# The Renewal Radar Playbook > Stay ahead of customer renewals with automated tracking and meeting preparation. Managing customer renewals requires more than tracking contract dates. Your team needs to know which accounts require attention, what concerns remain unresolved, and what to discuss during upcoming customer conversations. Ballet’s ready-to-use Renewal Radar playbook brings that information together in one repeatable workflow. It maintains renewal records in a Ballet data table, sends a Monday email with accounts sorted by risk, and prepares a customer-specific brief before relevant meetings on your calendar. As the workflow runs, it retains renewal history so your team can build on previous reviews instead of starting from scratch each week. Teams: Customer Success, CS Ops ## The problem: Scattered renewal information makes it difficult to identify accounts that need attention. Customer Success teams manage multiple accounts, renewal deadlines, and ongoing customer relationships. But the information needed to assess renewal risk often lives across different tools. Contract dates may be tracked in spreadsheets, customer concerns documented in account notes, and follow-up conversations scheduled across individual calendars. Without a consistent way to bring this information together, teams face several challenges: - **Unclear priorities:** Upcoming renewal dates don’t always reveal which accounts need immediate attention. - **Time-consuming preparation:** Customer Success Managers spend valuable time gathering context before meetings. - **Missed changes:** New concerns or unresolved issues may not be reflected in the latest account assessment. - **Limited historical visibility:** Previous renewal reviews can be difficult to reference when information is scattered. The result is more time spent collecting information and less time addressing the issues that could affect customer retention. ## The play: Keep renewal tracking, risk prioritization, and meeting preparation connected. Start with Ballet’s prebuilt Renewal Radar playbook. The workflow maintains customer renewal information in a persistent data table and uses it to support two recurring activities: weekly renewal reviews and preparation for customer calls. Here’s what it helps your team do: - **Centralize renewal records:** Keep account details, renewal dates, and available risk information organized in Ballet. - **Prioritize at-risk accounts:** Receive a Monday email with renewals sorted by risk. - **Prepare for customer conversations:** Get relevant renewal context before scheduled customer calls. - **Maintain account history:** Preserve information from previous reviews as renewal records are updated. - **Reduce manual reporting:** Automate recurring renewal summaries and meeting preparation. Instead of managing these activities separately, your team has a consistent process for identifying priorities and preparing for customer conversations. ### Customize the template with this prompt Use the following instructions to tailor the existing Renewal Radar template to your customer accounts, risk criteria, and meeting schedule. ```text Use the Renewal Radar template to maintain customer renewal information, prioritize accounts by risk, and prepare for upcoming customer conversations. Renewal data table Maintain a persistent Ballet data table containing the available renewal information for each customer. Where available, include: - Account name - Customer Success Manager or account owner - Renewal date - Renewal value - Current renewal status - Risk level - Known customer concerns - Outstanding follow-up items - Recommended next action - Last review date Use the configured account information to maintain renewal records. Preserve existing records and relevant historical context when updating the table. Weekly renewal review Run the renewal review every Monday. Evaluate upcoming renewals using the information available in the data table and the risk criteria defined for the workflow. Consider: - Time remaining until renewal - Current renewal status - Known customer concerns - Outstanding follow-up items - Changes recorded since the previous review Prioritize accounts requiring attention. If information is insufficient to determine an account’s risk level, flag the missing context rather than assigning an unsupported assessment. Monday renewal email Send a weekly renewal summary organized by risk, with the highest-risk accounts first. For each relevant account, include: - Account name - Renewal date - Current risk level - Reason for the assessment - Important changes, when available - Recommended follow-up Highlight upcoming deadlines and issues requiring attention. Customer meeting preparation Review upcoming customer calls on the connected calendar. Match relevant meetings to customer records in the renewal data table. Before each matched call, prepare a concise brief containing: - Customer name and meeting details - Renewal date and current status - Known risks or concerns - Relevant account history - Outstanding follow-up items - Suggested discussion points Use the latest available renewal information. If a meeting cannot be confidently matched to an account, flag it for review rather than using information from another customer. Renewal history Retain relevant renewal information across recurring runs. When supported by the available data, record meaningful changes in renewal status, risk level, and follow-up priorities. Use previous records to provide context for future reviews and meeting briefs. Do not assume a customer’s status has changed without supporting information. Required outputs Maintain three outputs: 1. An updated Ballet renewal data table 2. A Monday email with renewals sorted by risk 3. A customer-specific brief before each relevant calendar call Keep all outputs concise, actionable, and grounded in the available account information. ``` ## How the workflow runs ### 01. Open the template and configure your renewal information Select the existing Renewal Radar playbook in Ballet. Configure your