How does user deactivation impact billing, and what steps ensure accurate charges?
Deactivating a user in the 8am system does not automatically stop billing for their license; you must also update your subscription. Understanding the impact of user deactivation on billing and knowing the steps to ensure you only pay for active licenses is key to managing your subscription efficiently.
Billing Implications of User Deactivation
Deactivated Users Still Consume Licenses: Even after deactivation, a user's license remains active unless explicitly removed. This means you will be charged for a deactivated user's license until further steps are taken. Deactivation is often considered a "standby" status.
Refunds or Adjustments: Billing adjustments generally take place at the start of the next billing cycle. If a license is deactivated mid-term, the change will not lower your subscription price immediately or generate a refund for unused time within the current billing period. However, your charges will reflect the adjusted count in the subsequent billing cycle when renewal occurs.
Replacing Users Without Charges: If you plan to replace a deactivated user with a new one, there is no additional cost as long as the replacement user assumes the existing, paid license.
Steps to Stop Charges for Deactivated Users
To ensure you are not charged for licenses no longer in use, follow these steps:
Delete the Deactivated User Account: Start by fully removing the user account from the system. Deactivating alone is insufficient.
Update Your License Count: Navigate to Settings > Subscription in your system dashboard to reduce the number of active licenses.
Save the Changes: Ensure that the changes to your license count are saved so they take effect.
Important Notes on Timing
Plan Deactivation Before Renewal: To avoid being charged for another cycle, deactivate and delete users before the renewal date. This ensures accurate billing for the next cycle.
Checking User Status
To verify whether a user's account is still active, deactivated, or fully deleted, go to Settings > User Access in your 8am account. This section helps ensure you manage your subscriptions effectively and understand which users contribute to your billing.
FAQs About User Billing
What Happens If I Leave a Deactivated User Seat Vacant? A deactivated user's seat remains paid for the current term but can be reassigned to a new user without additional fees. If left vacant, the count will decrease at renewal.
Will I Be Charged for Deactivated Licenses at Renewal? No, a user's license is no longer charged if they are fully deactivated and removed before the renewal.
If I Deactivate a User Today, When Will the Changes Reflect in My Billing? Any reduction in your license count due to deactivation will be effective starting the next billing cycle. Active subscriptions remain charged according to the user count at the time of renewal.
By following these guidelines, you can ensure your subscription billing matches your actual usage and avoid unnecessary charges for inactive or deactivated users.