Skip to content
The Workflow Library
Get the full library

Grace period tracking after contract expiration before deactivation

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Company10 stepsUpdated for HubSpot seat pricing
OutcomeAn account whose contract end date has passed without a closed-won renewal enters a tracked grace period with a clear end date, instead of quietly staying active (or getting cut off) with no record of the decision.
Workflow maprenewal-expansion-036
Contract End Date passed, no resolution yet leads to Set Grace Period Status = Active. Set Grace Period Status = Active leads to Set Grace Period End Date = Contract End Date + 30 days. Set Grace Period End Date = Contract End Date + 30 days leads to Create task + notify owner. Create task + notify owner leads to Wait until Renewal deal Closed Won, cap = Grace Period End Date. Wait until Renewal deal Closed Won, cap = Grace Period End Date leads to Closed Won in time?. Closed Won in time? leads to Yes: Set Grace Period Status = Resolved - Renewed; No: Set Grace Period Status = Expired - Deactivated. Set Grace Period Status = Expired - Deactivated leads to Create deactivation task, notify manager. Yes No Contract End Date passed, no resolution yet Set Grace Period Status = Active Set Grace Period End Date = Contract End Date + 30 days Create task + notify owner Wait until Renewal deal Closed Won, cap = Grace Period End Date Closed Won in time? Set Grace Period Status = Resolved - Renewed Set Grace Period Status = Expired - Deactivated Create deactivation task, notify manager
Contract End Date passed, no resolution yet leads to Set Grace Period Status = Active. Set Grace Period Status = Active leads to Set Grace Period End Date = Contract End Date + 30 days. Set Grace Period End Date = Contract End Date + 30 days leads to Create task + notify owner. Create task + notify owner leads to Wait until Renewal deal Closed Won, cap = Grace Period End Date. Wait until Renewal deal Closed Won, cap = Grace Period End Date leads to Closed Won in time?. Closed Won in time? leads to Yes: Set Grace Period Status = Resolved - Renewed; No: Set Grace Period Status = Expired - Deactivated. Set Grace Period Status = Expired - Deactivated leads to Create deactivation task, notify manager. Yes No Contract End Date passed, no resolution yet Set Grace Period Status = Active Set Grace Period End Date = Contract End Date + 30 days Create task + notify owner Wait until Renewal deal Closed Won, cap = Grace Period End Date Closed Won in time? Set Grace Period Status = Resolved - Renewed Set Grace Period Status = Expired - Deactivated Create deactivation task, notify manager

When to use it, when not to

Use it

  • Use it for accounts where product or service access is not cut off the instant a contract expires, and the business allows a defined grace window to finish the renewal conversation.
  • Use it as the natural follow-on to renewal-expansion-001: once a renewal deal exists but has not closed by the contract end date, this fiche tracks what happens next.
Read more on when to use itShow less

Skip it

  • Do not use it for accounts on strict prepaid or auto-cutoff models where access ends automatically at the contract date; there is no grace period to track.
  • Do not use it as a substitute for renewal-expansion-018's Closed Lost automation; that one reacts to a confirmed non-renewal, this one reacts to an unresolved renewal that is running late.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 10 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 5

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

Unlock all 565 specs, 149 EUR

One-time, excl. VAT. 30-day refund. Installs in 3 portals. Founding price until 30 November.

Read the free Renewal and expansion spec

Not the workflow you needed?

More in Renewal and expansion

50 specs in this section

See all 50 This category, 39 EUR
FreeRenewal deal auto-creation from contract end dateCompany4 steps Renewal deal auto-move to Closed Lost on confirmed non-renewalDeal5 steps Renewal deal creation for multi-product bundle accountsCompany12 steps Renewal deal blocked from Closed Won without signed contract linkDeal4 steps

Read 12 complete specs before you pay.

One per category, same format as the paid ones. Email only, no card.

We email the link, then a short note when specs change. Nothing else.

149 EUR199

Full library, 565 specs
Get the full library