# Check in with every member well before their renewal date > Each member's renewal date becomes an owned Task that comes up 30 to 60 days ahead, with a second try for anyone who doesn't reply. Markdown view of https://www.tabflows.com/university/playbooks/membership-renewal-tracker — the HTML page is canonical. [](https://www.tabflows.com/university/playbooks) 1. [Playbooks](https://www.tabflows.com/university/playbooks) 2. [Membership & Billing](https://www.tabflows.com/university/playbooks#membership-and-billing) Each member's renewal date becomes an owned Task that comes up 30 to 60 days ahead, with a second try for anyone who doesn't reply. - Hint Core - Saves about 1 hr per month (est.) Last checked Oct 27, 2026 against Tabflows v3.10.63 ## The situation Members rarely leave because they are unhappy. They leave because of silence. A renewal date passes with no outreach, a member who meant to continue never gets prompted, and by the time anyone notices, they have assumed the relationship ended. A failed payment at least shows up in the billing platform. An annual agreement fails silently: it reaches its end date, and unless someone is watching for that date in advance, the first sign of trouble is a member who quietly stopped coming in. ## Steps 1. **Give each member's renewal its own Task** Start with one Task for every current annual member, then add one each time a member signs or renews. Confirm Patient and write the renewal date in Description. Members join at different times of year, so every date is tracked on its own. With the member open in Hint Core, Sidekick can show their membership dates. 2. **Bring it up 30 to 60 days ahead** Set Due on 30 to 60 days before the renewal date, so the Task reaches My Tasks with time for a relaxed conversation. Assign every renewal to the one person who owns the renewal calendar, and add a clinic Tag such as Renewals, which an Admin creates once in Task Settings, so a filter shows what is coming up. 3. **Make the outreach a real check-in** Ask how things are going, listen for concerns before they become a reason to leave, and remind the member what the membership gives them. Record what you heard in a comment. 4. **Try again when there is no reply** Add a comment, set a new Due on, and use a different channel, such as a call instead of a message. Do not let the date pass with no second attempt. 5. **Give lapsed members their own win-back Task** If the date passes, close the renewal Task with a comment and create a separate Task for a win-back conversation. A member who has already lapsed needs a different conversation, not another version of the renewal notice that did not land. ## The outcome Every member's renewal date is watched on its own, outreach starts a month or two ahead, and no member who meant to stay lapses because nobody reached out. Renewal becomes a genuine relationship touchpoint instead of a source of quiet, avoidable churn. **Important ⚠️:** This is for annual agreements or other defined terms. Evergreen monthly memberships have no renewal date, so a lapse there shows up as a billing decline. ## Ask Sidekick Sidekick is the AI assistant inside Tabflows. Hey Tabflows, show me this member's membership start and end dates and next charge date from Hint, and create a renewal check-in task for them, assigned to me and due 30 days before the renewal date I confirm. ## In the Product Library - [How to create a follow-up reminder task](https://www.tabflows.com/university/library/tasks/how-to-create-a-follow-up-reminder-task) - [Using Hint Core with Tabflows](https://www.tabflows.com/university/library/integrations/using-hint-core-with-tabflows) - [Organize Tasks with clinic tags](https://www.tabflows.com/university/library/tasks/organize-tasks-with-clinic-tags) - [Collaborate on tasks with comments and mentions](https://www.tabflows.com/university/library/tasks/collaborate-on-tasks-with-comments-and-mentions) ## In a course - [Membership Operations](https://www.tabflows.com/university/courses/membership-operations) [Read the full guide](https://www.tabflows.com/blog/membership-renewal-tracking-dpc) [Open it in the Automation catalog](https://www.tabflows.com/university/automations?automation=membership-renewal-tracker) ## Related markdown Section index: [Playbooks](https://www.tabflows.com/university/playbooks.md) Alongside this page: - [Advance directive tracking](https://www.tabflows.com/university/playbooks/advance-directive-tracking.md) - [After hours answering service](https://www.tabflows.com/university/playbooks/after-hours-answering-service.md) - [After hours message triage](https://www.tabflows.com/university/playbooks/after-hours-message-triage.md) - [Billing decline follow up](https://www.tabflows.com/university/playbooks/billing-decline-follow-up.md) - [Call follow up loop](https://www.tabflows.com/university/playbooks/call-follow-up-loop.md) - [Chronic care check ins](https://www.tabflows.com/university/playbooks/chronic-care-check-ins.md) - [Clia and compliance renewals](https://www.tabflows.com/university/playbooks/clia-and-compliance-renewals.md) - [Dea and license renewals](https://www.tabflows.com/university/playbooks/dea-and-license-renewals.md) Start here: - [Tabflows](https://www.tabflows.com/index.md) - [Tabflows pricing](https://www.tabflows.com/pricing.md) - [Tabflows FAQ](https://www.tabflows.com/faqs.md) - [About Tabflows](https://www.tabflows.com/about.md) - [Contact Tabflows](https://www.tabflows.com/contact.md) - [DPC workflow software](https://www.tabflows.com/dpc-workflow-software.md) - [Directory](https://www.tabflows.com/directory.md) - [Workflows](https://www.tabflows.com/workflows.md) - [DPC finder](https://www.tabflows.com/dpc-finder.md) Every page listed in sitemap.xml has a markdown twin at the same URL with `.md` appended, or by sending `Accept: text/markdown` to the canonical URL. Wider index: [llms.txt](https://www.tabflows.com/llms.txt), [llms-full.txt](https://www.tabflows.com/llms-full.txt), [sitemap.md](https://www.tabflows.com/sitemap.md), [sitemap.xml](https://www.tabflows.com/sitemap.xml). Support documentation: https://www.tabflows.com/university/library — append `.md` to any article URL for its raw markdown.