This video shows how to spot and manage overlapping or duplicate contracts, for example during a long-term IT project.

1. Open a contract from the Contract Log and check its Details tab: description, department, and accurate start and end dates.
2. Use Linked Applications to show which systems or services the contract covers. This reveals where several contracts cover the same or similar tools.
3. Link related contracts to the same Vendor and Processing Operation Assessment (POA). You can then see which services share a compliance review.
4. In Summary of Activities, add Tasks for milestones such as system migrations, licence consolidation or decommissioning. Give each one an owner and a deadline.
5. Use the Notes field for phase-out plans, transition timelines or dependencies. For example: "Legacy system phase-out planned for Summer Term 2027".
6. Review contracts together in the Contract Log to spot overlapping service periods or duplicate coverage.
7. On the Contract Dashboard:
   • use cards such as *Contracts by Status* and *Upcoming Renewals* to find contracts to review before renewal;
   • filter by Vendor, Department or project.

This video shows how to record a multi-year contract with a one-off set-up fee kept separate from the recurring licence fee.

The example is a three-year contract worth £18,500 in total, including a £2,500 configuration fee.

1. In the Contract Log, click + New Contract.
2. Complete the Details tab: vendor, subject or department, start and end dates for the full term, renewal and termination information, and the contract owner.
3. In Step 2 – Finance, enter the total contract value (£18,500) in Cost. This is the full commitment, including the set-up fee.
4. Click Add Details and log the invoices separately:
   • Invoice 1: the one-off configuration fee (£2,500);
   • Invoice 2: the Year 1 licence cost (£5,000);
   • then add Year 2 and Year 3 as they are received.
5. Cost shows the total agreed value. Calculated Cost updates with each invoice, so you can see how much has been invoiced to date.
6. The Contract Dashboard updates automatically. Use the Cost Type filter to review committed spend or individual entries.
7. Upload invoices or purchase orders in the Attachments tab of each financial entry.

This video shows how to set up a contract that renews automatically, so your organisation never misses a renewal window and has time to review, renegotiate or terminate it.

1. In the Contract Log, click Edit on the contract to open the Details tab.
2. Check the contract has a Start Date and an End Date. Both are needed for renewal tracking and dashboard reporting.
3. In the Renewal Information section, set Auto Renewal to Yes.
4. Complete the renewal and termination fields:
   • Auto Renewal Date: the date the contract renews.
   • Auto Renewal Reminder: when you want a reminder before it renews.
   • Terminate By: the last date to give written notice to terminate.
   • Termination Reminder: when you want a reminder before the termination deadline.
5. Save the contract.
   • Tip: many organisations set reminders 90 days ahead, to allow time for internal review, budget checks and vendor discussions.
6. Upcoming renewal alerts appear in the Notifications Panel (the bell icon). You can also receive email reminders.
7. The Contract Log shows the renewal and termination details, so you can monitor deadlines across all your contracts.
8. On the Contract Dashboard:
   • use the Date Range Picker (Today, Last 7 Days, Last 30 Days, This Month, Last Month, Custom Range or No Date Selection) with the date type filter;
   • filter by Priority Status, for example to review Essential or Highly Desirable contracts with upcoming renewals.

This video shows how to record a contract that is still waiting for internal approval. You can track the proposed spend early without triggering compliance or renewal workflows.

1. In the Contract Log, click + New Contract.
2. Complete the Details tab: vendor, subject, department, proposed start and end dates, and the requester and approver.
3. In Step 2 – Finance, enter an estimated value in Cost, then tick Reference Only under Add Details. The contract is then:
   • visible for planning;
   • excluded from financial reporting, compliance workflows and alerts until it is approved.
4. You can update the figures at any time while budget or procurement reviews continue.
5. Attach supporting documents, such as a draft agreement, quote or approval form, in Attachments.
6. The contract appears in the Contract Log alongside active agreements, so leadership can see proposed spend without it affecting live budgets.
7. On the Contract Dashboard, use the Cost Type filter to see Reference Only contracts on their own or together with committed spend.
8. When the contract is approved, go back to the Finance tab, untick Reference Only and save. The contract is then included in active reporting, renewal reminders and dashboard metrics.