Subscription purchase & management guide

This guide shows you how to buy subscriptions, distribute licenses among users, and handle plan changes through the app's built-in Stripe payment system.

Step 1: Open the Buy License page

1. Select the Buy License icon from the left sidebar.

1. Navigate to the Plans tab to view all available subscription options.

1. Choose:
   • The desired plan for purchase.
   • Number of licenses/subscriptions needed.
2. When prompted, select your billing preference:
   • Monthly option.
   • Yearly option.
3. Click Buy to proceed.

Step 2: Stripe account creation

The system verifies whether your organization maintains an existing Stripe Customer ID. If no Stripe account exists:

• A pop-up form requests your Name and Email Address.
• Complete the fields and click Done.
• The system automatically generates a Stripe account for your organization.

Step 3: Review order summary

• Once Stripe setup completes, an Order Summary appears showing plan details, total cost, and billing cycle.
• Carefully examine the information displayed.
• Click Pay to advance to payment processing.

Step 4: Complete payment on Stripe

• You are redirected to the Stripe payment interface.
• Enter your payment information.
• Click Subscribe to finalize the transaction.
• The specified amount will be deducted from your account.

Step 5: After successful payment

• The system creates your subscription within Stripe.
• You automatically return to your organization’s page in the app.
• A confirmation screen displays your active subscription status.

After selecting Assign users, the License Assignment window opens and continues with Step 6.

Step 6: Assign licenses

Following purchase, licenses can be distributed to users.

Case 1: Purchase

• First subscription with one license: that license automatically assigns to the logged-in user.

• First subscription with multiple licenses: one license automatically assigns to the logged-in user; remaining licenses trigger the assignment window below.

1. In the Search User field, type the target user’s name.

1. Select the user from the appearing list. If the user already possesses an assigned license, an error message appears. If the user has no existing license, the system displays a confirmation.

1. Click Add User to finalize the assignment.
2. Assigned users appear in the license list.

Case 2: Assigning licenses manually

1. Click the Buy License icon from the left sidebar.
2. Navigate to the Licenses tab.
3. The License Assignment window opens.

1. Click Add Users.

1. Select:
   • Plan.
   • Cycle (Monthly/Yearly).
   • Subscription from the list.
2. In the Search User field, type the target user’s name.

1. Select the user from the displayed list. If the user already has an assigned license, an error message displays. If the user has no existing license, a confirmation appears.

1. Click Add User to complete the assignment.
2. Assigned users now appear in the license list.

Step 7: View and manage licenses

1. Access the Licenses Tab on the dashboard.
2. View the following information:
   • Total Licenses Purchased.
   • Total Licenses Assigned.
   • Available Licenses.
3. To remove a license, click the Remove License button next to the user’s details.

Step 8: View subscription details (Dashboard)

1. Click the Buy License icon from the left sidebar.
2. Navigate to the Dashboard tab.
3. The Dashboard displays all active subscriptions with details.

1. To view an invoice, click Invoice Details for the desired subscription. The invoice displays.

1. To download it, click Download Invoice. The invoice downloads directly from Stripe.

Step 9: Modify subscription (add/reduce licenses)

1. Click the Alter Subscription button in the dashboard.
2. A window appears allowing you to increase or decrease the number of licenses.

Important notes:

• License reduction: changes apply to the next payment cycle if more than 15 days remain before the next billing date.
• Short-term billing: if the next payment occurs within 15 days, changes apply in the following cycle.
• You can also increase licenses by entering quantities in the Add Licenses input box.

Step 10: Add more licenses to an existing subscription

1. Go to the Plans Tab and click Buy Plan again.
2. If an existing subscription already exists for that plan, the system automatically increases the license count for that subscription.

1. Click Pay to confirm.
2. Payment processes automatically using the existing Stripe payment method.
3. After successful payment, a confirmation screen displays with the updated license count.

Step 11: Manage your Stripe account

1. To view or manage your Stripe account, click the Manage Payment button on the dashboard.

1. You are redirected to your Stripe Customer Portal.
2. Here, you can view:
   • Subscription details.
   • Payment history.
   • Invoices.
   • Billing information.