Renewal Risk Scanner

Overview

This n8n workflow scans all customer accounts approaching renewal within the next 90 days and flags those showing risk signals. It cross-references renewal dates with health data — usage trends, support tickets, NPS scores, and stakeholder engagement — then sends a prioritized risk report to CSMs via Slack and email with recommended actions.

Prerequisites

Before setting up this template, you'll need:

• n8n instance (self-hosted or n8n Cloud)
• CRM access — Salesforce or HubSpot API credentials with account/renewal data
• Slack workspace — Bot token with permission to post to channels
• SMTP credentials — For sending email briefings to CSMs

Setup Guide

Step 1: Import the Workflow

1. Open your n8n instance

2. Go to Workflows → Import from File

3. Upload the workflow.json file

4. The workflow will appear in your workflow list

Step 2: Configure Credentials

1. Salesforce/HubSpot: Add your CRM OAuth2 or API credentials in n8n Settings → Credentials

2. Slack: Create a Slack app with bot token and configure the credential

3. SMTP: Add your email server credentials for CSM briefing emails

Step 3: Update API Endpoints

Open the HTTP Request nodes and replace placeholder URLs:

• Fetch Upcoming Renewals — Your CRM endpoint that returns accounts with renewal dates
• Fetch Health Signals — Your CRM or CS platform endpoint for health/engagement data

Step 4: Customize Risk Assessment

Open the Assess Renewal Risk code node to adjust:

• Usage decline threshold (default: -15%)
• Open ticket threshold (default: 3 tickets)
• NPS threshold (default: below 7)
• Meeting gap threshold (default: 30 days)
• Risk level calculation (default: 3+ signals = High, 1+ = Medium)

Step 5: Configure Notifications

• Update the Send Slack Report node with your channel (default: #cs-renewals)
• Update the Email CSM Briefing node with your from address

Step 6: Set the Schedule

The default schedule runs weekly. Adjust the Weekly Schedule node if needed.

Step 7: Activate

Toggle the workflow to Active and monitor the first run.

Configuration Options

Setting

Default

Description

Schedule	Weekly	How often the renewal scan runs
Renewal window	90 days	How far ahead to look for renewals
Usage decline %	-15%	Threshold for flagging usage decline
Ticket threshold	3	Open tickets that trigger a risk signal
NPS threshold	7	NPS below this is a risk signal
Meeting gap	30 days	Days without meeting to flag

How to Customize

Adjust renewal window

Change the 90 in the Fetch Upcoming Renewals URL to scan further out (e.g., 120 or 180 days).

Add more risk signals

Edit the Assess Renewal Risk code node to include:

• Contract downgrades — Check for mid-term seat reductions
• Payment delays — Flag accounts with overdue invoices
• Feature adoption — Low adoption of key features

Route by risk level

Add an additional IF node to route High-risk accounts to a VP/director channel while Medium-risk goes to the standard channel.

Create CRM tasks

Add an HTTP Request node to automatically create follow-up tasks in your CRM for each flagged account.

Troubleshooting

• No accounts returned — Verify your CRM API returns a renewal_date field and the date filter is correct
• All accounts showing Low risk — Check that health signal fields match expected field names in the code node
• Email not sending — Verify SMTP credentials and that the csm_email field is populated
• Slack errors — Ensure the bot is invited to the target channel