Licensing & subscriptions

How licensing works

Hubtoll is sold by the seat, for each product you use (for example, the HR suite, or Document Management). You buy a number of seats on a plan, then assign those seats to the people who need that product.

• Per product, per seat. Each subscription covers one product and a fixed number of seats, with its own expiry date. If you use two products, that's two subscriptions.
• Plans. Choose Monthly or Annual (annual is the best value), alongside the one-month free trial.
• Pricing in your currency. Prices are shown in your country's local currency where supported, otherwise in US dollars. The price is seats × plan length.

Your free month

Every product comes with a one-month free trial — full access to that product, free, for a month, with no card required.

• On the New subscription screen, choose the product, pick the Free trial plan, and click Subscribe for free. There's no payment step.
• You get the free trial once per product — even after it ends. To keep using that product afterwards, you subscribe to a paid plan.
• Promo codes don't apply to the free trial, and a trial can't be renewed with another free package.

Buying a subscription

Open Licence management → New subscription and follow these steps:

• Pick a product — only active products are shown.
• Choose how many seats you need (at least one).
• Pick a plan — Free trial, Monthly, or Annual.
• (Optional) Enter a promo code and click Apply to preview your discount and new total before paying.
• Pay securely with Paystack for the amount shown. On success your licence is created immediately.

Buying a subscription automatically gives the purchaser one seat on that product (if they don't already have one), so you're ready to work right away. If you'd like renewals to happen automatically, pay with a card that supports it and Hubtoll will keep it on file for the next renewal.

Promo codes

If Hubtoll has given you a promo code, enter it at checkout and click Apply. You'll immediately see the base amount, the discount, and your new payable total — nothing is charged until you confirm.

• Discounts are either a percentage off or a fixed amount off.
• A code may be limited to a specific product or plan, have an expiry date, or a limited number of uses — if a code doesn't apply, the preview tells you why in plain words.
• If a code brings your total to zero (100% off), there's no payment step — just click Subscribe with promo.
• Promo codes can be used on renewals, but not on the free trial.

Assigning seats to staff

A subscription is a pool of seats. You decide who fills them.

• Add people to a licence from the licence's detail screen. Only members who don't already hold an active seat for that product can be added.
• Available seats = seats you bought − seats currently in use. You can't assign more active seats than you paid for.
• Revoke a seat to free it up for someone else. Revoking is reversible — re-enabling a revoked seat simply uses a seat again (as long as one is free and the licence hasn't expired).

Renewing

Renew from Licence management → Renew subscription. Renewal creates a fresh licence and retires the old one, carrying your team forward.

• Your unused days come with you. Any time left on the old licence (rounded up to whole days) is added onto the new licence's expiry, so renewing early never wastes what you've already paid for. (An already-expired licence carries nothing over.)
• Only active seats carry over. People whose seats were revoked aren't resurrected — re-add them if needed.
• Your new seat count must be at least as many as the people currently holding active seats.
• You can apply a promo code to a renewal (but not a free-trial package).

Expiry & grace period

When a subscription passes its expiry date, access doesn't vanish — it steps down gracefully.

• Grace period. Your company can have a grace period (a number of days) during which seat-holders keep full access after expiry. If no grace period is set, access steps down the moment the licence expires.
• Read-only mode. After grace, people who held a seat can still view their records, but creating, editing and deleting are paused, with a clear prompt to renew. For Document Management, you keep preview access but new uploads and downloads of originals pause.
• Renewing restores everything instantly.

Who can manage licensing

Licensing actions are available to your company administrators — anyone with full corporate access (SUPER_ADMIN). Renewing a licence is deliberately possible even when an HR licence has expired, so you can always get back to full access.

Good to know

• The free trial is once per product, ever — after it, a paid plan is required for that product.
• By default there's no grace period — set one if you want a buffer after expiry.
• Seats are hard-capped at what you bought — buy more or renew with a higher quantity to grow.
• Renewals keep your unused days but carry only currently active seats.
• Automatic renewal only happens if your card supports being saved for reuse.