Contract Renewals Guide
| Available for | Roles | All Users |
| Permissions | N/A | |
| Object Permissions | N/A |
Purpose: Understand how Levelpath automates the contract renewal process, how to configure renewal settings on a contract record, and how to use the renewal workspace to evaluate and act on expiring contracts.
Overview
Levelpath streamlines the contract renewal process by automatically creating a dedicated renewal workspace when a contract approaches its expiration. This workspace initiates a structured conversation between the Business Owner and Contract Owner to assess the supplier relationship and determine the appropriate next steps.
Renewal workspaces can be triggered automatically on a schedule or kicked off manually at any time by a user with the appropriate access.
Setting Up Renewal on a Contract Record
The Term and Renewal section on a contract record controls how and when the renewal process is triggered. Configure these fields when creating or editing a contract:
Auto Renewal
Indicates whether the contract automatically renews at the end of its term. Options are:
- Yes — the contract will automatically renew.
- No — the contract will not renew automatically.
- Evergreen — the contract has no fixed end date and continues indefinitely.
Note: Evergreen contracts do not have an end date and will not trigger a renewal workspace. If a contract is set to Evergreen, no automatic or scheduled renewal will occur.
Termination Notice
The number of days before the contract end date by which a termination notice must be given. This is factored into the Renewal Notice Date calculation.
Renewal Notice Strategy
Determines when Levelpath will trigger the renewal workspace. Select from the following options:
- 30 days prior to Notice of Termination Date or Contract End Date
- 60 days prior to Notice of Termination Date or Contract End Date
- 90 days prior to Notice of Termination Date or Contract End Date (default)
- 180 days prior to Notice of Termination Date or Contract End Date
- Custom Date — set a specific date for the renewal reminder.
- Do Not Notify — no renewal workspace will be created for this contract.
Renewal Notice Date
The date on which Levelpath will trigger the renewal workspace. When using one of the standard strategies (30/60/90/180 days), this date is calculated automatically based on the contract end date and termination notice period. It can also be set manually when using the Custom Date strategy.
Additional Renewal Fields
- Renewal Term in Months — the duration of each renewal period.
- Renewal Number of Times — the number of times the contract is permitted to renew.
- Renewal Period Days — additional granularity for the renewal period length in days.
Requirements for Automatic Renewal to Trigger
All of the following conditions must be met for Levelpath to automatically create a renewal workspace:
- The contract status must be set to Active.
- An owner must be assigned to the contract.
- The Renewal Notice Strategy must not be set to Do Not Notify.
- No active renewal workspace already exists for the contract.
- The contract must have been added to Levelpath before the renewal notice window has already passed.
Note: If a contract is added to Levelpath after the 30, 60, 90, or 180 day window has already elapsed, the automatic renewal trigger will not fire. In this case, use the manual kickoff option described below.
How Automatic Renewals Work
Levelpath runs a daily check against all active contracts. When today's date matches the Renewal Notice Date on a contract, a Contract Renewal Workspace is automatically created and all relevant parties are notified.
The Renewal Notice Date is calculated as:
Contract End Date – Termination Notice Days – Strategy Offset Days
For example, if a contract ends on December 31, has a 30-day termination notice, and uses the 90-day strategy, the Renewal Notice Date would be September 2 (Dec 31 − 30 days − 90 days).
Note: Levelpath will not recalculate the Renewal Notice Date for contracts using the Custom Date or Do Not Notify strategies, or for contracts whose end date is already in the past.
Is in Renewal Period Status
Once the Renewal Notice Date has passed but the contract has not yet reached its end date, the contract will display an "Is in Renewal Period" status. This makes it easy to identify contracts that are actively in the renewal window across your portfolio, even if no action has been taken yet.
Manually Kicking Off a Renewal
If you need to start a renewal outside of the automatic schedule, you can manually trigger a renewal workspace directly from the contract record.
To manually kick off a renewal:
- Open the contract record in Levelpath.
- Select Manually Kickoff Renewal from the contract actions menu.
- A renewal workspace will be created immediately and notifications will be sent to the relevant parties.
If a renewal workspace already exists for the contract, selecting this action will navigate you to the existing workspace rather than creating a duplicate.
Note: The Manually Kickoff Renewal action is only available to users with the Create Contract permission. If you do not see this option, contact your Organization Administrator.
The Renewal Workspace
When a renewal is triggered — automatically or manually — Levelpath creates a Contract Renewal Workspace (CRW). This is a structured project designed to guide the Business Owner and Contract Owner through a formal evaluation of the supplier relationship and determine the recommended path forward.
