Franchise Agreement Lifecycle Tracking lives at /app/hq/[orgId]/agreements, inside the HQ dashboard — it's a franchisor-level feature, not something an individual shop owner sees from their own shop dashboard. It picks up exactly where the Franchise Sales pipeline leaves off: once a franchise agreement is signed, this page is where HQ tracks its term length, renewal-notice deadline, current status, and its full amendment history for as long as the franchisee operates.
Logging an executed agreement
Click Log agreement and fill in the terms exactly as they appear in the signed document:
- Shop (optional) — which location the agreement covers. Leave it as "Multi-unit / unassigned" for an agreement that isn't tied to one specific shop record yet.
- Executed date and Term (years) — both required.
- Renewal option (years) and Renewal notice (days before expiration the franchisee must give notice) — both optional, for agreements that actually carry a renewal clause.
- Territory (optional) — free text, copied from the agreement.
- Document link (optional) — a link to where the signed document lives.
You don't enter an expiration date when logging a new agreement — it's calculated automatically as executed date plus term years. If you need it to be something other than that (a mid-term amendment to the term, a data-correction), you set it directly later through Edit.
Tracking status and renewal windows
The main Agreements list shows every agreement for the org, filterable by status (Active, Expired, Renewed, Terminated). Each row shows the shop (or "Multi-unit / unassigned"), a status badge, the term length, executed/expiration dates, and — when set — the renewal option length and how many days before expiration notice is due.
Three alert banners can appear above the list, all pulled from the same renewal check that runs across every Active agreement. Only the first one below is bounded to a 90-day lookahead — the other two have no time limit and stay up for as long as the underlying condition holds:
- Renewal notice(s) due within 90 days — the franchisee's window to give notice of intent to renew opens soon; they need to act by the deadline to keep the option alive.
- Renewal-notice deadline(s) past due — that window has already closed for one or more Active agreements.
- Agreement(s) past term end, not renewed or terminated — the agreement's own term has ended and it's still sitting as Active with no renewal or termination recorded. These get flipped to Expired automatically overnight if left untouched; this banner surfaces them immediately instead of making you wait for that.
An agreement with no renewal-notice deadline set (no renewal clause in that agreement) never shows up in the deadline-watch banners — it's still visible in the main list, just not flagged for a notice window that doesn't exist.
Renewing or terminating an agreement
Click Details on any agreement to open its detail view. For an Active agreement, you get two actions:
- Renew — opens a form for the renewal's own executed date, term, renewal option, and notice deadline, entered from the actual signed renewal. Confirming closes out the current agreement (its status becomes Renewed) and creates a new Active agreement for the renewal term, carrying the shop and territory forward automatically. The two records stay linked.
- Mark terminated — opens a form for the termination date and an optional reason. Confirming sets the agreement's status to Terminated.
Both actions only succeed if the agreement is still Active at the moment you confirm. If someone else already renewed or terminated the same agreement first, you get an error back instead of the action silently going through twice.
Editing details and the amendment log
Edit on the detail view lets you correct the agreement's own fields — shop, executed date, term, expiration date, renewal option, notice deadline, territory, document link. It does not change status; Active, Renewed, Terminated, and Expired only change through Renew, Mark terminated, or the automatic overnight expiration check.
Below that, Amendment history lists every amendment logged against the agreement (date, description, optional document link), sorted newest-to-oldest by amendment date. Log an amendment adds a new entry with a date and description. Each entry also has a delete control, meant for a genuine data-entry mistake (wrong agreement, typo) rather than routine editing — you're prompted to confirm before it goes through, since the log is meant to be an append-only record of what was actually entered.
Related
Things to know
- This is an HQ-level page — your org needs the HQ add-on active, and you need HQ dashboard access to reach it at all. Someone invited with a CRM-only role won't see this page even if they hold an admin title elsewhere.
- Viewing the list, an agreement's details, and the renewal-deadline watch only requires HQ dashboard access. Logging, editing, renewing, terminating, or touching the amendment log all require the Owner or Admin role.
- Status never changes through Edit. That's deliberate — it keeps a plain correction from accidentally flipping an agreement to Terminated, minting a Renewed status with no successor record, or resurrecting a Terminated agreement back to Active.
- Expiration date is set automatically (executed date + term) when you log an agreement. You only touch it directly through Edit if it needs to differ from that.
- Deleting an amendment can't be undone — once you confirm, the record itself is gone. There's an internal record kept of who deleted it and what it said, for accountability, but that isn't something you can look up anywhere in the product yourself. Correcting a mistake means deleting the wrong entry and logging a fresh one, not editing in place.
- An agreement whose term has lapsed while still marked Active doesn't flip to Expired the instant it lapses — an automatic overnight check does that. The "past term end" banner exists so you're not left guessing during that window.
Frequently asked questions
Q: Who can see the Agreements page?
A: It's an HQ-level page for franchisor admins — individual shop owners don't see it from their own shop dashboard. Your org needs the HQ add-on, and your own account needs HQ dashboard access; a CRM-only invite won't include it.
Q: Do I need to be an org admin to log or edit an agreement?
A: Yes, for anything that writes data. Logging a new agreement, editing one, renewing, terminating, or adding/deleting an amendment all require the Owner or Admin role. Anyone with HQ dashboard access can view the list and open agreement details without that role.
Q: What actually happens when I renew an agreement?
A: The current agreement's status changes to Renewed, and a new Active agreement is created for the renewal term — the shop and territory carry over automatically, but you enter the renewal's own executed date, term, renewal option, and notice deadline straight from the signed renewal.
Q: Can I change an agreement's status directly through Edit?
A: No. Edit only corrects the agreement's own fields — dates, term, territory, document link. Status changes only happen through Renew, Mark terminated, or the automatic overnight check that expires agreements whose term has passed.
Q: What's the difference between the "past due" and "past term end" alerts?
A: "Renewal-notice deadline past due" means the franchisee's window to give notice of intent to renew has closed, but the term itself hasn't ended yet — this alert has no time limit, so it stays up no matter how long ago the deadline passed. "Past term end, not renewed or terminated" means the term has already lapsed and the agreement is still Active with nothing recorded — those move to Expired automatically overnight if left as-is.
Q: Can I undo deleting an amendment?
A: No. You're prompted to confirm because it's meant only for genuine data-entry mistakes, and once you confirm, the amendment record itself can't be recovered from anywhere in the product. There's an internal record kept of who deleted it and what it said, for accountability, but it isn't something you can view yourself. If you delete the wrong entry, re-add it with the correct details.