Set up a negotiated agreement

What this achieves

Some customers buy on negotiated terms rather than off a standard plan. A managed subscription replaces the plan with an agreed employee cap, credit allowance, and fixed term, set by hand and tracked to its end date.

Required role: Humavera platform staff.

Before you start

Have the agreed figures and both term dates to hand. Assigning this replaces whatever subscription the workspace is on, so it is not something to try out on a live customer to see what it looks like.

Steps

Go to Platform → Tenants and open the workspace.
Open the Subscription tab and find Enterprise Ext (managed).
Select Assign Enterprise Ext.
Enter the Employee cap and the AI credits agreed.
Enter the Term start and the Term end.
Select Assign Enterprise Ext to confirm.

Managing the term afterwards

Once assigned, the section shows the agreed figures and the term, with the agreement marked Active or Expired.

Option	Description
Renew	Extends the term by moving the Term end. Nothing else changes.
Modify	Changes the Employee cap, the AI credits, or the Term end.
Terminate	Ends the agreement, either Terminate immediately (lock now) or Terminate on a date. A note can be recorded with it.

Example: HC Corp agrees a twelve-month term. Nine months in they add headcount, so Modify raises the employee cap and leaves the end date where it was. At renewal, Renew moves the end date out.

Terminating immediately locks the workspace

Terminate immediately (lock now) does what it says. The agreement ends and the workspace is locked at that moment, so its people cannot sign in. Terminate on a date sets the end for a future date instead, which is the option that gives a customer time.

Choose the dated option unless there is a reason not to. Terminating on the day of a conversation, rather than at the end of the agreed term, is a decision with an immediate effect on someone’s working day.

Every change is recorded

The section keeps a Lifecycle audit of the agreement: each assignment, renewal, modification, and termination, with who did it, when, and any note recorded at the time. Write the note. It is what makes the trail readable a year later, when the reason for a hand-set cap is no longer obvious to anyone.

Terms nearing their end are flagged

A managed agreement that has expired, or that ends within a fortnight, is flagged on the workspace list so it shows up without opening each record. Treat that flag as a worklist: an expired term is a customer whose entitlements no longer match anything that was agreed.

What happens next

The workspace runs on the agreed figures rather than a published plan’s. On their own subscription page, the customer sees that their subscription is managed and that plan and seat changes are not self-serve for them — their route to a change is the person who agreed the terms.