Subscription Management

Tenant admins manage their subscription from the Admin > Subscription page. This covers plan changes, billing, invoices, and payment methods.

Viewing Current Plan

The subscription page shows:

  • Current plan name and features
  • Billing interval (monthly or yearly)
  • Next renewal date
  • Payment status

Usage Meters

The subscription page displays visual progress bars showing your current usage against your plan's limits:

MeterWhat It Tracks
UsersRegistered users on your board vs. the plan's maximum
FeaturesFeature requests created vs. the plan's maximum
CategoriesCategories created vs. the plan's maximum
ProductsProduct boards created vs. the plan's maximum
StorageFile storage used vs. the plan's storage allowance

Each meter fills as you approach the limit. When a meter reaches its maximum, the corresponding resource can no longer be created until you upgrade to a higher plan or remove existing items.

Changing Plans

Upgrading

  1. Click Change Plan
  2. Select a higher plan
  3. Confirm

The upgrade takes effect immediately. You are charged the prorated difference for the remainder of your billing period.

Downgrading

  1. Click Change Plan
  2. Select a lower plan
  3. Confirm

The downgrade takes effect at the end of your current billing period — you keep your current plan's features until then.

If your new plan does not include custom domains, any active custom domains will be deactivated when the downgrade takes effect.

Billing Interval

Switch between monthly and yearly billing:

  • Monthly - Pay each month
  • Yearly - Pay once per year (typically at a discount)

When switching from monthly to yearly (or vice versa), the change takes effect immediately. You are charged the new interval's price minus a prorated credit for the unused time on your current interval.

Coupon Codes

If the platform operator offers coupons, you can enter a coupon code during signup or when changing plans to receive a discount. Coupons are managed through Stripe and may offer percentage or fixed-amount discounts.

Payment Methods

View your current card on file, including:

  • Card type (Visa, Mastercard, etc.)
  • Last 4 digits of the card number
  • Expiry date

To update your payment method:

  1. Go to Admin > Subscription
  2. Find Payment Method
  3. Click Update Payment Method

You are redirected to a Stripe-hosted secure form to enter new card details. Votlie never stores your card information directly.

Invoices & Billing History

View your complete billing history on the subscription page. Each invoice entry shows:

ColumnDescription
DateWhen the payment was made
AmountThe amount charged
StatusPayment status: Paid, Failed, or Refunded
Download PDFDownload the invoice as a PDF file

You can also export your billing history as a CSV file for your records or accounting.

Cancelling

  1. Click Cancel Subscription
  2. Select a cancellation reason:
    • Too expensive
    • Switching to another product
    • Not enough features
    • Too complicated
    • Other
  3. Optionally provide additional feedback in a text field
  4. Confirm the cancellation

Your board remains active until the end of your current billing period (grace period). During the grace period, a Reactivate button is prominently displayed so you can resume your subscription at any time.

After the grace period ends, your board is suspended.

Reactivating

If your subscription is cancelled but within the grace period:

  1. Go to Admin > Subscription
  2. Click the Reactivate button
  3. Your subscription resumes on the same plan and billing interval

No new payment is required during the grace period since you have already paid through the end of the current billing cycle.

Payment Failures

When a payment fails:

  1. You receive an email notification about the failed payment
  2. Stripe automatically retries the charge several times over the following days
  3. If retries continue to fail, your subscription enters a grace period
  4. To resolve, go to Admin > Subscription and update your payment method with a valid card

Keeping your payment method up to date prevents service interruptions. You will receive an email if your saved card is about to expire.

Trial Period

If you signed up with a free trial, the subscription page displays:

  • A countdown showing the number of days remaining in your trial
  • The trial end date

Trial Reminders

Email reminders are sent automatically as your trial approaches expiry:

WhenEmail
7 days beforeFriendly reminder to explore features
3 days beforeReminder with prompt to select a paid plan
1 day beforeUrgent reminder that the trial is ending

When the Trial Expires

  • You must select a paid plan and complete payment to continue using your board
  • If no plan is selected, your board is suspended and users see a suspension notice
  • You can reactivate at any time by subscribing to a paid plan

Next Steps

Super Admin Panel

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