one email for the most recent point only. For example, a contract added 45 days before its key date gets the 60-day email the next morning (showing 45 days left), then the 30-day email, and so on. Each email is sent once per renewal cycle. When the contract renews and you save the new dates, the countdown starts again for the new cycle.

When no email is sent

• The contract has been archived.
• The contract has no dates on file.
• The contract rolls over month to month and has no planned exit date. You can leave it at any time, so there is nothing to count down to. If you set an exit date, Renewly counts down to that instead.
• The contract seems to have renewed already, past every date on file. It shows as Renewed (estimated), please confirm. Renewly will not email you about a guessed date. Check and save the new dates on the contract page to restart the reminders.
• You have turned that email off in your settings (see below).

What's included in alerts

Each reminder email shows:

• The contract name
• The key date, labelled as a notice deadline, a renewal date or an end date
• For a notice deadline, the renewal date it protects you from
• How many days are left
• From 30 days out, a short prompt to decide whether to renew, renegotiate or cancel
• A View the contract button that opens the contract in Renewly

Managing email preferences

Each person chooses which emails they receive. To change yours:

1. Open Settings and choose Notifications.
2. Under Notification Preferences, use Email Notifications to turn all Renewly emails on or off.
3. Under Renewal Reminders, turn each email on or off: 90 Days Before Renewal, 60 Days Before Renewal, 30 Days Before Renewal and 7 Days Before Renewal. These count down to the key date described above, which is often the notice deadline rather than the renewal date.
4. Use Expiration Alerts for the email sent on the key date itself.
5. Click Save Preferences.

The same page lists your Recent Notifications, so you can see which reminders went out and whether they were delivered.

Disabling alerts for specific contracts

There is no on/off switch for alerts on a single contract. If you no longer need a contract tracked, archive it. Archived contracts get no renewal alerts and no auto-renewal warnings. To archive one:

1. Open the contract page.
2. Click Archive and confirm.

An archived contract becomes read-only. Click Unarchive to bring it back and restart its alerts. If your workspace has reached its contract limit, you need to upgrade or archive another contract first.

Troubleshooting alerts

Not receiving alerts?

Check these common causes:

• Spam folder: check your junk or spam folder for emails from noreply@renewly.gg.
• Your settings: make sure Email Notifications and the reminder you expected are both on.
• Who it went to: if the contract has a contact person, the email went to them, not to you.
• The key date: open the contract and check which date it counts down to. If it is more than 90 days away, no email is due yet.
• The contract's status: see when no email is sent above.

Too many alerts?

• Turn off the reminders you do not need, for example keep only the 30-day and 7-day emails.
• Archive contracts you no longer need to track.
• Use a rule in your email program to file Renewly emails into a folder.

Auto-renewal trap alerts

A contract that renews automatically also gets a separate set of warning emails. They count down to the last day you can give notice, at 90, 60, 30, 14 and 7 days before it, plus one email once that day has passed. They exist because missing that day locks you into another full term.

These warnings stop when you archive the contract. Marking its renewal as handled does not stop these emails. The Email Notifications switch turns them off along with all other emails. For the full detail, see Auto-renewal traps.

Custom alert timing

The reminder days (90, 60, 30 and 7 days before, and on the day) are the same on every plan and cannot be changed. You can choose which of them you receive, as described in Managing email preferences.

If your workspace is on the Business plan or above, an admin can also send the 90, 60, 30 and 7-day reminders to a Slack channel. On any plan, an admin of a team workspace can send them to a Microsoft Teams channel. Set this up under Settings, then Integrations.