Workplace software renews quietly. The contract rolls over, the invoice arrives, and nobody checks whether the tool still fits the office. This checklist walks through the dates, price, data and adoption questions to settle while you still have leverage.
What is in the checklist
1Dates to find first
- The renewal date, from the order form or subscription page
- The notice deadline, from the termination or renewal clause
- How long the contract rolls for if you miss the notice deadline
- Any cap on price increases at renewal
- Other dates that change your needs: an office move, a lease event or a new attendance policy
2Price questions for your vendor
- What will we pay at renewal, in writing, for the setup we run today
- What the price is based on: users, active users, desks, spaces, sites or modules
- Which features are add-ons, and the cost of each
- What the price becomes if we add a building, a car park or visitor sign-in
- Whether kiosks, panels and printers are included, and who replaces them
3Data and exit questions
- Can we export users, desks, rooms and booking history as CSV or Excel
- Who owns the floor plans, and in what format can we take them
- How long our data is kept after we leave, and how deletion is confirmed
- Where our data and backups are hosted
4Adoption and support evidence to bring
- Share of bookings checked in over the last quarter
- Busiest-day desk and room use compared with what you pay for
- Features you pay for and have not switched on
- Support tickets raised this year and how quickly they were closed
- Whether your named contact changes at renewal
5If you decide to compare
- Ask every vendor to quote the same desks, rooms, sites, visitors and parking
- Get each quote in writing
- Ask how long moving users, desks and floor plans would take, and what IT has to do
- Book demos at least 60 days before the notice deadline to leave time for a security review
Frequently asked questions
When should I start reviewing a workplace software renewal?
At least 60 days before the notice deadline, which is set in the contract's renewal clause. That leaves time to review usage, get a written quote and run an IT review if you decide to compare.
What is a notice deadline?
It is the last date you can tell the vendor you will not renew. Many contracts renew automatically for a full term if notice is not given by then, so it matters more than the renewal date.
What should I be able to export when leaving a desk booking system?
Users, desks, rooms, sites and booking history in CSV or Excel. Ask about floor plans separately, because they may be stored in a format only the current vendor can read.
Which pricing model is best for desk booking software?
It depends on where your office is heading. Per-space pricing grows as you add desks, rooms or parking bays. Per-user pricing grows with headcount even if attendance falls. Per-module pricing grows when you add visitors or parking later. Choose the basis you can predict.
Is it worth switching at renewal?
Only if the evidence says so. If check-in rates are low, features go unused or the renewal price has risen with no change in value, compare. If people use the tool and the price is stable, renegotiate and stay.
HybridHero
Compare with one written quote
If the checklist points to a comparison, HybridHero quotes the whole office in writing on a 30-minute call.
- Desks, meeting rooms, visitors and parking on the Team, Professional and Enterprise plans
- Pricing confirmed in writing, not counted per space
- Users and desks imported from CSV
- A structured 30-day switch for eligible Enterprise customers
See the Switch ProgrammeSee it working on your own sites
HybridHero runs desks, meeting rooms, visitors, contractors and parking on one platform, with 24/7 real human support.
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