How to request a renewal for my subscription(s)

This article explains how to generate a renewal request in SpinetiX HUB for a subscription that is approaching its expiration date, or has expired. As part of the renewal, you can extend the subscription term and - if needed - adjust your subscription's player capacity for the next term.

If you have access to the Subscriptions section in Assets, you can review your subscriptions and generate a renewal request in PDF form.

Accessing the Renewal Request Wizard

1. Navigate to the Subscriptions section in Assets. (Learn how to get access: read more).
   
    
2. Choose the subscription you would like to renew.
    
   If you have previously selected the same expiration date for both subscriptions, you can request renewal for both of them by clicking the Request Renewal button at the top. 
   
    
   If you wish to renew only one of the subscriptions, click the Request Renewal button in the respective subscription section.
   
    
3. Click Request Renewal.
    

In the Renewal Request Wizard

1. Specify Subscription Capacity
    
   The first step is to define the player capacity for the next subscription term.
    
   You can:

   • Increase capacity
   • Keep the current capacity
   • Reduce capacity

   
    
   
    
   Capacity Reduction Rules
    
   Player capacity can only be reduced by the number of unused licenses in your current subscription.
    
   Example:
    
   If your current subscription is for capacity of 12 players and 8 players are currently registered, you may reduce the capacity to 8 players, but not below that number.
    
   This ensures that all currently registered players remain covered by the subscription.
    

2. Select the Next Expiration Date
    
   After setting the capacity, you will choose the expiration date for the renewed subscription.
   
    
   If This Is Your Only Subscription
    
   The renewal term must be between:

   • 12 months minimum
   • 5 years maximum

   Subscription expiration dates always fall on the 1st day of a month.
    
   By default, the system calculates the expiration date starting from the 1st day of the next month plus 12 months.
    
   Did You Know?
    
   If you already have another active subscription in your account—whether it is an ARYA Subscription or a Feature Set Subscription—you can align expiration dates across subscriptions to simplify future renewals.
    
   When this option is available, you will be able to choose between:

   • Align to an existing subscription expiration date
   • Select a custom expiration date

   Aligning subscriptions helps consolidate renewals and can reduce administrative overhead.
    

   Note: When aligning with an existing subscription, the initial renewal term may be slightly shorter or longer than the standard 12-month period in order to match the selected expiration date.

   
    

3. Review and Generate the Request
    
   Before generating the request, you will see a summary comparing:

   • Your current subscription
   • The requested renewal configuration

   Review the information carefully and click Generate Request.
   
    
   The system will create a PDF document containing the renewal details.
   
    

4. Send the Generated PDF to Your Reseller
    
   You may generate multiple renewal requests and decide which version to share with your reseller.

   Generating a request does not commit you to a particular renewal configuration. You only proceed with the renewal once you send the PDF to your reseller and accept the quote you receive in return. 

   Once the request has been generated, you can:

   • Download the PDF immediately
   • Close the dialog and access it later through Generated Requests
   • Download the document as many times as needed
   • Send the PDF to your reseller for processing
5.  Once the quote has been accepted, the reseller handles the remaining steps and submits the corresponding order to SpinetiX. SpinetiX then processes the renewal in your account. 
    

Tips and Notes