Subscriptions

A subscription record starts with the application name and a person who owns the relationship. Add the licensed seats, monthly cost and renewal date as the terms become known. The Service Manager can then open the same record when an access request arrives or a renewal approaches. The owner is a person in the service directory, so the decision has a place to land.

For example, when a collaboration application is due for renewal, the Service Manager reviews its seat count beside the people currently allocated to it. A recent activity date helps frame the conversation with the owner. A revoked date shows that an allocation ended. The record gives the owner a way to check the commitment before changing the next term.

• Application. Keep one named subscription record for the application and its commercial terms.
• Owner. Link the accountable person so renewal questions have a recipient.
• Allocation. Link each usage record back to the subscription when a person receives access.

Agree who may maintain the subscription terms and who reviews them before a renewal. Confirm the source of the seat count and monthly cost, then choose a consistent date for updates. If the purchasing system owns the contract or invoice, connect that process explicitly and keep this record focused on operational review.

The Service Manager should also agree when an allocation is considered current. An assigned date and revoked date make that decision visible. The last active date answers a different question: whether the person used the application recently. Treat those dates separately when discussing access and cost.

Choose an application with a named owner and an upcoming renewal. Record its seat count, monthly cost and renewal date. Add a usage record for one active person and another whose access was revoked. Ask the owner to compare those allocations with the subscription terms. If an access change is needed, follow the service request rather than editing the subscription to imply a person has been granted or removed.

When the Service Manager hands the review to the owner, the application name and renewal date should be enough to find the right record. Confirm the owner can distinguish a current allocation from a revoked one and can identify the person to follow up with. The subscription stays the common reference for the cost discussion and the usage review.

• Subscription renewals — Applications due for review with their owner, seat count, cost and renewal date.
• Subscriptions by owner — The applications assigned to the person handling the decision.

See subscription review and service request handling.