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Tracking Team Renewal Dates for Contracts and Occupancy Forecasting

The Renewal Dates feature helps you easily manage when each customer's membership or lease is set to renew or expire. Track when dedicated spaces/offices are set to become available and which contracts are expiring soon

Written by Vanessa Pierrard

What Is the Renewal Date?

Each team record now includes a Renewal Date field. This date marks when that team’s agreement or membership renews. It’s a helpful way to track upcoming renewals and maintain accurate occupancy planning.

Admins can view or update this date directly from a team’s profile.

NOTE: Renewal Dates do not impact billing or billing schedules on a team. This is an internal date used to help track contracts/renewals.

The Problem

While Coworks already allows you to bill members on specific intervals (like monthly, weekly, or yearly), your customer contracts may not always align with billing cycles.


For example, a team may sign a 6-month or 1-year lease but still be billed monthly. Managers need a clear way to monitor these contract lengths and proactively reach out when renewal dates are coming up. This is epecially important for dedicated spaces like offices/desks where it's important to know which resources will be available so that you can pre-sell

The Solution

We’ve added a Renewal Date feature that lets managers set a date when a team’s contract is scheduled to renew.
This date acts as a reminder and tracking tool, separate from billing. You’ll also see helpful status badges that change automatically based on how close the renewal is.

  • 🟢 Active — Renewal date is more than 60 days away

  • 🟡 Expiring Soon — Renewal is within 60 days

  • 🔴 Expired — Renewal date has passed

Where Renewal Dates Appear

👥Teams Page and Directory

Each team's renewal date is visible on their team record and in the directory list for easy sort/filter by renewal dates

🖥️ Dashboard Widget

You’ll find a Renewal Dates Widget in your dashboard, highlighting upcoming renewals at a glance.
This helps you stay proactive — reaching out to teams ahead of their renewal deadlines.

🏢 Occupancy Page

Renewal information is displayed right alongside suites and offices, helping you visualize occupancy based on upcoming renewals.

This lets you see which offices are renewing soon, which may become available, and plan accordingly.

📊 Reports

Renewal dates are now available in your reports, allowing you to export or filter teams based on renewal timing.

Setting and Viewing Renewal Dates

In the New Team Flow

When creating a new team:

  1. Enter the renewal date in the Renewal Date field.

  2. Use the calendar picker to quickly choose options like Next Month or Next Quarter.

On the Team Overview Page

You can view or edit a team’s renewal date anytime:

  • The Renewal Date appears in the Team Overview section.

  • Managers can update the date using the same calendar picker.

In the Teams List

Each team card now includes a Renewal Date label (if set).
You can:

  • Sort teams by renewal date.

  • Filter teams to see only those with renewals within a certain range.

Viewing Renewal Dates in Occupancy

You’ll now see renewal information directly within the Occupancy tab:

  • Each suite card displays the team’s Renewal Date (if available).

  • Sort or filter by renewal date — the default view shows upcoming renewals first.

  • The Occupancy Detail section also includes a dedicated renewal field.

Dashboard Stats

The dashboard now includes an Upcoming Renewals widget:

  • Lists teams with approaching renewal dates (sorted soonest first).

  • Shows each team’s status badge (Expired, Expiring Soon, or Active).

  • Excludes teams without a renewal date set.

Reporting and API Updates

  • Reports: Renewal dates are now included in both Team and Occupancy reports.

  • Open API: Renewal dates can also be accessed through the team and occupancy endpoints, making it easy to integrate this data into your own systems.

Open API Support

If you’re using the Coworks Open API, you can now access renewal data programmatically for integrations and automations:

  • In the Teams endpoint → renewal_date

  • In the Occupancy endpoint → team_renewal_date

Example:

{   "team_name": "Beaver Co",   "renewal_date": "2026-02-02T22:58:00Z" }

This makes it easy to sync renewal tracking with your CRM, billing, or reporting systems.

Here is an example:

Why It’s Useful

  • Stay ahead of contract/occupancy renewals and proactively manage relationships

  • Forecast future occupancy based on renewals

  • Enable custom alerts or reports using the API

Best Practices

  • Update renewal dates whenever a team signs or extends their agreement

  • Review the dashboard widget weekly for upcoming renewals

  • Use the occupancy view to see which offices are renewing soon

Happy Coworking!

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