Use this guide to move from a blank workspace to a weekly renewal operations routine with real clients, tracked assets, reminders, and client-ready reports.
1. Confirm the workspace baseline
Open the workspace dashboard and confirm the account email, workspace name, and billing plan. This gives every renewal record a clear operational home before client data is added.
If the workspace was created by a teammate, check that the owner understands who will review due-soon renewals each week.
- Open Workspace settings and confirm the workspace name.
- Open Billing settings and review the current plan limits.
- Open Account settings and confirm the login email is correct.
2. Add clients before assets
Create a client record for every website account you manage. Client records keep renewal ownership, reminder history, and reports grouped in a way that is easy to review later.
Start with active clients first. Add archived or historical clients only when you need a complete audit trail.
- Open Clients and create the client record.
- Add the best operational contact for renewal approvals.
- Use notes for support context that is safe to store, not passwords or secret keys.
3. Track the assets that can interrupt service
Add domains, SSL certificates, hosting accounts, plugin licenses, app subscriptions, maintenance renewals, and other recurring website assets. Prioritize records that can cause downtime, payment escalations, or client trust issues.
Every asset should have a renewal date, provider, owner, payment responsibility, and access status. Those fields make the dashboard useful for weekly review.
- Create the asset under the correct client.
- Record provider, renewal date, ownership, payment owner, and access state.
- Add a conservative reminder date when payment or approval is required.
4. Review reminders and payment responsibility
Renewals become risky when ownership, payment, or access is unclear. Before relying on reminders, check that each due-soon asset states whether the client, agency, or provider is responsible for payment.
Use reminder history to keep the team aligned on what was sent, when it was sent, and what the client approved.
- Open Assets and filter for due-soon records.
- Review ownership, access, and payment status.
- Send or draft the client reminder when approval or payment is needed.
5. Run a weekly renewal review
Pick one recurring review slot and work from the dashboard: due soon, blocked by payment, blocked by access, and recently completed. A short weekly rhythm catches most renewal risk before it becomes urgent.
For agencies, the best review owner is usually the operations lead or the person responsible for maintenance reporting.
- Review assets due in the next 30 days.
- Run checks where live status matters, especially SSL records.
- Create a report for clients with open approvals or completed renewal work.
Keep the first pass focused. A complete workspace is useful, but a reliable weekly review of the highest-risk assets creates value fastest.