This article explains how to manage the full renewal lifecycle for contract and temp placements in Vincere, including creating renewals, tracking renewals from different views, handling extensions and terminations, and converting temp placements to permanent roles.
⚠ Important: You can only renew an application if the current application is active, and renewals are available for contract and temp types only. You can also renew a terminated application if needed.
📌 Note: Always align the effective start date of the renewal contract with the renewal placement’s start date, and ensure that placement dates do not overlap between the original and renewed records.
Manage Renewals for Contracts and Placements
Use the Renewals chevron and related dashboards to keep contracts and subscriptions active without interruption.
Key Renewal Fields
Use these key fields to understand and manage each renewal record:
Start Date: The date when the contract or placement begins.
End Date: The date when the contract or placement ends.
Renewal Status: The current status of the renewal. Common values include: Finished, Terminated, Withdrawn, Temp to PERM, Cancelled, Pending, Active, and Starting.
Renewal Count: The number of renewals that have been created for the placement.
Approval Status: The current status of the approval process for the renewal.
Approver: The person responsible for approving the renewal.
📌 Note: Align the effective start date of the renewal contract with the start of the new placement period, and ensure the previous placement’s end date is before the renewal start date to avoid mismatches and processing issues.
Renew a Contract or Placement
Follow these steps to create a renewal for a contract or temp placement.
Go to the Application pipeline, then click the Placed chevron.
Find the candidate whose contract or placement you want to renew, then check that the application is active and the type is contract or temp.
Tick the checkbox next to the candidate’s name, then click Renew Contract.
Enter the new Start Date and End Date for the renewal, making sure that the effective start date of the new contract matches the renewal placement’s start date.
Check that the previous placement’s End Date is earlier than the renewal Start Date so that the periods do not overlap.
Update any other details on the renewal page as required.
Click Save to create the renewal.
When you are ready to activate the renewal, click Move to Renewed if available.
📌 Note: The application start and end dates for renewals must not overlap. Ensure that all mandatory fields are completed before you save, and that the end date of the previous placement is before the start date of the new placement.
When you finish setting up a renewal and move it to Renewed, the status changes from Pending to Starting if the start date has already been reached.
🤓 Tip: You can configure renewals to follow the same approval process as placements so that all renewals are reviewed consistently.
You can set renewals to go through the same approval process as placements and Learn how to set this up here.
Track Renewals
You can track renewals either from the Renewals chevron table view or from the Temps & Contractors dashboard in Intelligence.
Option 1: Use the Renewals Table View
Go to the Renewals chevron to open the renewals table view.
Filter or select Starting / Active Worker to focus on active or starting renewals.
Add the following columns to your view: Start Date, End Date, Renewal Count, and Renewal Created Date.
Use these columns to monitor the status, timing, and volume of your renewals.
📌 Note: In the Renewal stage, the Start Date represents the latest renewal date. If you want to see the original start date, add the Renewal Count column, then click the oldest renewal entry to view the first renewal’s start date.
You can view, filter, and sort renewals using the Renewal Created Date column to gain better visibility and control:
Identify aging renewals that may need immediate attention.
Prioritise renewals based on when they were created.
Analyse renewal trends and volume over time to support placement management decisions.
Option 2: Use the Temps & Contractors Dashboard in Intelligence
Go to Intelligence, and click Temps & Contractors.
Use the available filters and table options to view and track renewal activity for your temp and contract workforce.
Terminate a Renewal
Use termination when you need to cancel or stop a renewal.
Go to the Renewals chevron.
Add the Renewal Status column to your table view if it is not already visible.
In the Renewal Count column, click the number for the relevant placement, then select the most recent renewal.
Click Actions, then select Terminate Contract.
Enter the reason for termination in the relevant field.
Adjust the Start Date and End Date for the termination:
To terminate immediately, set the dates to a past date (for example, yesterday).
To terminate on a future date, set the dates to the required termination date.
Confirm the termination. The renewal status changes to Terminated.
📌 Note: After you confirm, the contract moves to the terminated section, and you can undo the termination later if needed. However, you cannot cancel a renewal that has already been completed.
If this article includes an embedded training video, you can use it for additional visual guidance on the termination process.
Extend a Renewal Placement
If the renewal placement’s end date has already passed and the placement is still in Pending status, you can extend the placement instead of creating a new renewal.
Go to the Renewals chevron.
Add the Renewal Status column to your table view if it is not already visible.
In the Renewal Count column, click the number for the relevant placement, then select the most recent renewal.
Click Actions, then select Move to Renewed.
Update the End Date of the placement to a future date to extend the renewal period.
Save your changes and check that the updated dates are reflected correctly in the system.
📌 Note: When you move a renewal to Renewed, if the start date has been reached the status changes from Pending to Starting.
Convert a Temp Placement to Permanent
You can convert a temp contract to a permanent placement directly from the renewals tab.
From the Renewals tab, open the contract you want to convert to permanent.
Click Actions, then select Convert to PERM.
Confirm the conversion. The renewal status updates to Temp to PERM in the Renewals tab of the applications table.
Use the Approval Process for Renewals
You can set renewals to follow the same approval process as placements so that each renewal is reviewed and approved before it becomes active.
When creating or editing a renewal, ensure that the renewal is included in your configured approval workflow, similar to standard placements.
Follow your usual placement approval process so that renewals move through the same stages and approvers.
For more information about configuring approvals, refer to your help article on the approval process for placements and renewals.
💡 Best Practices
Ensure the effective start date of each renewal matches the start of the new placement period to keep placement records consistent.
Always check that the end date of the previous placement is before the start date of the renewal to avoid overlapping placements.
Use the Renewal Created Date and Renewal Count columns to monitor aging renewals and prioritise follow-up actions.
Review renewal details, including approval status and approver, before moving a renewal to Renewed to reduce errors and rework.
Use the Temps & Contractors dashboard in Intelligence regularly to monitor renewal trends and workload across your temp and contract workers.
🤔 FAQs
Q1: What if I have invoices or tranches that are already paid?
Answer: Invoices (or tranches) are linked to the retained job rather than the placement itself, so they remain associated with the job.
Q2: How does terminating or cancelling a renewal affect these invoices?
Answer: Terminating or cancelling a renewal does not change the status of paid invoice tranches; the invoices remain as they are, and you do not need to take any additional action on their status.