When a fixed-term agreement ends and nobody signs a renewal, your team must chase the member, extend the memberships by hand, or let the billing stop. A rolling contract prevents this work. The contract stays active after its end date. The recurring memberships in the contract continue to bill until you terminate the contract or renew it.

You configure rolling behavior on the contract type. Every contract of that type then inherits the same defaults, and you can override the defaults on each contract.

Rolling behavior is a setting on the contract type. The contract types that you want to roll must exist before you start.

When a contract expires without renewal or termination, the recurring memberships in the contract end on the same date. A rolling contract is different. After the contract end date, the contract moves to the Rolling stage. The memberships in that contract stay active, and billing continues.

A rolling contract does not stop automatically. It continues to bill until an admin terminates it or renews it. A contract that nobody reviews and updates can bill for years.

Members do not see the rolling stage. Flex does not include the rolling stage in contract templates, and Flex does not send any email about it to members. If your members must know that their agreement can continue after its end date, add this information to your terms and conditions.

No contract can roll until you turn on the rolling stage on its contract type. Each contract of that type then inherits the settings that you make here.

Your contract price percentage increase is always applied to a base price. The option you choose for the Price in rolling period setting decides which base price Flex uses. The 2 options give different results for the same member.

The second option needs more explanation because the copy on the contract can differ from the price in your plan settings today. Read more below.

When you create a contract, Flex copies the current list price of each plan and each resource onto the contract. This copy is a snapshot. From that moment on, the contract uses the snapshot and does not read your plan settings again.

When the contract reaches its rolling stage with 'List price' selected, Flex applies your percentage increase to the snapshot.

For example, you create a contract when the resource list price is $90. One month later, a colleague changes that resource price to $120. The contract uses 'List price' with a 2% increase. When the contract rolls, the price is $91.80 because the contract snapshot holds $90.

The snapshot of the plan price is not permanent. If a person opens the contract and saves it after the plan price changed, the contract can take the new price into its snapshot.

A change to a plan price does not automatically update the snapshot. A person must edit the contract and save it after the plan price changed. If nobody opens the contract, the original snapshot stays.

Your percentage increase applies to recurring plans only. One-off plans never get the increase.

Flex does not copy the Price in rolling period option onto the contract when you create the contract. Flex reads the option from the contract type on day 1 of the notice period, when the contract moves to the Not renewed stage. At that moment, Flex creates the pending memberships and writes a price on each one. Therefore, the start of the notice period decides the result for each contract.

A contract that already reached the Not renewed stage keeps its prices. Flex created the rolling memberships of that contract on day 1 of the notice period. At that moment, Flex calculated the price of each new membership. Flex then saved that price on the membership. The price is now a fixed number on the membership. If you change the contract type after that day, Flex does not recalculate these prices. The price also stays the same when the contract later moves to Rolling.

A contract that has not reached the Not renewed stage yet uses the option active on the day it gets there. For example, you signed a contract 6 months ago, and its notice period starts next month. That contract uses the option that is active next month, not the one that was active 6 months ago.

To apply a new price option to new contracts only, create a new contract type and use it for your new contracts. Keep the old contract type as it is. If you edit the old contract type, your change applies to every contract of that type that has not reached the Not renewed stage yet.

Your contract type is now ready. To make one contract roll, select the Allow this contract to roll checkbox when you create the contract. Create a contract →

When you select this checkbox, Flex displays the Price increase in rolling stage field. That field is the only rolling setting that you can change on an individual contract.

If you clear the Rolling checkbox, the contract and its memberships end on the contract's end date.

After you sign the contract, Flex displays the label Rolling under the contract duration in the Period column. The contract then moves through 3 stages without any action from you.

Once a rolling contract is signed, the label Rolling is displayed under its duration in the Period column.

Here's how the contract moves through stages:

The next example shows these 3 stages on real dates. A 1-year contract starts on January 1, 2022, and ends on December 31, 2022. It has a 3-month notice period and 2 office memberships.

Flex emails the admin who created the contract when the contract moves to Not renewed. Flex sends a second email when the contract moves to Rolling. Flex sends no email to the member.

A rolling contract continues to bill until you stop it. You can stop it in 2 ways: terminate the contract or renew it. The date of your action decides what happens to the rolling memberships.

You can terminate a rolling contract at any time. The result depends on the termination date that you enter.

If your termination date is before the start of the rolling stage, Flex applies these rules to the new memberships:

The result is simpler after the rolling stage starts. If your termination date is inside the rolling stage, Flex sets an end date on each billed membership. This end date matches your termination date.

You can renew a rolling contract at any time. Flex applies the same rules as a termination, with 2 differences.

Why is the rolling price different from the current price of my plan?

The rolling price uses the list price Flex copied onto the contract when you created it. Flex stores this copy as a snapshot and uses it from that moment. Therefore, a later change to the price on the plan or the resource does not reach a contract that you already signed. One exception applies: if someone opens that contract and saves it after the plan price changes, the contract can take the new price into its snapshot.

Does the increase apply to the default list price, as the email says?

The increase applies to the default list price only when the contract type uses 'List price'. Flex sends the same email text for both 'Existing price' and 'List price'. The default option is 'Existing price', and that option starts from the price that the member paid before, including any discount.

If I change a contract type from 'Existing price' to 'List price', does this change the contracts that I signed before?

This change affects every contract of that type that did not reach the Not renewed stage yet. Flex reads the price option from the contract type on day 1 of the notice period. A contract that you signed 6 months ago therefore uses the option that is active when its notice period starts. A contract that already passed that day keeps the prices on its memberships.

Can the snapshot price on a contract change?

The snapshot price can change if a person opens the contract and saves it after the plan price changed. A change to the plan price alone does not change the snapshot. If nobody opens the contract, the original snapshot price stays.

Do members see that their contract is rolling?

Members see no information about the rolling stage. Flex does not include the rolling stage in contract templates, and Flex does not email members about it. Add this information to your terms and conditions if your members must know about it.

Do the rolling memberships have an end date?

Flex creates the rolling memberships with no end date. They continue to bill until you terminate the contract or renew it. Flex sets the end date at that moment.