Workspace Subscription & Plan Management
Every workspace in DashboardFox has its own subscription. The Subscription page lets you view your current plan and usage, change your plan, and manage the billing account assigned to that workspace. This article covers everything available on the Subscription page inside the management portal.
Who Can Access Subscription Management
Access to subscription management is restricted to two roles: Owner and Billing Member. Regular agency members can view the Plan & Usage tab but will not see the Change Plan tab or any action buttons.
Opening the Subscription Page
Go to the main Workspaces dashboard.
Click the workspace you want to manage.
Select Subscription from the workspace menu.
The page has two tabs: Plan & Usage and Change Plan.
Plan & Usage Tab
This tab shows a summary of your current subscription, your license allocations, included features, and the billing account assigned to the workspace.
Current Plan
At the top of the page you will see your current plan name, subscription status, and pricing. The status indicator shows one of the following:
Trial — you are in a free trial period. The number of days remaining is shown in a banner at the top.
Active — you have a paid subscription in good standing.
Past Due — a recent payment failed. Access continues temporarily while the charge is retried.
Cancelled — the subscription has been cancelled and access will end at the date shown.
Transfer Trial — this workspace was transferred to you and has a grace period for you to set up billing.
Status Banners
Depending on your subscription status, a banner may appear prompting you to take action:
If you are on a trial and have not yet assigned a billing account, the banner will prompt you to assign one.
If you have a billing account but no payment method on file, the banner will prompt you to add one.
If your billing account and payment method are both set up, the banner will offer a Subscribe Now button to convert your trial.
If your trial has expired, the banner will offer a Subscribe button and, if eligible, an option to extend the trial by 7 days.
If the workspace was transferred to you, the banner will guide you through assigning a billing account and subscribing before the transfer trial ends.
If your subscription is cancelled, the banner will show when access ends and offer a Reactivate button if a prior subscription exists, or a Subscribe button for new subscriptions.
License Allocations
This section shows the quantities included in your current plan across key categories: Named Users, Public View Users, API Endpoints, Scheduled Jobs, Custom Domains, Branding Policies, and ODBC Drivers (Tier 1).
These values reflect the effective license on the workspace, which may include any add-ons you have purchased.
Included Features
A checklist of all available platform features shows which ones are enabled on your current plan. Enabled features are highlighted; features not included in your plan are dimmed.
Active Add-ons
If your subscription includes any add-ons, they are listed here with the quantity and price per billing cycle.
Billing Account
This section shows which billing account is currently assigned to the workspace and whether a payment method is on file for that account. From here you can:
Click Assign or Change to assign a different billing account (not available if the workspace has an active or past-due subscription — you must cancel first).
Click Manage Billing to go directly to the Billing page where you can add or update payment methods.
Note: You cannot change the billing account on a workspace with an active or past-due subscription. Cancel the subscription first, reassign the billing account, then resubscribe.
Cancelling or Cancelling Your Trial
If your subscription is active, past due, or in trial, a Cancel Subscription or Cancel Trial button appears at the bottom of the Plan & Usage tab. Cancellation takes effect at the end of the current billing period — you retain access until then. An immediate cancellation option may also be available in the cancellation flow.
Change Plan Tab
The Change Plan tab is where you select a new plan, configure billing frequency, and add optional add-ons. This tab is only visible to Owners and Billing Members.
Selecting a Plan
Available plans are displayed as cards. Each card shows:
Plan name and icon
Monthly price (shown as per-month equivalent even when annual billing is selected)
Named Users and Public View Users included
A Selected or Select button
Click any card to select that plan. The currently active plan is marked with a Current badge.
If you have an access code for a special or unlocked plan, click Have an access code? at the top of the tab, enter the code, and click Apply. If valid, the unlocked plan will be added to the selection and pre-selected automatically.
Billing Cycle
Use the Monthly / Annual toggle at the top to switch between billing frequencies. Selecting Annual shows the savings percentage compared to monthly billing. The savings badge on each card reflects the actual discount for that specific plan.
Add-ons
Below the plan cards, click Add-ons to expand the add-on panel for the selected plan. Add-ons are grouped into two categories:
Additional Capacity — quantities of Named Users or Public View Users you can add on top of your base plan. Use the + and − buttons to set the quantity you need.
Features — optional feature unlocks billed as a flat monthly or annual fee. Toggle them on or off with the Add / Added button.
Add-on pricing updates automatically in the Order Summary as you make changes.
Order Summary
At the bottom of the Change Plan tab, the Order Summary shows a live breakdown of your selected plan and any add-ons, including any discount that applies. The total shown reflects recurring charges per billing cycle.
Continuing to Checkout
Once you have selected a plan and billing cycle, click the Continue to Checkout button (or Review Changes if you have an existing paid subscription). This takes you to the Checkout page to review the full cost breakdown before confirming.
Checkout Page
The Checkout page is the final step before your subscription is activated or changed. It is not a separate page you navigate to directly — it appears after clicking Continue to Checkout from the Change Plan tab.
Plan Comparison
At the top, your current plan and new plan are shown side by side (for existing subscribers) so you can confirm you are making the right change. Trial users see only the new plan.
Charges Today
This section shows a line-item breakdown of what will be charged immediately, including:
The prorated amount for the remainder of your current billing period (for plan changes mid-cycle)
Any credits being applied from your account balance
Any discounts
The Due Today total is displayed prominently at the bottom of this section.
If you are on a trial converting to a paid plan, the full first period charge is shown here.
Going Forward
This section shows what your subscription will cost on each future billing cycle, starting from your next renewal date.
Promo Code
Enter a promo code and click Apply to validate it. If the code is valid, the discount is applied to the estimate and shown in both the Charges Today and Going Forward sections. Invalid codes will show an error message.
Payment Method
Your current payment method on file is shown here. If no payment method exists, a warning is displayed with a link to the Billing page to add one — you must have a payment method before you can confirm.
To use a different billing account, click Change to open the billing account assignment modal.
Subscription Agreement
Before confirming, you must check the agreement checkbox. This confirms that you understand your payment method will be charged today and that the subscription will automatically renew at the recurring rate until cancelled.
Confirming the Subscription
Click Confirm and Pay $X.XX to process the subscription. The button is disabled until:
A payment method is on file
The estimate has loaded
The agreement checkbox is checked
Once confirmed, a success screen appears showing your new plan and billing amount. Click Go to Subscription to return to the Plan & Usage tab, which will reflect your updated subscription.
Reactivating a Cancelled Subscription
If a workspace has a cancelled subscription that was previously active through Chargebee, the Plan & Usage tab will show a Reactivate button. Clicking it opens a confirmation modal. If reactivation can be processed immediately, your subscription is restored. If the prior subscription can no longer be reactivated directly, you will be redirected to the Change Plan tab to select a plan and go through checkout again.