Respond to a Project Renewal Request

In this article

• What is the assignment renewal process?
• Responding to a renewal request
  • From the renewal page
  • From a Request for Proposal (RFP)
• Use case: Fixing the rate after sending your proposal

What is the assignment renewal process?

When your client wants to extend the current purchase order (PO) for an active assignment, they can send a renewal request via the platform. This allows you and your client to continue the assignment without creating a new one.

How to respond to a renewal request

When your client submits a renewal request, you receive:

• An email notification
• A platform notification

You can respond either by clicking the link in the email or notification, or by following the steps below on the platform.

From the renewal page

1. Review the project information
You can view the main details of the renewed project, including:

• The project name and dates
• The client
• The unit of work type
• The price summary

2. Choose your payment method
Depending on the client’s configuration, you will need to select a payment method.

3. Sign the specific terms (if required)
If the specific terms have changed since the previous contract, or if new terms are required for the renewal, you will be asked to review and sign them before you can continue.

4. Review your legal documents
This step may be informational only for some providers. In other cases, you may be required to upload updated documents.

5. After you confirm your actions, the operations teams or the client will finalize the start of your assignment.

From a Request for Proposal (RFP)

1. Go to the Requests for Proposals (RFP) tab, then click Extensions to display renewal requests.
2. In Received requests, identify the proposal with the status Pending your approval.
3. Open the actions menu on the right and click View proposal.
4. On the proposal page, you will see:
   • The proposed start date
   • The duration of the new PO
   • The rate (pre-filled with the current PO rate)

If you accept the renewal

1. If the proposed dates and rate are correct, click Accept renewal in the top-right corner.
2. You can adjust the start date or rate before clicking Accept renewal, only if you and your client have agreed on these changes beforehand.
3. After acceptance:
   • Your proposal is sent to the client with the status Interesting
   • The client then selects and validates your proposal
   • Once validated, a new PO is created
   • You receive a notification by email and on the platform
   • You can track the assignment details in the My assignments tab once finalized

If you do not accept the renewal

1. Open the actions menu in the top-right corner of the proposal page and click Decline renewal.
2. In the window that appears:
   • Select a reason for declining from the list
   • Add a comment if needed
   • Click Confirm to validate

Use case: Fixing the rate after sending your proposal

If you accept an extension request and then realize the rate is incorrect, neither you nor your client can change it directly. Follow the steps below to update the rate.

If the negotiation module is enabled

1. From the proposal, open the proposal module and go to the Negotiation tab.
2. Review the elements proposed by the provider, then decline the proposal submitted by the client.
3. Make a counter-proposal and click Send to start the negotiation.

If the negotiation module is not enabled

1. Your client must first mark your proposal as Not interesting.
2. In the window that appears, they select Other as the reason for declining, and add a comment indicating, as agreed, that the rate must be updated to amount X.
3. You are notified of the decision. Click the notification or the link in the email you received to be redirected to the proposal form, then update the rate and resend your corrected proposal.
4. Your client is notified of the new proposal and can select and validate it with the updated rate.