Licences and Proration

On the Pro plan you buy a pool of licences, and you decide how big that pool is. Assigning a licence to somebody, or returning theirs to the pool, never changes your bill. Only resizing the pool does.

That distinction is the whole point: a contractor who works with you for three months of the year can be given a licence and have it taken back four times over without producing a single billing event.

What a licence is

One licence lets one person sign in. Everybody who can sign in holds one:

• The account owner
• Admins
• Managers
• Employees
• Contractors

Someone you have invited holds a licence from the moment the invitation is sent, because the licence is what reserves their place. If the invitation expires before they accept it, the licence returns to the pool on its own.

Deactivated team members hold no licence.

View your licence usage

1. Go to Settings > Billing.
2. The Licences card shows how many you have bought, how many are assigned, and how many are vacant.

If any are vacant, the card says so plainly — you are paying for them, so you should either use them or release them.

Assigning a licence

Inviting somebody, creating a user directly, or reactivating a deactivated user each take one vacant licence. Nothing is charged and nothing is prorated, because the licence was already paid for.

If the pool is full, the action is refused and Voltasis tells you how many licences you have and how many are assigned, with a link to buy another. It does not quietly add one to your subscription on your behalf.

Freeing a licence

When you deactivate a team member their licence returns to the pool immediately, at no charge and with no credit — you keep the licence you bought and can give it to somebody else the same day.

Your invoice does not change. If you no longer need that licence, release it explicitly as below.

Changing the size of the pool

1. Go to Settings > Billing and click Adjust licences.
2. Enter the number of licences you want.
3. Review the proration preview, which shows exactly what the change costs or credits before you commit to it.
4. Click Confirm.

Two rules apply:

• You cannot reduce the pool below the number of licences currently assigned. Voltasis tells you how many people to deactivate first.
• If the payment for an increase does not go through, the pool stays at its old size. You are never given licences that were not paid for.

Proration explained

Voltasis uses day-based proration, and it only ever applies when the pool size changes:

• Buying licences: you are charged for the remaining days in the current billing cycle.
• Releasing licences: you receive a credit for the remaining days.
• Credits are applied to your next invoice automatically.

Tip: The proration preview shown before you confirm is generated by Stripe against your actual subscription, so it is the real figure rather than an estimate. A breakdown also appears in your invoice history at Settings > Billing > Invoice History.

Annual billing

On an annual plan proration works the same way over a 12-month cycle. Buying a licence mid-year charges you for the remaining months.

During your trial

The pool is not enforced while you are trialling Voltasis — invite whoever you need. When you convert to a paid plan, checkout is pre-filled with the number of licences you actually assigned during the trial, so you start with exactly what you are using.