Subscription Management
Manage every aspect of your Olympus Cloud subscription from one place. Upgrade or downgrade plans, adjust user seats, configure billing contacts, and control renewal settings.
Your Current Plan
View your active subscription details at Billing > Subscription.
| Detail | Description |
|---|---|
| Plan Name | Your current tier (Starter, Professional, Enterprise) |
| Billing Cycle | Monthly or Annual |
| User Seats | Active users / included seats |
| Renewal Date | When your subscription renews |
| Status | Active, Past Due, or Cancelled |
Plan Comparison
| Feature | Starter | Professional | Enterprise |
|---|---|---|---|
| User Seats | Up to 25 | Up to 100 | Unlimited |
| Locations | 1 | Up to 5 | Unlimited |
| Scheduling | Basic | Advanced with AI | Advanced with AI |
| Time Clock | Standard | GPS + Geofencing | GPS + Geofencing + Biometric |
| Reporting | Standard reports | Custom reports | Custom + API access |
| Integrations | Calendar sync | Payroll + Calendar | Full suite |
| Support | Email + Chat | Dedicated account manager | |
| API Access | No | Limited | Full |
| SSO/SAML | No | No | Yes |
| Custom Roles | No | Yes | Yes |
Upgrading Your Plan
Upgrading takes effect immediately and unlocks new features right away.
Steps to Upgrade
- Go to Billing > Subscription
- Click Change Plan
- Select the plan you want to upgrade to
- Review the price difference and prorated charges
- Confirm payment method
- Click Upgrade Now
When you upgrade mid-cycle, you are only charged the prorated difference for the remaining days in your current billing period. Your next full invoice reflects the new plan rate.
What Happens When You Upgrade
- New features are available immediately
- Additional user seats become available
- Your billing amount adjusts on the next invoice
- All existing data and configurations are preserved
- No downtime or service interruption
Downgrading Your Plan
Downgrades take effect at the end of your current billing cycle.
Steps to Downgrade
- Go to Billing > Subscription
- Click Change Plan
- Select the lower-tier plan
- Review the feature comparison showing what you will lose
- Acknowledge the changes
- Click Downgrade at End of Cycle
Features not included in your new plan become read-only at the end of the billing cycle. Data is retained for 90 days in case you re-upgrade. Custom reports, advanced integrations, and extra locations may become inaccessible depending on your new tier.
Downgrade Checklist
Before downgrading, verify the following:
| Item | Action Required |
|---|---|
| User count | Must be within new plan's seat limit |
| Locations | Deactivate excess locations if needed |
| Integrations | Note which integrations are unavailable on the lower plan |
| Custom reports | Export any custom reports you want to keep |
| API keys | API access may be revoked on lower tiers |
Managing User Seats
Adding Users
- Go to Billing > Subscription > User Seats
- Click Add Seats
- Enter the number of additional seats
- Review the cost impact (per-seat pricing)
- Confirm and save
Additional seats are billed prorated from the date of addition.
Removing Users
- First, deactivate the user account in Settings > Users
- Go to Billing > Subscription > User Seats
- Click Reduce Seats
- Enter the new seat count
- Confirm the change
Seat reductions take effect at the next billing cycle. You will not receive a refund for unused seats in the current period, but the reduced rate applies on the next invoice.
Monitoring Seat Usage
View seat utilization at Billing > Usage:
| Metric | Description |
|---|---|
| Active Users | Users who have logged in within the last 30 days |
| Inactive Users | Users with accounts but no recent activity |
| Pending Invitations | Invitations sent but not yet accepted |
| Available Seats | Remaining seats on your plan |
Billing Contacts
Manage who receives billing communications.
Adding a Billing Contact
- Go to Billing > Billing Contacts
- Click Add Contact
- Enter the contact's name and email address
- Select notification preferences:
- Invoice notifications
- Payment confirmations
- Subscription changes
- Usage alerts
- Click Save
Editing or Removing Contacts
- Go to Billing > Billing Contacts
- Click the contact to edit
- Update details or click Remove Contact
- Confirm changes
Your organization must always have at least one primary billing contact. The primary contact receives all billing communications and is the only one who can authorize plan changes.
Usage Monitoring
Track your platform usage to understand costs and plan for growth.
Usage Dashboard
Navigate to Billing > Usage to see:
| Metric | Description |
|---|---|
| Active Users | Number of users accessing the platform this month |
| Clock-In Events | Total clock-in/out transactions |
| Schedules Published | Number of schedules created and published |
| Reports Generated | Custom and standard reports run |
| API Calls | API requests (Enterprise plan only) |
| Storage Used | Document and file storage consumption |
Setting Usage Alerts
- Go to Billing > Usage > Alerts
- Click Add Alert
- Select the metric to monitor
- Set the threshold (e.g., 80% of seat limit)
- Choose notification method (email, in-app, or both)
- Save the alert
Renewal Settings
Auto-Renewal
By default, subscriptions renew automatically. To manage this:
- Go to Billing > Subscription > Renewal
- Toggle Auto-Renewal on or off
- If turning off, review the expiration date
When auto-renewal is off, your subscription expires at the end of the current billing period. All users lose access after expiration. Data is retained for 90 days, allowing you to reactivate without loss.
Annual vs. Monthly Billing
Switch between billing cycles to optimize costs:
| Billing Cycle | Pricing | Savings |
|---|---|---|
| Monthly | Standard rate | Pay as you go |
| Annual | Discounted rate | Up to 20% savings |
To switch billing cycles:
- Go to Billing > Subscription
- Click Change Billing Cycle
- Review the new pricing
- Confirm the change
Switching from monthly to annual charges the full annual amount immediately. Switching from annual to monthly takes effect at the next renewal date.
Auto-Pay Configuration
Setting Up Auto-Pay
- Go to Billing > Payment Methods
- Add or select a payment method
- Toggle Auto-Pay to enabled
- Choose your preferred payment method for auto-pay
- Save settings
Auto-Pay Behavior
| Event | What Happens |
|---|---|
| Invoice generated | Payment charged automatically on due date |
| Payment succeeds | Confirmation email sent to billing contacts |
| Payment fails | Retry in 24 hours; notification sent |
| Second retry fails | Retry in 48 hours; urgent notification sent |
| All retries fail | Account flagged; 3-day grace period begins |
Disabling Auto-Pay
- Go to Billing > Payment Methods
- Toggle Auto-Pay off
- You will need to pay invoices manually going forward
- Invoices are due within 15 days of generation
Billing FAQ
When does my plan change take effect?
Upgrades take effect immediately. Downgrades take effect at the end of your current billing cycle.
Can I switch plans mid-cycle?
Yes. Upgrades are prorated for the remainder of the cycle. Downgrades are scheduled for the next cycle start.
What happens if I exceed my user seat limit?
You receive a notification when you reach 90% of your seat limit. You cannot add users beyond the limit without purchasing additional seats or upgrading your plan.
How do I get a refund?
Refunds are available for annual plans cancelled within the first 30 days. Monthly plans are not eligible for refunds but you can cancel at any time without penalty. Contact support@olympuscloud.ai for refund requests.
Can I pause my subscription?
Enterprise customers can request a subscription pause for up to 3 months. Contact your account manager to arrange a pause. Starter and Professional plans do not support pausing.
How do I update my payment method?
Go to Billing > Payment Methods > Add New or edit an existing method. You can store multiple payment methods and designate one as the default for auto-pay.
Where can I find my tax invoices?
All invoices, including tax-compliant versions, are available at Billing > Invoices. You can download PDF or CSV formats for your accounting records.