New renewal intake with a logged record and review meeting

Each renewal submission creates one controlled register row, one internal review meeting, and one factual handoff receipt without changing the subscription.

Starter: When a form response comes in (your renewal intake Google Form)

1. Log the renewalSheetsUse Sheets 'Add a row' to record the vendor, renewal date, notice deadline, owner, estimated cost, and decision status from the Form response.
2. Schedule the internal reviewCalendarUse Calendar 'Set up a meeting' to create a review event on the submitted review date, with the named internal owner as a guest and the Sheet row/link in the description.
3. Confirm the handoffGmailUse Gmail 'Send an email' to confirm that the renewal was logged and the internal review meeting was scheduled. Keep the message factual; it is not a renewal decision.

• Vendor/service — From the renewal intake Form. (e.g. Adobe CC)
• Renewal date — The contract renewal date. (e.g. 2026-11-01)
• Notice deadline — The last date for a cancellation/non-renewal decision. (e.g. 2026-10-01)
• Review owner/date — Internal owner and chosen meeting date. (e.g. it-owner@example.com / 2026-09-15)

Paste this draft into Google Workspace Studio's Describe it with AI box, then review and adjust the flow it builds. This is Google's Gemini feature — CertPilot does not run any AI.

• An eligible Google Workspace edition with Workspace Studio and Gemini enabled by your admin.
• Access to Sheets, Calendar, and Gmail (subject to your admin's Studio step controls).
• A renewal intake Google Form and a Renewals Sheet with renewal/notice dates and an internal owner.

Security notes

• Renewal cost and contract timing can be commercially sensitive — restrict the Form, Sheet, event guests, and email recipients.
• Do not attach contracts or payment details to the automated message; link to an approved controlled record if needed.
• Subject to your admin's Studio controls and DLP policy.

What it does not do

• Does NOT discover subscriptions, read billing systems, cancel/renew a service, approve spend, or make a payment.
• The Calendar step creates a review meeting; it is not a guaranteed deadline reminder or decision record.
• Dates and owners are only as accurate as the submitted Form data.

• Workspace Studio test runs take real actions — this test really writes a row, creates a Calendar event, and sends an email.
• Submit a fictional renewal using your own address and a test calendar date.
• Confirm the Sheet values, event time zone/guests, and receipt wording, then delete the test event and row.

Primary source

Last verified 26 August 2026

Related recipes

• Renewal reminder from a renewals Sheet
• Vendor intake register with owner notification and requester receipt
• Vendor security-review reminder from a maintained review register

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