Renewals and the Base Explorer
The billing platform already knows when every contract ends. The Renewals Radar puts that knowledge to work: it shows what is about to lapse, what has already lapsed, what it is worth, and whether anybody is doing anything about it.
Renewals Radar
Section titled “Renewals Radar”Renewals Radar lists every live record whose contract ends within 90 days, or has already ended, with its monthly value and whether a renewal deal already covers it.
The header sums it up: how many contract ends are coming, what they are worth per month, and how many have no renewal deal.
Filters: the bucket (Out of contract, Next 30 days, 31-60 days, 61-90 days), the record type, the product, deal coverage, currency and owner. A Showing picker switches between all accounts and your own, where you can see others’ work.
Records are grouped into buckets, each with its own count, value and uncovered figure. A row shows the customer, the record, the product, the contract end (as “in N days”, “N days over” or “Today”), the monthly value and whether an open renewal deal already covers it.
Creating renewal deals
Section titled “Creating renewal deals”Tick the records you want and choose Create renewal deals. Records already covered by an open renewal deal have no tick box.
On the confirmation page, decide per customer whether to create a new renewal deal or add the records to an existing open deal, and which pipeline a new deal should use. Then Create / attach now.
The results panel reports what happened for each customer, and how many records were dropped because they were no longer eligible or had been picked up meanwhile.
Important: the radar is read-only at the Growth tier. Ticking records and creating deals in bulk needs Renewal Automation, which comes with the Platform Pack. Arriving at the radar from a customer’s own account page keeps the per-customer flow available without it.
How the figures are worked out
Section titled “How the figures are worked out”The monthly value sums recurring feature charges, normalised to a month, priced the same way deal values are: explicit charges, standard-feature pricing and fixed-fee tariffs all included.
Services and numbers use their own contract end date. Features use the latest of their committed, minimum or renewal term dates, and are only listed separately where their parent record has no contract end date of its own.
Renewal rules and the Renewal Run
Section titled “Renewal rules and the Renewal Run”A renewal rule describes a slice of the base you always want to chase, and what to do about it.
Rules are configured in CRM Setup. Each carries:
- A name and a display order - earlier rules claim matching records first.
- Days Before Contract End. Records already out of contract always match.
- Which record types and product types to match, and which dealers it applies to.
- The pipeline for the deals it creates, and how their owner is chosen.
- An optional campaign to batch them under.
- An optional follow-up TODO, with its own subject, content and due offset.
- Auto-Create Nightly, which hands the rule to the automation.
The Renewal Run
Section titled “The Renewal Run”Renewal Run is the attended version. It always shows exactly what each rule would create today, so it doubles as a dry run.
Each rule gets a panel headed with its name, the number of customers it matches and its window. Rows are pre-ticked. Choose Create selected deals to make them.
Rules marked Automated nightly carry a tag and are shown for information only; their deals are created during daily processing, and the results appear on the Automation page.
Things to know:
- A rule never creates a second open renewal deal for the same record.
- A record matching more than one rule is claimed by the earliest rule in display order.
- A maximum of 200 records per rule are shown per run.
- The attended run and the nightly job cannot double-create the same deals, even if you press the button while the automation is running.
Name, priority and availability of this renewal automation rule.
| Field | Description |
|---|---|
| Enabled | Whether this rule proposes renewal deals on the Renewal Run |
| Name | Name of the renewal rule |
| Display Order | Sort order for this rule; earlier rules claim matching records first |
| Auto-Create Nightly | Whether the nightly automation creates this rule's renewal deals unattended; otherwise matching records wait for the attended Renewal Run |
Matching
Section titled “Matching”Contract timing and product criteria used to find renewal candidates.
| Field | Description |
|---|---|
| Days Before Contract End | Match records whose contract ends within this many days; records already out of contract always match |
| Match Services | Whether live services with a contract end date are matched |
| Match Numbers | Whether live numbers with a contract end date are matched |
| Match Features | Whether live features with a committed, minimum or renewal term date are matched |
| Service Types | Restrict matched services to these types; blank matches all |
| Number Types | Restrict matched numbers to these types; blank matches all |
| Feature Types | Restrict matched features to these types; blank matches all |
| Dealers | Restrict the rule to these dealers; blank matches all |
Deal Creation
Section titled “Deal Creation”Pipeline, ownership and values assigned to deals created by this rule.
| Field | Description |
|---|---|
| Pipeline | Pipeline the created renewal deals go into; blank uses the per-dealer renewal pipeline parameter, then standard defaulting |
| Deal Owner | Who owns the created deals; account manager falls back to the operator running the rule |
| Fixed Owner | User who owns the created deals when the owner mode is Fixed user |
| Fixed Department | Department that owns the created deals when the owner mode is Fixed department; the customer account manager is still set as the user owner |
| Campaign | Campaign assigned to deals created by this rule |
Follow-up TODO
Section titled “Follow-up TODO”Optional TODO created for each renewal deal.
| Field | Description |
|---|---|
| Create Follow-up | Whether each created deal also raises a follow-up TODO |
| Follow-up Subject | Subject of the follow-up TODO |
| Follow-up Content | Content of the follow-up TODO |
| Due In | How far ahead the follow-up TODO is due |
| Due Unit | Unit for the follow-up due period (days, weeks or months) |
| Use Working Days | Whether the follow-up due period counts working days only |
| Follow-up Users | Users assigned to the follow-up TODO; blank assigns the deal owner |
| Follow-up Departments | Departments assigned to the follow-up TODO |
System Information
Section titled “System Information”| Field | Description |
|---|---|
| Last Modified | Timestamp of the most recent modification to this renewal rule |
| Created | Timestamp when this renewal rule was created |
Base Explorer
Section titled “Base Explorer”The radar is about contract ends. The Base Explorer is about everything else you might want to do to your live base: migrating a legacy product, promoting an upgrade, or simply finding every account over a certain value.
What you need: the Sales section, the Base Explorer feature, and list access to services, numbers or features. Acting on a selection also needs Campaigns and permission to add deals.
Filters: record type, product, all products or legacy products only, contract state, deal coverage, currency, a minimum monthly value, and owner.
Rows are grouped by customer. Download CSV exports the current selection, capped at 5,000 rows.
Campaign actions
Section titled “Campaign actions”Tick records and choose Campaign action.
Required: a Campaign (active ones only), and the Action - Create renewal deals or Create follow-up TODOs.
Optional: the pipeline for new deals, or the due date for TODOs, which defaults to a week ahead.
What happens: deals or TODOs are created against the chosen customers, all carrying the campaign so you can measure the batch afterwards. TODOs go to each customer’s account manager, falling back to you where there is none.
Things to know:
- Live billing records only. Pre-sale records never appear here.
- With mixed record types, features under a service or number are rolled into their parent’s value rather than listed separately. Filter to Features to see them on their own.
- Mark product types as Legacy on their settings pages, and the legacy filter becomes a ready-made migration list.
- A campaign restricted to one dealer refuses customers outside it.