customer renewal records, risk criteria, and the calendar and email connections needed for the workflow. Ballet uses a persistent data table to maintain account information across recurring reviews, giving the workflow a consistent source for renewal tracking and meeting preparation. ### 02. Review upcoming renewals every Monday Each Monday, Ballet reviews the available renewal records and evaluates accounts against your configured risk criteria. The workflow considers factors such as upcoming renewal dates, current status, and documented customer concerns. For example, an account approaching renewal with an unresolved issue may require more immediate attention than one with a later renewal date and no known concerns. Accounts are organized by risk to help your team determine where to focus its efforts. ### 03. Receive a risk-ranked renewal email Following the weekly review, Ballet sends an email summarizing upcoming renewals. The highest-risk accounts appear first, making it easier to identify customers who may need additional follow-up. Depending on the available information, the digest can include renewal dates, risk context, important changes, and recommended next actions. Your team can use the summary to plan outreach and prioritize renewal-related activities for the week. ### 04. Get a brief before each relevant customer call Renewal Radar checks your connected calendar for upcoming customer meetings. When a meeting matches a renewal record, Ballet prepares a brief using the account’s current information and available history. For example, the brief might highlight an approaching renewal date, an outstanding customer concern, and follow-up items from a previous review. This gives Customer Success Managers the context they need to prepare for the conversation without manually compiling information beforehand. ### 05. Build renewal history over time Renewal Radar maintains account records across recurring workflow runs. As information is updated, the data table retains relevant historical context that can inform future reviews. For example, if an account’s recorded risk level changes from low to high, subsequent assessments can reference that change alongside the available supporting information. This helps your team understand how an account’s renewal outlook has evolved and maintain continuity between customer conversations. ## What your team gets - **For Customer Success Managers:** A prioritized view of upcoming renewals and relevant account context before customer calls, reducing time spent on manual preparation. - **For Customer Success Leadership:** A consistent weekly process for identifying renewal risks and accounts that may require additional attention. - **For Customer Operations:** Centralized renewal information and automated workflows that reduce manual reporting and improve operational consistency. - **For Account Management Teams:** Access to current renewal details and historical context to support more informed customer conversations. ## Customize the template for your renewal process. Every Customer Success team has its own approach to assessing renewal risk. With Renewal Radar, you can configure the information maintained in the Ballet data table, define the criteria used to prioritize accounts, and tailor the details included in weekly emails and meeting briefs. You can also adjust the workflow instructions to reflect how your team manages renewal deadlines, customer concerns, and follow-up priorities. Once configured, the playbook runs on its recurring schedule, helping your team stay informed and prepared as renewals approach. ## FAQs ### What is the Renewal Radar playbook? Renewal Radar is a ready-to-use Ballet playbook that maintains customer renewal records, sends a Monday email with accounts sorted by risk, and prepares briefs before relevant customer calls. ### How does Renewal Radar help Customer Success teams? It reduces manual renewal tracking and meeting preparation by organizing account information into recurring workflows. Teams can use the weekly digest to prioritize accounts and the meeting briefs to prepare for customer conversations. ### How often does Renewal Radar run? The renewal review runs every Monday. The playbook also prepares briefs before relevant customer meetings identified on the connected calendar. ### Where does Ballet store renewal information? The playbook maintains renewal records in a persistent Ballet data table, allowing account information to carry forward between workflow runs. ### How are accounts prioritized by renewal risk? Accounts are evaluated using available renewal information and configured risk criteria. These may include renewal timing, current status, known concerns, and outstanding follow-up items. ### What information is included in the Monday email? The email presents renewals sorted by risk. Depending on the available account data and configuration, it can include renewal dates, risk context, important changes, and recommended follow-up actions. ### How does Ballet prepare customer meeting briefs? Renewal Radar reviews upcoming meetings on your connected calendar, matches relevant customer calls to renewal records, and prepares a brief using the available account information. ### Does Renewal Radar remember previous renewal reviews? Yes. Renewal information is maintained in a persistent Ballet data table, allowing relevant account history to build over time as records are updated. ### Can I customize the risk criteria? Yes. You can tailor the criteria used to prioritize renewals based on the information your team tracks and the factors it considers important. ### Does Renewal Radar automatically contact customers? The core playbook focuses on internal renewal tracking, weekly email summaries, and customer meeting preparation. Automated customer outreach is not part of the described workflow. ### Who should use Renewal Radar? Renewal Radar is designed for Customer Success Managers, Customer Success Operations, Customer Success Leadership, and Account Management teams responsible for customer renewals.