Seats and active members

The Plus and Pro plans are billed per seat, that is per active member: a member of the organization who signed in, or played one of your games, during the billing period. Members who did neither are free.

• You count too: the Owner who created the organization, like any Owner or Admin, takes up a seat as soon as they are active.
• Players without an account never count: people who play your public games without an account, for example during an event, are not seats, however many they are.
• Learners from your LMS count: a game launched from a SCORM package is always a private game, played with a member account, so the learner is an active seat as soon as they play.

Activity is recorded as it happens and per organization:

• a sign-in (or a session still in use) counts in the organizations the person belongs to at that moment. A member of two organizations who is active counts in both, since both benefit; someone who joins your organization later is not counted for their earlier activity;
• a game played on one of your games counts only if the player is a member of your organization. Someone outside your organization who plays a public game, with or without an account, costs nothing;
• a member who was active and then leaves the organization remains a seat for the current period: removing members before the end of a period does not change what they already used. They no longer count from the next period on.

How seats are adjusted

Your subscription has a number of seats. We compare it every day with the number of active members of the current period:

• More active members than seats: seats go up right away. The difference, prorated to the rest of the period, is invoiced immediately (a separate invoice, charged to your payment method), not added to your next renewal invoice.
• Fewer active members than seats: seats never go down during a period (no credit note). They go down just before the renewal, to the number of members active in the period that ends.
• There is always at least one seat.

Each period is therefore paid in advance for the members active in the previous period, then topped up if more members become active. In practice, you pay once per period for each member who was active.

Example (monthly). You were billed 20 seats. On the 10th, a 21st member signs in for the first time this month: the subscription goes to 21 seats and you receive the same day an invoice for about two thirds of a month for that seat. If only 15 members are active by the end of the month, the next month is billed 15 seats.

The yearly plan works the same way, over a yearly period.

Where to see it

The billing screen shows the billed seats and the active members since the start of the period, members who left since then included. Without a subscription, it shows the members active over the last 30 days; a new subscription starts with the current members among them.

Subscribing twice

Clicking the subscribe button again, even from two browsers at once, reopens the same Stripe payment page for the same plan and billing interval while it is valid (one hour): you cannot end up with two subscriptions. Once a subscription exists, changes (plan, billing interval) go through the customer portal. If an organization is deleted while its payment page is still open, a payment made afterwards is canceled at once.

Failed payments

If a payment fails, Stripe retries it. Your organization keeps its plan (Plus or Pro) for 7 days after the first failure. Update your payment method in the customer portal: once the invoice is paid, everything goes back to normal. After 7 days without payment, the organization moves to the Free plan limits, without losing anything.