How to Change Your Subscription

This article guides you on how to chenge your subscription and explains the effective date of the change, whether you need to continue being charged, and the bot messages and emails sent to you by MSPbots, etc.

To change your subscription

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1. In the MSPbots app, go to Settings > Billing. 
   
   
    
2. Click Change.
   
    
    
3. Change your subscription. See Subscription change rules to know more detailed information.
   • If you plan to reduce seats, refer to Assign or remove licenses when increasing or reducing seats to see which licenses you need to remove first to ensure that the number of licenses for the scheduled subscription seats matches the number assigned in MSPbots. 
     Otherwise, when your scheduled change date takes effect, MSPbots will automatically remove any excess licenses.
     
     
      
4. Click Save & Continue in Customize Purchase Plan.
5. Click Next: Review in Payment Method.
6. Click Continue in Change Subscription. See Subscription change rules to know the date your scheduled subscription change takes effect.
   
   
    
7. Click Pay Now.
   
   
    
8. Click Got it.
   
   
    

After changing your subscription

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1. Changes to the Billing page and Checkout page

Refer to the Subscription change rules to know the date your scheduled subscription change takes effect.

For the Billing page

• A banner displays on the Billing page, indicating the date your scheduled subscription change takes effect.
  • If you want to cancel your changes, click Cancel Changes.
  • If you want to view your changes, click View all Changes.
    
    
     
• When there is already a scheduled subscription change record, if you reduce the subscription items again, the new scheduled subscription change record will overwrite the latest scheduled record.

For the Checkout page

1. A banner indicates the date your scheduled subscription change takes effect.
   
   
    

2. Sends a confirmation email to the users in the tenant

After you successfully submit a subscription change record, MSPbots sends a bot message or an email to users.

When scheduled record is made, or when a previous scheduled record is overwritten to new one, MSPbots sends a bot message to:

1. The user who executed the reservation, and the user whose invoice address was billing.
2. If none of them can be found, MSPbots sends it to the creator of the tenant.
3. If it still cannot be found, MSPbots sends it to all the admins under the tenant.
   
   
    

When the reservation record is cancelled or overwritten by an immediately executed record, MSPbots sends a bot message to:

1. The user who executed the reservation, and the user whose invoice address was billing.
2. If none of them can be found, MSPbots sends it to the creator of the tenant.
3. If it still cannot be found, MSPbots sends it to all the admins under the tenant.
   
   
    

When you reduce items (including decreasing the number of seats, shortening the contract length, lowering the billing frequency, etc) and there is a scheduled record, MSPbots will start sending reminders 7 days before the effective date of the scheduled record.

MSPbots sends a bot message and an email every 3 days to:

1. The user who executed the reservation, and the user whose invoice address was billing.
2. If none of them can be found, MSPbots sends it to the creator of the tenant.
3. If it still cannot be found, MSPbots sends it to all the admins under the tenant.

• When the scheduled record has been executed, no bot messages will be sent.
• Make sure to remove the excess licenses before the scheduled change date takes effect, so that the number of licenses for the scheduled subscription seats matches the number assigned in MSPbots.
  • Otherwise, MSPbots will automatically remove the excess licenses according to the following rules:
    • First, MSPbots will remove the licenses of users with unallocated seats.
    • If there are still excess licenses, MSPbots will remove the licenses of users based on their last active time or longest time not logged in.
• When the bundle user license is removed, if no free role, MSPbots will remove all the roles; if with free role, MSPbots will remove all paid role and keep free role.
• The bot message and email from MSPbots will notify you about the excess licenses and which users’ licenses will be automatically removed if you don’t take action.
  
  
   

3. Automated subscription termination at scheduled change date

When your subscription's scheduled change date is reached, the scheduled change will take effect automatically.

4. Sends a bot message and an email to users once the scheduled subscription change takes effect

When the scheduled subscription change have been successfully applied, MSPbots sends a bot message and an email to:

1. The user who executed the reservation, and the user whose invoice address was billing.
2. If none of them can be found, MSPbots sends it to the creator of the tenant.
3. If it still cannot be found, MSPbots sends it to all the admins under the tenant.
   
