Billing and seats

The short version, exactly as the billing page puts it: “Free for up to 10 people. Above that: £5/mo plus £1/mo per extra person, plus VAT, billed monthly through Stripe.” Every plan has every feature — the only variable is headcount. Full worked examples are on the pricing page.

Who counts as a seat

Everyone who isn’t archived — including people invited but not yet signed in. Archive a leaver and they stop counting immediately. Your bill adjusts automatically as people join and leave.

The 30-day trial

New organisations get 30 days of everything, no card, any team size. When it ends:

• 10 or fewer people — nothing happens; you’re on the free plan indefinitely.
• More than 10 — you’ll need a subscription. Admins get a heads-up banner in the final week.

Subscribe

Admins: Settings → Billing → Upgrade. That opens Stripe Checkout — Rotaleave never sees your card. Back in Settings the card confirms “Subscribed — thank you.” and from then on shows your live status, e.g. “Active — 14 seats, £9/mo”. Where VAT applies you’ll see the split: “£9 + £1.80 VAT = £10.80/mo” — checkout always shows the final amount before you confirm.

Manage billing opens the Stripe portal for card changes, invoices and cancellation. No contract — it’s monthly, cancel any time.

If payment fails

Admins see “Payment failed — update your card to keep full access” with an Update card button. Staff just see that there’s a payment issue and that the admin knows.

The read-only freeze

Over 10 people with no subscription (trial expired, or subscription stopped)? The organisation goes read-only: everything is visible, nothing is deleted, but changes don’t save — attempts get “This organisation is read-only — the change wasn’t saved.” Unfreeze by subscribing, or by archiving down to 10 or fewer people.

Hitting the free limit

Adding an 11th person on the free plan prompts: “You’ve reached the 10-person free limit — £5/mo + £1 per extra person.” Admins can upgrade on the spot; everyone else is pointed at their admin.