2026 change
From the 1 April 2026 membership cycle onwards, organisations will be required to renew society memberships annually.
This updated approach ensures accurate billing details and pre-confirmed seat numbers in advance of the renewal date, reducing unnecessary corrective administration caused by automatic renewals.
Renewal process overview
The standard renewal process for all billing cycles will be as follows:
Renewals must be actively confirmed during the 30-day window prior to the renewal date (1 April).
Organisation Admins will complete the renewal on behalf of their organisation through a short, easy-to-follow process, confirming the number of seats required and billing details. This applies to all societies simultaneously, but can be done separately if required.
Organisation Admins will receive multiple in-app and email reminders throughout the renewal window.
If no action is taken, access to societies will end on 1 April 2026.
For card payments, payment will be taken on 1 April.
For bank transfers, invoices will be issued on 1 April. If you would like to pay by bank transfer but do not currently have this option, please contact our support team to arrange this.
Step-by-step guidance for organisational admins
You can watch the full video walkthrough here. Otherwise, below is a step-by-step guide.
To renew society membership, Organisation Admins will need to:
STEP 1 - Navigate to the society billing page.
Click on your name
Select organisation settings
Navigate to the Billing page
STEP 2 - Select the society(s) you wish to renew.
Societies can be renewed individually by clicking the individual renew buttons on the society cards, or collectively by clicking the large renew button in the orange banner.
STEP 3 - Confirm the number of seats required for the next cycle.
For each society, Admins can:
Increase the count if they need more seats for the upcoming year; OR
Decrease the count if they need fewer seats; OR
Keep the same number of seats as their current allocation
Note: If you select fewer seats than are currently assigned in the expiring cycle, you will need to either:
Increase the number of seats so that the new cycle matches the number currently assigned; or
Select which users’ seats should expire at the end of the current cycle.
STEP 4 - Review and confirm billing/invoice details, and confirm card payment details.
That's all! You are now renewed.
Important notes:
Only Organisation Admins can complete this process on behalf of their organisation.
If the renewal is not completed by the deadline, access will automatically end.
Admins will have an opportunity to edit their renewals up until 31st March.
Seats that are added to an existing billing cycle after a renewal is confirmed will automatically be added as additional seats to the renewal. Admins will have the ability to edit the renewal if needed to adjust accordingly.
Frequently Asked Questions
Why are we moving to an opt-in renewal model?
Previously, automatic renewals led to increased administrative workload due to invoice details and seat counts frequently being incorrect. The new process ensures organisations actively confirm their seat numbers and billing details before renewal.
Can individual users renew?
No. Only Organisation Admins can complete the renewal via the Org Settings area in Kato. If renewal has not been actioned close to the deadline, users within the organisation will see an in-app banner encouraging them to contact their admin.
How do I know who my organisation's admin is?
Reach out via our support channels and ask, "who is my organisation admin?". Our support bot will let you know.
Can organisations regain access later if they do not renew?
Yes. Organisations that do not renew can purchase new seats via the platform from day 1 of the new cycle. The organisation will not have to re-request to be added to a society until there has been one whole cycle of no seat purchases; afterwhich, the organisation will have to request access to a society again. Users who are not whitelisted may require approval from committee members.
What if an organisation's payment method fails?
We will retry several times, and if, after 30 days, we still do not have payment, their access will be revoked.
If an organisation’s/individual's membership is revoked due to non-payment on the 1st April, what happens to their listed requirements and disposals?
The records will remain on society for the short term. They will, however, be prevented from accessing society and will be unable to publish new listings. They will also be removed from the directory.