Adding a tool: autocomplete, autofill and what each field means
Start typing a product name to autofill the basics, then fill in the commercial and renewal details that drive StackTrackr's reminders.
To add a tool, choose Add software and start in the Product box. As you type, StackTrackr suggests matches from a built-in catalogue of around 60 common products. Pick one and it autofills the website, vendor, category and a short description for you. If you type a name that exactly matches a product, the same details fill in automatically. You can reopen the list and choose a different product at any time, and anything you have already typed by hand is kept rather than overwritten.
The name and the website are both required when you create a tool. The website just needs the domain (for example slack.com); StackTrackr tidies up whatever you paste, stripping https, www and any trailing path. The Vendor defaults to the product name, since the two often match, and you only change it when the supplier is different. Description is a one-line note on what the tool does.
Category, Status and Criticality classify the tool. Category groups it (SaaS, Security, Infrastructure, Finance and so on). Status is what you set by hand - Trial, Active, Notice given, Cancelled or Expired - while StackTrackr derives the finer states such as Due soon and Notice window from your dates. Criticality (low, medium, high or critical) feeds the dashboard breakdown and helps you triage.
Under Ownership you can record a Business unit and assign an Owner from the people on your account, so it is always clear who is accountable for the tool. Under Commercials you record the licence type, an optional licence key, the number of seats, the cost, its currency and the billing cycle (monthly, quarterly, annual or one-off). If you leave cost blank it is stored as zero.
The Dates and termination section is where the renewal intelligence lives. Enter the purchase date, start date and renewal date, then tell StackTrackr whether it Auto-renews and how many days of notice the contract needs. From those, it shows a read-only Calculated renewal date - the next renewal in the future, rolled forward by whole billing cycles for an auto-renewing tool - and it works out your cancellation deadline as the renewal date minus the notice period. You can also paste the relevant termination clause for reference.
Reminders are on by default. StackTrackr emails you ahead of each renewal on the days you list in Reminder days before, which start at 90, 60, 30 and 7. Change the list to suit the tool, or turn reminders off for one you do not need chasing. There is a Notes field for anything else worth keeping with the record.
When you are creating a tool you can also queue documents - a contract, invoice or terms, up to 25 MB each - and StackTrackr uploads them the moment the tool is saved. Select Create to save, and you land on the tool's page ready to review it or add more detail.