Subscription Management

The Subscription Management page provides a centralized dashboard for administrators to monitor the health and status of their Freedam workspace. It offers real-time visibility into resource consumption, ensuring you stay within your plan's allocated limits for storage and user seats.

This feature is primarily for Workspace Administrators and Tenant Admins who need to oversee billing status, verify which features are currently active, and determine when a plan upgrade is necessary to support organizational growth.

Page Overview

• Purpose: To provide transparency into plan entitlements and current resource utilization.
• When to use it: Use this page to check remaining storage, verify how many admin seats are available, or confirm if a specific feature (like API access or advanced security) is included in your current plan.
• What you can do here:
  • View current plan name and description.
  • Track storage usage with visual progress bars.
  • Monitor the number of active Admin and Tenant Admin users.
  • Check trial expiration dates and remaining days.
  • Review a comprehensive list of enabled and locked features.
  • Initiate an upgrade request.

Who can use it

• Access is strictly limited to users who belong to the Tenant Administrators group. Regular administrators, editors, and contributors cannot open this page and will see a "Forbidden" response if they try.
• The number shown in the Tenant Admins card is exactly the count of users currently allowed to see and manage this page.

Page Layout

• Top bar: Displays the "Plan & Usage" title, a badge indicating your current plan (e.g., "Pro plan"), and the "Request upgrade" button.
• Main area: Contains the Plan Summary card, status alerts for trials or free plans, and a grid of resource statistics.
• Features Grid: Located at the bottom of the page, showing all available platform capabilities and their current availability status.

Main Features

Plan Summary & Status

• What it's for: Provides an immediate snapshot of your billing tier and any urgent account statuses.
• Typical use: Checking if the workspace is on a Free plan or if a trial period is nearing its end.
• Result: Displays specific badges such as "Trial — X days remaining," "Trial expired," or "Free plan."

Resource Usage Tracking

• What it's for: Visualizes how much of your allocated resources are currently in use.
• Typical use: Monitoring storage growth to prevent upload blocks or checking seat availability before inviting new administrators.
• Result: Shows real-time percentages and color-coded progress bars (Green for healthy, Amber for warning, Red for critical/exceeded).
• What counts toward storage: The figure combines the size of your assets (excluding anything in the trash), all associated media (previews, thumbnails, conversions, watermarked copies) and all file attachments. The number is cached for 5 minutes for performance, so very recent uploads may take up to five minutes to be reflected.
• Exact thresholds Freedam uses:
  • 0-79% of your limit: healthy (green).
  • 80-89%: warning (amber) — "Storage is filling up" banner on upload.
  • 90-99%: critical (red) — "Storage is almost full. Consider upgrading your plan" warning.
  • 100-105%: exceeded — uploads still succeed during this 5% grace buffer, but every upload shows "You have exceeded your storage limit. Please upgrade your plan soon to avoid interruptions."
  • Above 105%: blocked — new uploads are refused with "Your storage is full. Please upgrade your plan or free up space to continue uploading." Existing assets, downloads, and edits continue working normally.

Feature Availability List

• What it's for: Lists all platform features and indicates whether they are unlocked by your current plan.
• Typical use: Determining why a certain tool might be inaccessible or "locked" in the interface.
• Result: Displays features with a "Check" icon (enabled) or a "Lock" icon (disabled).
• Feature modules that can be locked or unlocked by your plan: Face Detection, Brand Guide, Chat, Analytics, Rights Management, Custom Pages, Watermarks, AI Studio, Invitations, Audit Logs, and Templates.
• Trial unlock: While your workspace is on an active trial, every feature in the list above is treated as enabled so you can evaluate the full product — only the storage quota and admin-seat limits stay in force.

Detailed Feature Documentation

Usage Statistics Cards

• Purpose: To provide granular data on Storage, Admin Users, and Tenant Admins.
• Where to find it: In the center of the page, look for the three-column grid of cards.
• What you'll see: Total bytes used vs. limit, total admin count vs. seat limit, and the number of users with plan management permissions.

How to use it:

1. Locate the Storage card to see the exact amount of data (KB, MB, GB, or TB) your assets are consuming.
2. Observe the Admin Users card to see the percentage of your seat limit currently occupied.
3. Review the Tenant Admins card to see how many users have the authority to manage this subscription page.

Feature Access Grid

• Purpose: To identify which functional modules are active for your workspace.
• Where to find it: Scroll to the bottom section labeled Features.
• What you'll see: A grid of tiles, each representing a feature. Enabled features appear highlighted with a blue checkmark; disabled features appear faded with a lock icon.

