Overview
A renewal reminder notifies a contract owner when a contract is approaching its end date, providing time to negotiate or opt-out before renewal. This guide covers how to manage renewal reminders in the Purchasing Portal.
For a comprehensive overview, refer to the Guide to Renewal and Review Reminders.
Setting the Renewal Reminder Date
Tropic begins sending renewal reminder notifications on a contract’s renewal reminder date. By default, the renewal reminder date is the contract’s end date minus 90 days.
To change a contract’s renewal reminder date:
- In the Purchasing Portal, click the contract you’d like to edit.
- Click Edit.
- Next to Renewal Reminder, click Change Date.
- Under Custom Renewal Reminder, set a new date.
- Click Save.
Important: If you use Assisted Purchasing, we set a reminder date for your Tropic-managed contracts. This date may differ slightly from the 90-day default.
Recurring Reminders
On the renewal reminder date, Tropic sends you a reminder email. The email includes a link to create a renewal request.
If you don't create a renewal request, Tropic will send another reminder every seven days. Tropic stops these reminders 10 days before the contract’s end date.
You can also stop the reminders if you:
- Change the contract’s stage to Renewed, Not Renewed, or Terminated.
- Change the contract’s renewal reminder date to a future date.
- Disable renewal reminders for the contract.
Disabling Renewal Reminders
If wanted, you can edit a contract record to disable renewal reminders.
- In the Purchasing Portal, click the contract you’d like to edit.
- Click Edit.
- Check Turn off renewal reminder notifications for this Contract.
- Click Save.
The contract record notes who disabled the reminders and when.
Adding Multiple Recipients for Renewal Reminders
To ensure more visibility and reduce the risk of missing important renewals, you can add multiple teammates to receive renewal reminders. This way, more stakeholders are notified, providing extra oversight on the upcoming renewal.
If you are creating a contract: In the contract form locate the Owners field and select the teammates you want to include.
If you are editing an existing contract: Access the contract and click Edit, and then update the Owners field by selecting the teammates you want to include.
After selecting the teammates, click Save. All selected owners will now receive renewal reminders for this contract.
Fallback Recipients
If a contract has no owner, renewal reminders are sent to a fallback recipient for your organization instead. Tropic staff typically set this recipient during onboarding.
To change your organization's fallback recipient, ask a Tropic account owner to submit a support ticket.
Contracts Eligible for Renewal Reminders
Tropic won’t send a renewal reminder if a contract record has:
- No contract owner and there’s no fallback recipient.
- A Stage of Renewal in Progress, Renewed, Not Renewed, or Terminated.
- A Month to Month contract term.
Additional Resources
For more details on managing contract management, refer to the following documents below or visit our Hep Center.