UGC Usage Rights Tracker & Template
You need a clear answer to three questions: what can the brand use, when does the permission end, and what did you agree to charge? Start with a compact record for each deal.
Copy these worksheet columns
Brand | Campaign | Usage scope | Start date | Expiry date | Content fee | Usage fee | Payment due | Payment status | Renewal status | Notes Use one row per usage period and keep previous periods when a renewal is agreed. Avoid replacing the old expiry with the new one and losing the history.
Keep dates and money distinct
An agreed usage fee is not proof of payment. A potential renewal is not booked income. Give payment status and renewal status separate columns, and only mark each one when it actually happens.
If you use a spreadsheet
Add calendar reminders before each expiry and update them whenever dates change. Review which periods are active, future, expired or archived. A worksheet works well if you keep these steps consistent.
If you want less manual follow-up
UGCPing schedules email reminders when you save the deal. Free includes three active deals and default expiry reminders. Pro adds unlimited deals, renewal recording, payment tracking, reminder controls and CSV export. You still decide what to send and record what the brand agrees.
Archive without losing context
An archived deal should leave your current attention list while keeping the saved history. In UGCPing, archiving cancels future reminders and frees an active-deal slot. It does not erase previous usage periods.