Renewals & Alerts

For everyone · 5 min read

Missing a renewal deadline is expensive — you either renew on terms you didn't want or pay exit fees. Lumipact tracks two dates for every auto-renewing contract: the renewal date (when the contract rolls over) and the action deadline (the last day you can notify the vendor of your intention to cancel or renegotiate).

Renewal date vs action deadline

Most contracts have an auto-renewal clause with a notice period. For example:

Contract end date: 31 December 2025
Notice period: 90 days
Action deadline: 2 October 2025 (90 days before end)

If you don't notify the vendor by 2 October, the contract auto-renews for another term. Lumipact displays the action deadline prominently on the contract and in the Renewals page, so you always know when you need to act — not just when the contract expires.

Important: Always set the Notice period (days) field on auto-renewing contracts. Without it, Lumipact can only track the renewal date itself — not your action deadline.

The Renewals page

The Renewals page shows all active contracts ordered by their next action deadline. Contracts where the action deadline has passed but the contract hasn't expired yet are shown in red — these may require immediate attention.

Use the look-ahead filter to see renewals in the next 30, 60, or 90 days. Filter by entity or department to focus on what matters to you.

Alert schedule

Lumipact sends renewal alert emails at configured intervals before the action deadline(not the renewal date). Each user sets their own alert windows in Settings → Profile. The available windows are:

90 days before action deadline
60 days before action deadline
30 days before action deadline
14 days before action deadline
7 days before action deadline
3 days before action deadline
1 day before action deadline

You can enable any combination. We recommend at minimum 30 days and 7 days so you have time to review and then a final reminder before the window closes.

Tip: Alerts are sent per user — each team member receives alerts for contracts within the entities they have access to. If you want a specific person to receive alerts for a contract, make sure they have entity access and have configured their alert preferences.

Acknowledging a renewal

When you've made a decision on a renewal (renewing, cancelling, or renegotiating), open the contract and click Acknowledge renewal. This marks the alert as handled and suppresses further reminders for that renewal cycle. You can add a note to record the outcome.

Calendar sync

Lumipact generates a personal calendar feed (ICS format) that you can subscribe to in Google Calendar, Outlook, Apple Calendar, or any calendar app that supports ICS feeds.

Go to Settings → Calendar sync to get your personal feed URL. The feed includes one event per contract per alert window — so a contract with 3 alert windows generates 3 calendar events. Events update automatically when you change contract dates.

Note: The calendar feed URL is personal and includes a private token. Do not share it. If you think it has been exposed, regenerate it from Settings → Calendar sync.

Next renewal date calculation

Lumipact calculates the Next renewal date automatically:

If the contract hasn't expired yet: Next renewal date = End date.
If the contract has already auto-renewed: Next renewal date = End date + Renewal period (months), repeated until the date is in the future.

You can override the next renewal date manually on the contract if the auto-calculation doesn't match your actual contract terms.

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