Licensing & subscriptions

How licensing works

Every company starts on the Free plan — every product, every module, a fixed number of seats, forever. When you need more seats on a product, you buy them by the seat, for that product (for example, the HR suite, or Document Management), and assign those seats to the people who need it.

• Per product, per seat. Each paid subscription covers one product and a fixed number of seats, with its own expiry date. If you buy seats on two products, that's two subscriptions.
• 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.

The Free plan

The moment your company is set up, it holds a Free plan licence on every product — nothing to pick, no payment step, no card. It never expires and there is no trial clock. The free plan is provisioned for one company per owner account: if the same owner creates a second company, that company starts without the free plan and can buy a paid plan.

• What you get. Every module and unlimited records on every product, 6 seats per product, and 100 MB of document storage for each seat-holder — the allowance belongs to the person holding the seat (100 MB each), it is not a shared pool.
• Seats are the only limit. Assign your 6 free seats to whoever needs each product. When you need a seventh person on a product, buy seats on a paid plan for that product.
• Freed seats stay reserved for 30 days. If you revoke someone's free seat, that seat is held for 30 days before it can be given to someone else — so the free plan can't be rotated through a whole company by revoking and re-assigning.
• Paid is one-way. Once you buy a paid plan on a product, that product no longer offers the free plan at checkout. If you genuinely need to return to the free plan, contact support and we'll look at it with you.

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 — 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 apply to paid plans (new and renewals) — the free plan is already free.

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 on the licence − seats currently in use. You can't assign more active seats than the licence holds — 6 on the free plan, what you bought on a paid plan.
• 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). On the free plan a revoked seat stays reserved for 30 days before it can go to someone else.

Renewing

Paid plans are renewed from Licence management → Renew subscription. Renewal creates a fresh licence and retires the old one, carrying your team forward. (The free plan never expires, so it is never renewed.)

• 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.
• A renewal is always onto a paid plan — it never lands you back on the free plan.

Expiry & grace period

When a paid subscription passes its expiry date, access doesn't vanish — it steps down gracefully. (The free plan has no expiry date.)

• 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 plan is perpetual — 6 seats per product, 100 MB of document storage per seat, no expiry, no card.
• Paid is one-way — after a paid plan on a product, the free plan is no longer offered for it at checkout; contact support if you need to go back.
• By default there's no grace period — set one if you want a buffer after a paid licence expires.
• Seats are hard-capped at what the licence holds — 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.