The self-renewal feature offers renewal options directly to members in the Member Portal. This feature offers configuration options that allow your organization to control contract terms, price increases, and discounts for spaces and amenities.

The Visibility Timing allows your organization to control when the prompt for the self-renewal appears in the Member Portal. Visibility timing is determined by the products and services on the contract and the number of days before the contract expiration date.

If multiple visibility timings apply, Kube uses the longest timing. Kube does not show the prompt again if subsequent visibility timings apply.

This article explains how to add, edit, and delete visibility timings, and how visibility timings are applied.

NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.

Adding a visibility timing

Select your Personal Profile in the top menu and select System Settings from the drop-down menu. The Operator Profile screen appears.
Select Self-Renewal in the side menu. The Configuration menu appears.
Select the Visibility Timing tab.
To add a new visibility timing for Products & Services, click Add. A new row appears.
Make your selections. See the end of this section for a screen reference.
Click the save button.

CAUTION: If you configure multiple Space Types, use the same capacity ranges for each. Visibility timing may not work as expected if capacity ranges differ between space types.

Adding a visibility timing screen reference

Products & Services	Select an option from the list. For amenities, select Amenities. The Space Capacity field does not apply. For all spaces, select All Spaces. Then enter the upper limit of the capacity range. For a specific space type, select the space type from the list. Once a space type is selected, it is removed from the list.
Space Capacity	Enter the upper limit of the capacity range as a whole number. After the first capacity range is saved, to add additional ranges, locate the space type in the grid and click the add button. For capacities above the highest defined range, select Any.
Visibility (Days)	Enter the number of days before the contract expiration date that the self-renewal option appears in the Member Portal.

Editing a visibility timing

Select your Personal Profile in the top menu and select System Settings from the drop-down menu. The Operator Profile screen appears.
Select Self-Renewal in the side menu. The Configuration menu appears.
Select the Visibility Timing tab.
Locate the timing in the grid and click the edit button.
Make your changes and click the save button.

TIP: Click the cancel button to revert any changes.

Deleting a visibility timing

Select your Personal Profile in the top menu and select System Settings from the drop-down menu. The Operator Profile screen appears.
Select Self-Renewal in the side menu. The Configuration menu appears.
Select the Visibility Timing tab.
Locate the timing in the grid and click the delete button.
A confirmation prompt appears. Click OK.

How the visibility timing applies to contracts

First, Kube evaluates the contract's space capacity and identifies any matching capacity ranges.
NOTE: Total capacity is calculated by adding the capacity of all spaces on the contract. For example, if a contract includes three Meeting Rooms with capacities of 2, 3, and 5, the total contract capacity is 10. In amenity-only contracts, capacity is calculated as 0.
Next, Kube checks for matching Products & Services on the contract.
Next, Kube evaluates all matching visibility timings and selects the longest visibility timing. For example, if the longest visibility is 45 days, Kube checks for contracts expiring in the next 45 days.
Once the contract appears, Kube shows the available options based on the Available Terms and the pricing based on the configuration. For more information, see Managing available terms and Self-Renewal configurations.

Visibility timing example

Current Date
- January 15th
Contract Details
- Expiration Date = January 30th
- Products & Services = Team Office 101 (Capacity 5)
Because Team Office 101 has a capacity of 5, it falls within the 1–15 capacity range. Kube matches the contract to the 15-day visibility timing. Since the contract expires on January 30 and the current date is January 15, the contract becomes visible for self-renewal.

TIP: Kube displays new term options based on the Available Terms set. For more information, see Managing available terms.

Self-renewal visibility timings