Renewing a committed term

A committed term, of 12, 24 or 36 months, renews for the same length when it ends unless you choose otherwise before its last day. You can choose a different length or a monthly subscription with no term, and you are told the price of every option well before the renewal.

You do not choose the seats. A renewed term's committed seats are the user mailboxes Footer365 counts in your Microsoft 365 organisation on the day it renews: fewer than before if you have fewer mailboxes, more if you have more. They are the least you are billed for during the new term; mailboxes you add during it are billed on top only for the months you have them. Shared, room and equipment mailboxes are not counted. See Shared mailboxes and seats.

The renewal notice

Sixty days before your term ends, Footer365 emails your account owner and your accounts contact a renewal notice. It shows:

• the day the term ends and the day it renews;
• what you pay a month if you do nothing;
• the price of each option, per user per month and for a month on the user mailboxes last counted: a 12, 24 or 36-month term, or monthly with no term;
• the version of each agreement that will govern the new term: those in force on the day it renews.

From the same time, a banner across the top of the customer portal says when your term renews, with Agree to renew, Choose a different term and, for a Super Admin, Cancel at the end of the term. It goes away once a choice is saved.

While your term runs, its price never changes: if Footer365's prices change part-way through, the new price can reach you only when the term renews. See "When Footer365's prices change" in Invoices and VAT.

The prices in the notice are the prices the renewal charges. They come from the price book that will be in force on your renewal date. The renewed price applies from your first invoice on or after the renewal date.

If nothing has been chosen, a reminder with the same prices follows 30, 14 and 7 days before the term ends. Once a choice is saved, the reminders stop and a confirmation is emailed instead.

If Footer365's prices change before your renewal

What happens depends on whether you have saved a choice for the renewal, and on when the new prices take effect.

• You have saved a choice. Saving a choice, including Agree to renew, accepts the price shown for it, and that price is held. If Footer365's prices rise before your renewal, or a price agreed for your organisation rises, for example because a charity, education and public sector discount ends, your renewal still costs what you accepted, and the rise waits for the end of the renewed term. If they fall, and the lower price takes effect on or before your renewal date, the lower price applies to the option you chose, and you are emailed to tell you. A choice saved before the renewal notice is held in the same way, at the price shown when you saved it.
• You have not saved a choice. If new prices take effect on or before your renewal date, your renewal is priced at them. As soon as the change is published you are emailed a revised renewal offer with the new price of every option, which supersedes the earlier offer, and any reminders that follow repeat the revised prices. If the change is later withdrawn before it takes effect, you are emailed again with the prices restored.
• The new prices take effect after your renewal date. Your renewal is not affected, and no revised offer is sent. The new prices can reach you only at the renewal after that.

You are also emailed Footer365's general notice of the price change, as every customer it affects is. See "When Footer365's prices change" in Invoices and VAT.

If no notice could be sent, for example because no account contact was set, your term still renews, at the price you were already paying.

The agreements for the new term

A renewed term is a new commitment, governed by the versions of the agreements in force on the day it starts. Billing > Renewal lists them under The agreements for the new term, each with a link to its text and its PDF. They are the Customer Agreement, the Data Processing Terms and the Acceptable Use Policy, and the Cancellation and Refund Policy where Footer365 bills you.

Renewing accepts them for your organisation:

• You agree in the portal. Tick the box and select Agree to renew, or tick it and save a different choice. Either is recorded as your organisation's acceptance, with your name, Microsoft account, address and browser, and a copy with each document as a PDF is emailed to you and your account contacts.
• Nothing is chosen. The term renews as it is, and on the day it renews your organisation is recorded as having accepted the versions then in force. The same confirmation is emailed.
• You cancel. Cancelling to the end of the term is not an acceptance: the subscription ends with the term.

If a version changes between your agreement and the renewal, the change is notified in the usual way, and the version in force when the term starts is what your renewal is recorded as accepting. See Your agreements.

If Footer365 agreed to keep your organisation on an earlier version of an agreement until its committed term ended, after an objection, that ends when the term renews: the new term is governed by the versions then in force.

Choose what happens

1. Go to Billing > Renewal (open it).
2. To renew as you are, tick the box under The agreements for the new term and select Agree to renew.
3. To renew differently, select Choose a different term, or scroll to Choose what happens at renewal, and select an option. The one marked If nothing chosen is the same length as your current term.
4. Tick the box agreeing to the agreements, if it is shown, and select Save my choice.

Committed seats at the top of the page is the number your current term committed to. The prices under Choose what happens at renewal are for the user mailboxes last counted, and the renewed term's committed seats are counted again on the day it renews. To renew on fewer, remove or convert the mailboxes you no longer need before then; shared, room and equipment mailboxes are not counted.

You can change your choice as often as you like until the last day of your term. Once the agreements are accepted for the renewal, the box is not shown again.

The page shows Prices quoted with the date of your renewal offer once the notice has gone out, or once you have saved a choice, or the date of the latest revised offer if prices have changed since. Before then it shows Not yet quoted: the prices are those of the price book scheduled for your renewal date, and the notice confirms them.

To stop at the end of the term instead of renewing, cancel your subscription; see Cancel your subscription.

Who can choose

A Super Admin, or anyone with permission to manage billing, can save a choice and agree to renew. Anyone who can view billing sees the page, the prices and the agreements, but cannot change them. Someone working in your portal on your behalf, such as your reseller or Footer365 support, cannot choose for you.

If the page says No committed term to renew, your subscription is monthly or still in its trial, and there is no renewal to choose.

If you buy through a reseller

The page says Arranged through your reseller. Your reseller sets your price, and is told about your renewal 60 days ahead. Tell them what you would like before your term ends, and they record it for you. Footer365 does not email you about the renewal. The page still lists The agreements for the new term: unless your reseller records a cancellation, your organisation is recorded as accepting them on the day the term renews. You have already been told of each of them as it was published. If Footer365's prices change before your renewal, it is your reseller who is told, by the same rules as above.

Related articles

• Cancel your subscription
• Invoices and VAT
• Working with a reseller