The renewal workspace can be found in two places:
- Directly in the Project Requests page, listed alongside your other active projects.
- On the contract record, under the Activity tab in the Contract Overview panel on the right side of the screen.
Workspace Stages
The renewal workspace moves through the following stages:
- Contract Record — Links the renewal workspace to the relevant contract, business owner, and supplier. This information is pre-populated from the contract when the workspace is created.
-
Renewal Review — Collects input from the Business Owner and Contract Owner on the current state of the supplier relationship:
- Are you and/or your team still using this supplier?
- Do you wish to continue using this supplier going forward?
- Have there been or are you planning any scope changes with this supplier?
- Other details about the working relationship.
- Contracts — Provides the option to update contract details directly as part of the renewal process, without navigating away from the workspace.
Renewal Options
There are four different options for the contract renewal:
- Let contract auto renew — Allows the contract to renew automatically with the existing contract.
- Renew this contract — Allows users to go through the renew process on the contract. Used for when users want to renegotiate contract terms.
- Terminate contract — Allows users to terminate the contract rather than renew.
- Mark as not needed — Allows users to mark the renewal workflow as not needed.
Option 1: Let Contract Auto Renew
Use this option when the contract is set to auto-renew and no changes to terms are needed. Levelpath will update the contract’s end date to reflect the new renewal period. The original contract record remains active and its status does not change.
To select this option:
- In the renewal workspace, navigate to the decision step.
- Select Let contract auto renew.
- A confirmation prompt will appear. Confirm your selection to proceed.
- The contract end date is updated automatically and the renewal workspace is completed.
Option 2: Renew This Contract
Use this option when you want to renegotiate contract terms or create a new contract record to supersede the existing one. Selecting this option initiates a contract execution workflow where the new terms are finalized and the original contract is superseded.
To select this option:
- In the renewal workspace, navigate to the decision step.
- Select Renew this contract.
- A new contract record will be created. The original contract is labeled Being Superseded.
- Complete the contract execution step within the renewal workspace to finalize the new contract record. This step serves as your confirmation — no separate confirmation prompt is shown.
- Once the workflow is complete, the original contract is labeled Superseded and the new record becomes the active contract.
Option 3: Terminate Contract
Use this option when the decision is made not to continue with the supplier and the contract should be formally terminated.
To select this option:
- In the renewal workspace, navigate to the decision step.
- Select Terminate contract.
- A confirmation prompt will appear. Confirm your selection to proceed.
- The contract status changes to Being Terminated. Appropriate parties will be notified and follow-up steps can be taken from within the workspace.
Option 4: Mark as Not Needed
Use this option when the renewal workspace was created in error or is no longer applicable — for example, if the contract situation was resolved outside of the renewal workflow.
To select this option:
- In the renewal workspace, navigate to the decision step.
- Select Mark as not needed.
- The renewal workspace is closed. No changes are made to the original contract record and its status remains unchanged.
Notifications
When a renewal workspace is created, Levelpath sends a notification to alert the relevant parties and provide a direct link to the workspace.
Notifications are sent to:
- Contract Owner (Requester) — the primary owner or first assigned lead on the contract record.
- Lead User (CC) — the assigned business owner user on the contract, copied on the notification.
The notification includes the contract name, the contract end date, the supplier name, and a link to open the renewal workspace directly.
If your organization has the Slack integration enabled, renewal notifications will also be delivered as a direct message in Slack.
After the Renewal is Complete
Once the renewal workspace has been completed and a recommended path forward has been selected in the Procurement Followup stage, the appropriate parties will follow up with next steps.
From within the renewal workspace, you can also take the following actions to continue the process:
- Kick off a Linked Workspace for Procurement Followup — creates a downstream procurement project to handle renegotiation, amendments, or new sourcing.
- Link to a Contract Workflow — connects the renewal workspace to an existing contract workflow for continued processing and tracking.
These options allow procurement teams to move seamlessly from the renewal assessment into formal follow-up activities without losing context.
Renewal Calendar
The Renewal Calendar provides a portfolio-level view of upcoming contract renewals across your organization. It displays contracts grouped by their renewal month, along with the total contract value expiring in each period.
Use the Renewal Calendar to plan ahead, prioritize renewal activity, and ensure no contracts fall through the cracks. Navigate to Contracts and select the Renewal Calendar view to access it.
You have now mastered Contract Renewals within Levelpath! 🎉
If you have any more questions, please reach out to support@levelpath.com.