Subscription Ownership

Every subscription should have an owner—someone accountable for that tool.

Why Ownership Matters

  • Accountability: Someone is responsible for justifying the cost
  • Renewals: Owners get notified first about upcoming renewals
  • Decisions: Clear decision-maker for upgrades, downgrades, or cancellations
  • Vendor Management: Point of contact for the vendor relationship

Assigning Owners

When Adding a Subscription

Select an owner from the team dropdown when creating a new subscription.

For Existing Subscriptions

  1. Open the subscription
  2. Click "Edit"
  3. Select a new owner from the dropdown
  4. Save changes

Bulk Owner Assignment

  1. Go to Subscriptions list
  2. Select multiple subscriptions
  3. Click "Bulk Actions > Assign Owner"
  4. Choose the new owner

Owner Responsibilities

Subscription owners should:

  1. Monitor usage: Ensure the tool is being used effectively
  2. Review renewals: Decide whether to continue, cancel, or negotiate
  3. Manage access: Know who uses the tool and why
  4. Track ROI: Justify the expense to stakeholders
  5. Vendor relations: Handle support and negotiations

Unassigned Subscriptions

Subscriptions without owners appear in the "Unassigned" filter. Review these regularly:

  1. Filter by "No Owner"
  2. Assign appropriate team members
  3. If truly orphaned, consider cancellation

Owner Reports

Track owner effectiveness with:

  • Spend by Owner: Who manages the most spend?
  • Renewal History: How do owners handle renewals?
  • Response Time: How quickly do owners act on alerts?