Subscription Management

Complete guide to managing your AfricaOS subscription.

Subscription Lifecycle

Trial → Active → Past Due → Canceled
                ↓
           Renewed (auto or manual)

Trial Period

• 14 days - Full Professional features
• No credit card required to start
• Convert anytime - Select plan, add payment
• Trial data preserved on conversion
• Extend trial - Contact support (case by case)

Active Subscription

Statuses

• Active - Paid current, all features available
• Past Due - Payment failed, grace period (14 days)
• Paused - Temporarily stopped (Enterprise only)
• Canceled - Ended, in grace period (30 days)

Grace Periods

Auto-Renewal

• Enabled by default
• Charges 1 day before period ends
• Retries on failure (Day 1, 3, 7, 14)
• Email notifications at each stage

Manual Renewal

• Disable auto-renew in Settings
• Manual payment required each cycle
• 7-day reminder before expiry

Plan Changes

Upgrade

• Immediate - New features available now
• Prorated - Charged for difference
• New invoice - Generated immediately
• Downgrade protection - Can't downgrade mid-cycle

Downgrade

• Next cycle - Takes effect at renewal
• Pre-check - Warns if usage exceeds new limits
• Data preservation - No data loss, features disabled

Cross-grade (Same tier, different modules)

• Immediate - Module access changes
• Prorated - Module price difference
• No user impact - Other modules unaffected

User Management

Included Users

Each plan includes users:

• Starter: 5
• Professional: 25
• Enterprise: Unlimited

Additional Users

• $5/mo (Starter), $3/mo (Professional)
• Added mid-cycle → prorated
• Removed mid-cycle → credit for remainder

User Types Counted

• Active users only
• Pending invites not counted
• Suspended users not counted
• Viewer role counts as user

Module Management

Included Modules

• Starter: 3 modules of choice
• Professional: Unlimited
• Enterprise: Unlimited

Adding Modules

• Starter: $15/mo each additional
• Professional: $10/mo each additional
• Enterprise: Included

Removing Modules

• Immediate disable
• Data preserved (90 days)
• Credit for unused portion
• Re-enable anytime

Billing Cycle

Monthly

• Billed 1st of each month
• Covers current month
• Changes prorated daily

Annual

• Billed on anniversary date
• 20% discount vs monthly
• Changes prorated monthly
• Full year commitment

Changing Cycle

• Monthly → Annual: Immediate, prorated credit
• Annual → Monthly: Next anniversary, no penalty

Payment Failures

Retry Schedule

1. Day 1 - Initial retry
2. Day 3 - Second attempt
3. Day 7 - Third attempt
4. Day 14 - Final attempt

Notifications Sent

• Payment failed (immediate)
• Retry scheduled (each attempt)
• Past due status (Day 1)
• Service interruption warning (Day 10)
• Cancellation notice (Day 13)

Resolution

1. Update payment method
2. Ensure funds available
3. Retry manually (Pay Now button)
4. Contact support if systemic

Cancellation

Self-Service

1. Settings → Billing → Cancel
2. Select reason
3. Confirm
4. Receive confirmation email

Data Handling

Data Export

• Available anytime in grace period
• Formats: JSON, CSV, PDF
• Includes all modules
• Request via Settings or support

Refunds

• Monthly - No partial refunds
• Annual - Prorated refund minus 20% discount
• Trial - No charge if canceled before trial ends
• Enterprise - Per contract terms

Enterprise Subscriptions

Contract Terms

• 1-3 year agreements
• Custom pricing
• Volume discounts
• Price lock

Billing

• Monthly or quarterly invoicing
• Purchase orders accepted
• Net 30/60 terms
• Consolidated billing for subsidiaries

Changes

• Managed by account manager
• Mid-term adjustments possible
• Co-terming for acquisitions

Related

• Plans & Pricing
• Billing Management
• Invoices & Payments
• Payment Methods