Renewals¶

The Renewals page is your main dashboard for managing IP matters. It lists all active matters in a table with filtering, search, and quick actions for renewing, abandoning, and sending reminders.

Page overview¶

The Renewals page shows a data table of matters with key information at a glance:

The top bar includes:

Auto-send reminders – Toggle for automatic reminder sending (see Auto-send reminders below)
Add matter – Opens a form to create a new matter
Filter radios – All, Overdue, Reminders, Instructions (each with a count badge)
Search – Search by matter name, application number, client, applicant, or type
Column visibility – Show or hide columns

Filtering¶

Use the filter bar to focus on specific subsets of matters:

Filter	Shows
All	Every active matter
Overdue	Matters whose next renewal date has passed
Reminders	Matters with due reminders (email or SMS scheduled to send)
Instructions	Matters with pending renew or abandon instructions from the client

The badge next to each option shows how many matters match. Click a filter to update the table and update the URL so you can bookmark or share the view.

Column visibility¶

Click the columns icon (grid) next to the search box to show or hide table columns:

Uncheck a column to hide it. All columns are shown by default. Use this to simplify the view when you need fewer details.

Table columns¶

Column	Description
Ref.	Matter reference number (your internal ID). Click to open the matter.
No.	Application or registration number. Click to open the matter.
Name	Matter title (e.g. trademark or patent name). A warning icon appears if professional or official fees are not set for the reminder.
Type	Matter type (e.g. Trademark, Patent, Design).
Client	Client (owner) who receives renewal reminders.
Applicant	Applicant on the IP right.
Renewal	Next renewal date. Shown in red if overdue, or orange if due within the configured urgent period (default 7 days). The header may show badges for overdue count, due-soon count, abandon instructions, and renew instructions.
Due Reminders	Scheduled reminders due to send. Email and SMS icons appear when a reminder is due; — when none are due yet.

Click column headers to sort. The Renewal column can be sorted by date or by whether a due reminder exists.

Auto-send reminders¶

When Auto-send reminders is on, due reminders are sent automatically during work hours (weekdays from 9am in your organisation timezone).

When you turn it on, a confirmation dialog appears:

The toggle applies to your organisation. You can enable or disable auto-send per matter type in Settings → Preferences.

Add matter¶

Click + Add matter to create a new matter from the Renewals page:

All fields are required:

Application number – Official application or registration number
Title – Matter name (e.g. trademark or patent title)
Matter type – Search for an existing matter type or type a new name to create one
Reference date – Filing or issue date from which renewals are calculated
Renewed until – Date until which the matter is renewed (next renewal due date)
Client – Search for an existing contact or type a new name
Applicant – Applicant on the IP right (trademark/patent holder)

After saving, the matter appears in the table and on the matter show page.

Recording a renewal¶

When a client instructs you to renew, use the Renew button in the Renewal column.

The renew modal lets you choose the renewal year, set the date, add notes, and attach PDF receipts:

Year – Select the renewal period from the matter type's schedule (e.g. 5th year)
Date – Effective date of the renewal
Show notes & receipts – Expand to add notes and upload PDF receipts
Renew – Save without sending a confirmation email
Renew and confirm – Save and proceed to send a confirmation email to the client

Email confirmation¶

If you click Renew and confirm, a second step shows the confirmation email:

You can edit the subject, body, and attachments before clicking Send confirmation email. The body is pre-filled with matter details, fees, and the next renewal date. Recipients include the client and applicant by default.

Abandoning a matter¶

Use Abandon in the Renewal column when the client instructs you not to renew. The abandon modal lets you confirm the action and optionally send a do-not-renew confirmation email to the client:

Matter – Shows which matter you are abandoning
Send confirmation email to client – When on, a pre-filled email is sent to the client
Subject – Editable (default: e.g. "Recorded - no renewal for [matter name]")
Body – Editable template with matter name and application number

Click Confirm to mark the matter as Abandoned (and send the email if enabled), or Cancel to close without changes.

Clients can also confirm abandonment via the link in reminder emails without logging in.

Sending reminders¶

When a reminder is due (shown in the Due Reminders column), click the email or SMS icon to open the send reminder modal:

The email or SMS is pre-filled from the reminder template. The body must include both placeholders:

{{ renew_link }} – Link for the client to renew
{{ do_not_renew_link }} – Link for the client to abandon

If either is missing, you’ll see an error:

Fix the template in Matter types → Reminder schedule and try again. Review the reminder before sending and click Send when ready.

Search¶

Use the Search box to find matters by:

Matter name
Application number
Reference number
Client or applicant name
Matter type

Search applies to the current filter. Multiple words are matched as separate terms (all must match).

Matters – View and edit a matter in full
Matter types – Configure renewal schedules and reminder templates
Contacts – Manage clients and applicants
Reminders – How reminders work
Import – Bulk import matters from CSV
Settings → Preferences – Auto-send and urgent-day settings
Errors – Failed reminder deliveries