Manage plan lifecycle and renewals

plan

Overview

Plans move through a lifecycle in ClarityCalc: you draft them, activate them when they're ready, optionally duplicate them for similar clients, and handle renewals when a contract approaches its end date. You can also archive plans to keep your workspace clean. All major plan actions are accessible from the plan detail page.

When a plan is activated, ClarityCalc locks the client-facing price per seat. This means your client's rate stays fixed even as vendor costs or your catalog pricing changes over time. For a deeper look at how price locking works, see How price locking works.

Before you begin

• You must have Analyst or Owner role to perform lifecycle actions.
• Open the plan you want to manage.
• Most actions are in the three-dot menu on the plan detail page, though Activate may also appear as a button.

Steps

1. To activate a draft plan: Open the plan and select Activate, then confirm. The plan status changes from draft to active. At the moment of activation, ClarityCalc freezes the price per seat — this becomes the locked rate for the duration of the plan. A blue padlock icon appears on each line in the composition table to confirm the lock.
2. To duplicate a plan: Open the three-dot menu and select Duplicate. ClarityCalc creates a new draft copy with the same bundles, catalog items, and settings. Duplicated plans do not carry locked prices — they start fresh with live catalog pricing.
3. To create a renewal from an active plan: Open the three-dot menu and select Create renewal. The renewal inherits the active plan's locked pricing as a baseline, so you can see exactly what the client was paying. You can edit bundles, pricing, or dates before activating the renewal.
4. To update a renewal to current catalog pricing: Open the renewal plan and select Update to Current Catalog Pricing in the top action bar. This clears the inherited locked prices and shows what the plan would cost at today's catalog rates. This is useful for preparing renewal conversations — you can compare the old rate against current pricing before committing.
5. To assign an existing draft as a renewal: Open the draft plan's three-dot menu and select Assign as renewal. Choose which active plan it should renew, then confirm. This links the two plans.
6. To activate a renewal plan: Open the renewal and select Activate renewal. You'll be asked for:
   • Revision type — e.g., "Renewal", "Upsell", "Downgrade"
   • Rationale — why the plan changed
   • Whether to archive the original plan at the same time
   • Then select Activate Renewal. The renewal becomes active, a fresh price lock is applied at the new rates, and the original moves to archived (if you chose that).
7. To revise an active plan: Open the plan and select Start Revision. You can add or remove bundles and catalog items. Existing locked lines keep their locked prices — only newly added lines use live catalog pricing. When you're done, select Save Revision and provide a revision type and rationale.
8. To archive a plan: Open the three-dot menu and select Archive. Archived plans stay in your account but don't appear in the active plan list. If the plan has an associated renewal, you can archive both at once.

What to watch for

• Activation locks prices. Once a plan is activated, the price per seat is frozen. If vendor costs change afterward, your margins may shift, but the client-facing rate stays the same. ClarityCalc shows this margin drift in the composition table so you can track it.
• Only active plans can create renewals. You cannot run Create renewal on a draft or already-archived plan.
• Only draft plans can be assigned as renewals. An active plan cannot be assigned as a renewal to another active plan.
• Renewal activation requires both a revision type and rationale. These capture what changed and why, which is useful for your records.
• Archiving cannot be undone. Make sure you want to archive before confirming.
• Duplicating a plan creates a draft, not an active plan. Always review the copy and activate it manually.
• "Update to Current Catalog Pricing" only appears on renewal and draft plans that have locked prices. It won't show on plans that were never activated or on active plans.