🎯 Goal
Confirm seat counts and billing for the new Society year, complete renewal in the 30-day window before 1 April, and if access has already lapsed, you can regain it quickly without losing any of your data.
❓ Why
From the 1 April 2026 cycle onwards, Society renewals are opt-in. If your Organisation Admin doesn't actively confirm the renewal during the 30-day window, membership ends automatically on 1 April. The opt-in model replaces auto-renewal because seat counts and invoice details were too often out of date, creating corrective admin for everyone. Getting your renewal right keeps your team's access uninterrupted and avoids the rescue work of repurchasing seats once they've expired.
🔍 Overview
Renewals must be actively confirmed by an Organisation Admin during the 30-day window before 1 April.
Renewal covers all Societies your organisation belongs to, but each can be confirmed separately.
Multiple in-app and email reminders run throughout the window.
No action = membership ends on 1 April. Your data (disposals, requirements) stays safe.
Card payments are taken on 1 April. Bank transfer invoices are issued on 1 April (contact Support beforehand if you need bank transfer set up).
📊 Step-by-step (Organisation Admin)
Watch the full video walkthrough here.
1. Open the Society billing page
Click on your name
Select Organisation Settings
Open the Billing page
2. Select the Societies you want to renew
Renew individually using the Renew button on each Society card, or collectively using the large Renew button in the orange banner.
3. Confirm seat counts for the next cycle
For each Society, increase, decrease or keep the seat count the same. If you decrease seats below the number currently assigned, you'll be asked to either increase back to the assigned count or select which users' seats expire at the end of the current cycle.
4. Review billing details and confirm payment
Confirm invoice details, then card payment details.
📊 If access has lapsed - regaining it
1. Non-admin user
Request a seat at https://os.agency.kato.app/marketplace/join.
Your Organisation Admin receives a notification.
They purchase a new set of seats at https://settings.kato.app/society/members/.
They assign the seat to you. (Society Committee approval may be required for non-whitelisted users.)
2. Organisation Admin
Purchase a new set of seats at https://settings.kato.app/society/members/.
Assign the seats.
Will my disposals or acquisitions be removed?
No. Your data stays safe and unchanged while access is re-enabled.
❓ Frequently asked
Q. Why move to opt-in?
A. Automatic renewals led to repeat corrective admin because seat counts and invoice details were often out of date. Opt-in means details are confirmed in advance.
Q. Can individual users renew?
A. No - only Organisation Admins, via Organisation Settings.
Q. How do I find out who my Organisation Admin is?
A. Ask in support channels - "who is my Organisation Admin?". The support bot will tell you.
Q. Can we regain access later if we don't renew?
A.Yes. Purchase new seats via the platform from day 1 of the new cycle. After one whole cycle with no seat purchases, the organisation needs to re-request access to the Society. Users who aren't whitelisted may need committee approval.
Q. What if our payment method fails?
A.We retry several times. If we don't have payment after 30 days, access is revoked.
Q. If membership is revoked for non-payment, what happens to existing listings?
A.Records remain in the short term, but the organisation can't access Society, can't publish new listings, and is removed from the directory.
Q. Can I edit my renewal after confirming?
A. Yes - Admins can edit until 31 March. Seats added to the existing cycle after renewal is confirmed are added automatically to the renewal.
✅ You've done it when…
The Billing page shows the new cycle confirmed for each Society.
Card payments are taken on 1 April, or bank transfer invoices issued on 1 April.
Your team can log in and access Society / Marketplace uninterrupted into the new cycle.
💡 Common mistakes & pro tips
Leaving renewal until the last day. Allow time to handle reduced seat counts or billing changes - the window closes 31 March.
Decreasing seats without removing users. If the new count is lower than current assignments, you must select which users' seats expire.
Assuming auto-renewal will happen. From April 2026 onwards, renewal is opt-in. No action = no membership.
Requesting a refund for unused seats after renewal. Refunds aren't available once invoices are generated. Update seats before 1 April.
Sending an individual to renew. Only Organisation Admins can - if you're not sure who yours is, ask in support.
💬 Need Help?
📞 0203 772 8898