Start with the services the delivered store actually uses, then connect each one to its account record, renewal terms and named owner. Domain, hosting and software entitlements deserve separate entries when they are separately contracted. Record what the vendor says expiration affects: continued service, updates, support or another entitlement. A working site and an installed plugin do not establish who will renew them. Assign an account owner, a person responsible for payment and a follow-up date for each documented dependency; leave unverified dates and consequences unresolved.
For: A research-only merchant taking responsibility for a delivered store and its recurring domain, hosting and software arrangements.
WooCommerce's system status report can help identify the installation you inherited. It lists site addresses, WordPress and WooCommerce versions, active plugins, the theme, template overrides and the assigned checkout page. Keep the date of that report with your inventory so a later software change is not mistaken for the delivered configuration.
That report is a snapshot of the store, not a renewal calendar. Match its relevant software names to purchase records and service accounts. Separately inspect the actual domain registration, hosting arrangement and any other contracted service that your handoff identifies. A software name without a purchase record is a question to resolve; it is not evidence of an annual bill.
Keep the dependency precise enough to locate again: the domain, hosting service or extension name and the store function it supports. Where one contract covers several items, reference that contract on each affected entry so they are not accidentally treated as separate payments.
Separate renewal, billing and loss of entitlement
Copy dates with their original labels. An invoice date, a date through which service is paid, an automatic-renewal date and a cancellation-notice deadline can answer different questions. Enter only the dates the actual account or contract states. If the records disagree, retain both references and ask the vendor to identify the applicable one.
Next, record what expiration changes under that service's terms. Do not assume every software entitlement immediately stops installed functionality, and do not assume existing functionality will continue. The useful distinction is whether the vendor documents loss of service, updates, support or some other right, and whether the affected store function depends on that right.
An automatic-renewal setting is evidence of a setting. Keep its observation date, the billing owner and the person who will confirm the renewal result. Do not mark the next period paid simply because automatic renewal is enabled. Keep payment details inside the authorized billing account, outside this register.
Give each open action a person who can finish it
The account owner must be someone authorized to open the relevant account and obtain its notices. Payment responsibility belongs to the person or business that has agreed to pay. Those roles may be held by different parties. A developer maintaining the site is not automatically responsible for either role.
When an agency supplies a shared software entitlement, record the written coverage for your store and who maintains it. Ask what happens when that arrangement ends. Do not enter the agency's renewal date as a merchant obligation unless the agreement establishes that relationship.
Choose a follow-up date against the actual notice, billing or expiration information available. Label a date chosen by your team as an internal reminder, rather than a vendor deadline. If no expiration date is documented, assign a date to obtain it. The immediate task is then fact-finding, not a payment based on a guess.
Use the register to decide what needs attention
Read each dependency across four questions: is its current coverage evidenced, is the next relevant date known, is the impact of non-renewal documented, and has an authorized owner accepted the next action? A missing owner needs an ownership handoff. A missing date needs the account record. A missing impact statement needs the vendor's terms. An approaching documented deadline needs a decision by the responsible person.
Keep the renewal receipt or new coverage record after the action is completed, and update the follow-up date from that evidence. A note that someone intends to renew is still an open action. This register does not itself create reminders, automatic monitoring or a maintenance agreement.
For a scoped Prism checkout consultation, describe the public website, the research-only products and which store function depends on the unresolved renewal. Prism defines pages, questions, responsibilities, fees and terms before work; the merchant chooses the updates. Any ongoing renewal administration or monitoring needs an explicit scope. The contact request leads to email follow-up and does not purchase coverage.
Operating renewal register
Complete one copy for each actual dependency. Enter references and responsible names in the final column, not passwords or payment details. A dependency is ready for routine follow-up only when its dates, coverage, impact and owner are supported; otherwise record the exact missing item and who will obtain it.
Worksheet entries are not submitted by Prism’s worksheet and are not saved by the site. Use record types, availability, anonymized observations, or match/mismatch results. Do not enter government identifiers, customer names or addresses, customer messages, receipt-access links, card or bank details, passwords, or keys. Send sensitive documents only through the provider’s verified secure channel.
Operating renewal register. The last column is for temporary notes.
Register field
Evidence to use
Decision it enables
Your dependency record
Dependency and store function
Evidence to useDelivered inventory, dated system status report and the service or product name in the account.
Decision it enablesIdentify the exact domain, hosting service or software entitlement whose continuation matters.
Actual renewal evidence
Evidence to useCurrent contract, subscription record, renewal notice or invoice; keep its date and private file reference.
Decision it enablesDistinguish the next renewal from the invoice date, paid-through date and any notice deadline.
Expiration consequence
Evidence to useThe vendor's terms for this specific service or entitlement.
Decision it enablesRecord what can stop or become unavailable. Mark the consequence unknown if the terms do not answer it.
Account owner
Evidence to useThe authorized account contact and the business's record of who receives service notices.
Decision it enablesName who can inspect coverage and resolve an account question; a site login alone does not answer this.
Payment responsibility
Evidence to useThe merchant or agency agreement and the billing account's ownership record.
Decision it enablesName who has agreed to pay and who can confirm payment, without copying card or bank details.
Follow-up date and action
Evidence to useThe documented deadline plus the team's chosen reminder and assigned person.
Decision it enablesState whether the next action is obtaining evidence, deciding renewal or confirming that it completed.
Renewal outcome
Evidence to useReceipt or account record showing the renewed coverage and next relevant date.
Decision it enablesClose the action only against actual evidence, then record the next follow-up.
These are temporary notes. Leaving or reloading this page may clear them. Worksheet entries are not sent automatically. If you copy notes into the consultation message and submit the form, Prism receives them as part of your request.
Limits
Renewal dates and the consequences of expiration come from each actual vendor and contract. No universal interruption time or grace period is stated.
This worksheet creates no automatic monitoring, renewal coverage or maintenance obligation for Prism or the original implementer.
Keep passwords, API secrets, full bank details and payment-card data out of the register and public consultation form.
WooCommerce system status report — checked 2026-09-21. The report lists site addresses, WordPress and WooCommerce versions, active plugins, theme information, template overrides and assigned cart and checkout pages. These installation details do not establish renewal ownership or contract dates.
Prism: How it works — checked 2026-09-21. Consultation scope defines the pages, questions and follow-up before work. The merchant chooses updates; no response time is stated.
Prism solutions — checked 2026-09-21. Public support covers storefront review, card-processing preparation and help with a provider's website questions. Scope, fees and terms are discussed before work; the provider decides eligibility and account terms.
Prism contact — checked 2026-09-21. The form asks for the website, products and question, excluding card details, passwords and customer records. Follow-up is by email. A request does not book an appointment, purchase a service or submit a processing application.