   
    

Subscription change rules

When you want to	Current Contract Length and Billing Frequency	Add or Reduce Subscription Items	Effective Date for Changes
Upgrade the Bundle Type	Annual/ Pay Monthly	Increase subscription items	Immediate Effect
	Monthly/ Pay Monthly or Annual/ Pay Annually	Reduce subscription items
Keep the current Bundle Type	Monthly/ Pay Monthly or Annual/ Pay Annually	Increase subscription items	Immediate Effect
		Reduce subscription items	Effective on the next Billing date. For example: If your monthly contract start date is January 1, 2025, your change will take effect on February 1, 2025. If your annual contract start date is January 1, 2025, your change will take effect on January 1, 2026.
	Annual/ Pay Monthly	Increase subscription items	Immediate Effect
		Reduce subscription items	Effective One Year After the Annual Contract Start Date. For example, if your annual contract start date is January 1, 2025, your change will take effect on January 1, 2026.
Downgrade the Bundle Type	Monthly/ Pay Monthly or Annual/ Pay Annually	Increase subscription items	Contact the CSM team to downgrade your Bundle Type.
		Reduce subscription items
	Annual/ Pay Monthly	Increase subscription items
		Reduce subscription items

Bundle Types include: A la Carte, Startup, Professional

Reducing Subscription Items Includes:

• Reducing the number of seats (e.g., admin users from 5 to 1), refer to Assign or remove licenses when increasing or reducing seats to remove license before reducing seats.
• Lowering the billing frequency (e.g., annual to monthly)
• Shortening the contract length (e.g., annual to monthly)
• Cancelling applications (e.g., removing TruPeer smart numbers)
• Cancelling BI (e.g., removing XX integration package)
  (Note: BI options under the StartUp plan are exempt)

Increasing Subscription Items Includes:

• Increasing the number of seats, refer to Assign or remove licenses when increasing or reducing seats to assign licenses after payment.
• Extending the contract length (e.g., monthly to annual)
• Raising the billing frequency (e.g., monthly to annual)
• Simultaneously extending the contract term and raising the billing frequency (e.g., monthly to annual and monthly to annual)
• Adding applications
• Adding BI (e.g., adding XX integration package)

The following three changes will be immediately effective, regardless of whether other items are decreased or increased:

• Extending the contract length (e.g., monthly to annual)
• Raising the billing frequency (e.g., monthly to annual)
• Upgrading the bundle type (e.g., A la Carte to Professional)

Assign or remove licenses when increasing or reducing seats

Bundle Type	If you want to increase or reduce	You need to assign or remove
A la Carte	Attendance Manager Users	Attendance licenses in the Attendance app.  See How to Assign and Remove a License for Attendance Manager.
	NextTicket for PSA Users	NextTicket for PSA licenses in the corresponding NextTicket for PSA app.  See How to Assign and Remove a License for NextTicket Manager.
	Bot Usage (Unlimited)	Bot licenses in the Bots.  See How to Assign and Remove a Bot License.
	Admin Users	Admin role and Admin Only role in User Management to add or decrease the Admin Only licenses.  See Setting user roles.
Startup/Professional	Attendance Manager Users	Attendance licenses in the Attendance app.  See How to Assign and Remove a License for Attendance Manager.
	NextTicket Manager Users	NextTicket for PSA licenses in the corresponding NextTicket for PSA app.  See How to Assign and Remove a License for NextTicket Manager.
	Bot Usage (Unlimited)	Bot licenses in the Bots. See How to Assign and Remove a Bot License.
	Admin Users	Admin Only role in User Management to add or decrease the Admin Only licenses.  See Setting user roles.
	Bundle Users	Admin, User, Peer Group, AI Admin, AI User, and AI Trial roles in User Management to add or decrease the Bundle User licenses.  See Setting user roles.
When both the license and role are cleared out, set the user to the default role - Restricted Viewer. Refer to MSPbots User Roles and Descriptions for the corresponding licenses for each role.