Automatic License Prolongation

When a trainer’s license is about to expire, the trainer gets a series of emails from the platform asking about the prolongation of the license. These emails contain the link to a prolongation form.

When the trainer opens the form, he has two options: either accept or reject the prolongation. If he agrees, the platforms askes him to accept the license, and confirm some information like billing address. If he rejects, when he needs to provide a reason why he is doing so.

Expiration Emails

The platform assumes that an end date of any license is the last day of a month. If it’s not then a trainer can get fewer expiration emails when expected.

A trainer with an expiring license get five emails:

  • on the 5th day of the expiration month;
  • on the 15th day of the expiration month;
  • on the 25th day of the expiration month;
  • on the last day of the expiration month;
  • on the next day after the license expired.

The content of these emails is configurable. However, it’s not possible to do via UI. To configure them, contact us.

Prolongation Process

Let’s see in more details how the prolongation process looks like.

When a trainer gets a prolongation email and clicks on the link, he has a choice.

Prolongation Request

If he decides to cancel the license, the platform asks him to provide a reason. If he prefers to prolong the license, there are several steps to follow:

  1. Update the living address
  2. Update the billing address where the trainer can choose an organisation which should be billed
  3. Confirm a license agreement

No matter what choice the trainer does, you get an email from Workshop Butler. You can also see the status of prolongation on  Expiring Licenses widget on Dashboard.

How to Configure Automatic Prolongation


Go to the account settings, open  License Prolongation tab and click Automatic Prolongation

You will see Manual Prolongation option. Please, don’t use it. This feature is deprecated and will be removed soon.


During the prolongation process, a trainer needs to confirm the agreement. The text of this agreement should be added to the system.


Send us the content of prolongation emails to, and we upload them to your account

The prolongation emails support Markdown format.