Help & User Guide

1. What is RenewTrack?

RenewTrack is a renewal reminder system for patents and trademarks. It calculates renewal schedules based on jurisdiction rules, creates reminder entries, and helps your team avoid missing critical renewal dates.

2. Getting Started

2.1 Sign up and sign in

1. Go to the RenewTrack website.
2. Click “Get Started” or “Sign Up” in the header.
3. Create an account using email (or supported social login).
4. Verify your email address if required.

2.2 First login

After your first login, RenewTrack creates a personal workspace so you can immediately start adding assets. To collaborate with a team, you will create a company workspace (see below).

3. Company Workspace

3.1 Plans

• Free: up to 1 asset, 1 member (you), no invitations.
• Basic: up to 5 assets, $49/year.
• Growth: up to 20 assets, $99/year.
• Enterprise: up to 50 assets, $199/year.

Paid plans can have up to 3 members (1 PRIMARY + up to 2 BACKUP members) and support team invitations.

3.2 Create a company

1. After login, go to the Onboarding page if you don’t have a company yet.
2. Enter your company name.
3. The company starts on the Free plan with only your email.
4. Later, upgrade to a paid plan on the Subscription page when needed.

4. Adding Assets

4.1 Supported regions

RenewTrack currently supports renewal schedules for:

• United States (US)
• European Union (EU) – application, granted, Unitary Patent
• United Kingdom (UK)
• Germany (DE)
• France (FR)
• Switzerland (CH)
• New Zealand (NZ)
• Italy (IT)

4.2 Add a new asset

1. Go to Dashboard → Assets and click “Add New Asset”.
2. Select the Region.
3. Fill in required fields:
   • Registration Number (e.g. US20210012345, EP1234567).
   • Registration Date:
     • US: grant date.
     • Other regions: application date.
   • Asset Name (optional, internal label).
4. For EU assets, choose the patent status:
   • Application Phase: use application date, no country breakdown yet.
   • Granted Phase: add one or more countries and (optionally) local numbers.
   • Unitary Patent: renewal based on the grant date with no country list.
5. Click “Create Asset”.

Once created, RenewTrack automatically calculates all renewal dates, creates reminder entries (90 / 30 / 7 / 1 days before due), and assigns a risk level.

5. Viewing & Managing Assets

5.1 Asset list

On the Assets page you can see cards with:

• Asset name, registration number, region.
• Next due date and risk level (LOW / MEDIUM / HIGH / CRITICAL).
• Filters for Active / Archived / All.

5.2 Editing and archiving

• Click an asset card to open details, then click “Edit” to change fields.
• Changing region or registration date will recalculate renewal dates and reminders.
• To stop tracking an asset, use “Archive” and confirm with the asset name. It will be moved out of the active list.

6. Marking Renewals

1. Open the asset details page.
2. Click “Mark as Renewed”.
3. Optionally fill in:
   • Receipt number.
   • Notes.
4. For EU multi-country assets, select the specific jurisdiction you renewed before saving.

RenewTrack will create a renewal record, compute the next due date, and generate a new set of reminders for that asset (or specific country).

7. Subscription Management

Go to the Subscription page to see:

• Your current plan (Free / Basic / Growth / Enterprise).
• Used vs allowed asset count.
• A comparison grid with all four plans in a single row.

If you reach the asset limit for your plan, follow the upgrade flow on this page. Payments are processed via your configured provider (CREEM by default, optionally Stripe).

8. Team Collaboration

Free plan companies are single-user only. Paid plans allow up to 3 members:

• PRIMARY: can invite/remove members, edit company settings, manage all assets.
• BACKUP: can view and manage assets, but cannot invite members or edit company settings.

Use the Company page to invite members, view the member list, and remove users if necessary.

9. Email Reminders

For each upcoming due date, RenewTrack creates reminder entries at:

• 90 days before due date
• 30 days before due date
• 7 days before due date
• 1 day before due date

An external automation system (such as n8n) reads these entries and sends emails to the configured recipients.

10. FAQ & Support

• Why can’t I add more assets? You reached your plan limit. Upgrade on the Subscription page.
• Can I edit due dates directly? No. Due dates are derived from registration dates and jurisdiction rules. Edit the registration date if needed.
• Why am I not receiving emails? Check your spam folder, verify your email address, and confirm that your subscription and assets are active.

11. Legal Disclaimer

• RenewTrack does not file or pay any official renewal fees.
• RenewTrack does not connect to official IP office systems.
• All renewal dates are for convenience only; always confirm with official sources.
• You are fully responsible for timely renewals and any consequences of late or missed payments.