Managing your subscription

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In short:

This article outlines the key aspects of Timebook subscriptions, including the user seat-based model, modifying your subscription (such as switching between monthly and annual billing), and managing user seats during your billing period.

Timebook subscription: Overview

These are the general rules behind your Timebook subscription:

• Timebook’s subscription model is based on user seats.

• Every time you invite someone to your Workplace, a new user seat is automatically added to your subscription.

• During each billing period, you’ll be charged the set amount per user seat, multiplied by the total number of seats.

For example: If you create your Workplace and invite 10 other users, your Workplace will have 11 user seats in total.

Assuming your current Timebook plan costs $10 per user seat, your total charge will be $110 (11 user seats × $10 per seat = $110).

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Modifying your subscription

You can modify your subscription at any time during your billing period, whether by changing the number of seats or switching from monthly to annual billing.

See the scenarios below to understand how these changes will affect your payments.

Switching from monthly to annual billing

If your Timebook subscription is on a monthly billing cycle, you can switch to an annual plan at any time. You don’t need to wait until the end of your current billing period, and you won’t lose any of the money you’ve already paid.

When you make the switch, you’ll receive two invoices:

1. Prorated monthly invoice: This invoice will display a "credit" for the unused portion of your current billing period, calculated as a proportion of the remaining days against the total days in the billing cycle.

2. Annual subscription invoice: This invoice will show the standard cost of your new annual subscription, reduced by the "credited" amount from your current monthly billing period (as explained above).

This ensures a smooth transition, with full recognition of any prepaid but unused time in your current billing cycle.

Let's say your billing period is April 1–30, and you switch to an annual plan on April 10.

Since you still have 20 unused days in your current billing period, your invoice will show a credit equal to 2/3 of your monthly payment.

This credit will be automatically applied to your new annual subscription, ensuring you don’t lose any of the money you’ve already paid.

Switching from annual to monthly billing

If you’d like to switch your Timebook subscription from annual to monthly billing, our Support team is here to help. Since this process involves a few extra steps, just reach out to us, and we’ll help you manage your subscription.

Timebook Support: [e-mail]

Removing user seats during your billing period

When you remove users from your Timebook Workplace, their seats remain temporarily available for new invitees.

If you invite new people before your current billing period ends, they can fill these open seats—without impacting your billing for this period.

We will remove the free seats at the end of your billing period so that you will pay only for the active users starting next billing period.

Imagine your billing period runs from April 1 to April 30, and you remove 3 users on April 10.

If you invite 3 new users before April 30, they can fill those free seats—without any changes to your billing for this period.

However, if the seats remain unfilled by the end of April, they will automatically be removed, and your billing for the next period will reflect only the active users.

Adding user seats during your billing period

To add user seats to your subscription, simply invite new users to your Timebook Workplace. If you do this in the middle of a billing period, your billing will adjust automatically, ensuring you only pay for their actual usage.

Subscription type	Calculating the cost of added user seats
Monthly billing	You’ll be charged a prorated amount of the monthly price based on the number of days the new seats were active during your billing period. This prorated amount will appear on your next monthly bill, along with your regular subscription cost.
Annual billing	We’ll issue an additional invoice that calculates the cost based on the total active days of the new users relative to the full billing period. This approach ensures accurate billing, so you only pay for the new users’ actual usage.

Monthly billing example:

If your billing period runs from April 1 to April 30 and you add 5 new users on April 15, you’ll only be charged for half of the monthly price for those seats. This prorated cost will appear on your next invoice, along with your regular subscription fee.

Annual billing example:

On an annual plan, if you add 3 new users halfway through the billing year, your additional invoice will reflect the remaining active days for these users, ensuring you only pay for what you use.

Invoices for additional user seats are always sent on the same day of the month as your billing period start date, but in the following month.

For example: If your annual billing cycle starts on the 10th, and you add users on March 25, you'll receive the additional invoice on April 10th.

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Additional subscription details

You can always check your subscription and payment details in the [Billing] section of Workplace settings in Timebook—provided you are an Owner, Admin, or Billing Admin. For more information, see Billing

If you need more help understanding your subscription, please contact our Customer Support, and we’ll assist you: [e-mail]

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