How to use it:

1. Scan the list for the feature name you are interested in.
2. If the tile is faded and shows a Lock icon, this feature is not included in your current plan.
3. If the tile is highlighted and shows a Check icon, the feature is fully active.

Complete Workflows

Workflow: Requesting a Plan Upgrade

• Goal: To notify the appropriate personnel that the workspace requires more resources or features.
• Prerequisites: You must be logged in as an administrator.

Steps:

1. Navigate to the Plan & Usage page via the Admin menu.
2. Locate the Request upgrade button in the top right corner of the page.
3. Click the button.
4. A notification will appear confirming that your request has been noted or providing instructions to contact your workspace administrator.

• Expected result: A toast notification will surface the message "Contact your workspace administrator to request a plan upgrade."
• If it doesn't work: Ensure you have an active internet connection; if the button is disabled, your plan may already be at the maximum tier.

What happens behind the scenes

• Trial duration: Freedam provisions new paid-tier workspaces with a 30-day trial window. During the trial every feature module is unlocked, so you can assess the full platform before paying.
• Automatic downgrade when the trial ends: Overnight at 6:00 AM, any workspace whose Team trial has expired is automatically moved to the Free plan. The tenant administrators receive an email listing exactly which features and limits are lost (previous storage cap, new storage cap, previous admin seat count, new admin seat count, and the list of features that stop working) along with a link back to the workspace. Your central account manager is notified by email at the same time.
• Suspension of dormant Free workspaces: At 6:30 AM every morning, Free plan workspaces that have had no login activity for 14 days are suspended. Freshly-downgraded tenants get a full 14-day inactivity window from the day their trial ended.
• Seat counting: The "Admin Users" card counts every user who holds any permission that starts with admin. — so a teammate who only has, say, "Administer assets" still counts against your admin seat limit.
• Override support: Your account manager can grant targeted overrides on a per-workspace basis (for example, temporarily raising the admin seat cap, or unlocking Analytics on a plan that doesn't normally include it). When an override is in place it silently takes precedence over the standard plan limits shown in the feature grid.

Notifications sent

• Trial expiry: When a trial ends, every tenant administrator receives a personalised email summarising the change ("Trial Expired"), naming the previous plan, the new plan, every feature lost, the previous and new storage caps (formatted in KB/MB/GB/TB), and the previous and new admin seat counts. The workspace URL and a support contact email are included.
• Upgrade acknowledgement: Clicking Request upgrade triggers an in-app toast telling the administrator how to reach their workspace admin. It does not email anyone — this is by design, so you can route the conversation internally.

Workflow: Monitoring Storage Limits

• Goal: To ensure the workspace does not exceed its data storage quota.
• Prerequisites: Workspace must have a defined storage limit (non-unlimited plan).

Steps:

1. Open the Plan & Usage page.
2. Find the Storage card.
3. Check the color of the progress bar:
   • Green: You have plenty of space.
   • Amber: You are approaching your limit (80%+).
   • Red: You are at or over your limit.
4. Read the text below the bar (e.g., "95% used") for the exact percentage.

• Expected result: The progress bar updates dynamically based on current asset volume.

Good to know

• 5% grace buffer: Even when you hit 100% of your storage quota, uploads continue to work up to 105% — this exists so nobody is blocked mid-upload of a large asset. Above 105% the block is firm.
• Trashing assets frees quota slowly: Storage calculations exclude soft-deleted (trashed) assets, so moving things to the trash frees quota immediately on the backend — but the on-screen percentage updates after the 5-minute cache refreshes.
• Storage delta accounting: Rather than re-scanning your entire library, Freedam keeps a running delta in the background whenever assets are added or removed, so the figure stays accurate without costly recalculations.

Tips and Best Practices

• Monitor Seat Counts: Before hiring new staff, check the Admin Users card to ensure you have available seats to avoid "Seat Limit Exceeded" errors during user creation.
• Trial Awareness: If you are on a trial, keep an eye on the Trial remaining badge at the top of the page to ensure a smooth transition to a paid plan without service interruption. Plan changes happen at 6:00 AM server time, so aim to resolve upgrades the evening before.
• Storage Cleanup: If your storage bar is Red, consider deleting unused assets or versions before requesting an upgrade.
• Dormancy matters: If you intend to keep a Free workspace parked for later, log in at least once every two weeks to avoid the automatic suspension sweep.

Troubleshooting

Issue: Feature is locked but should be available

• Symptoms: A feature tile shows a Lock icon even though you believe you paid for it.
• Cause: The plan synchronization may not have refreshed, or the feature is part of a higher tier.
• Fix:
  1. Refresh your browser page.
  2. Check the Plan Summary card to confirm your current plan name matches your invoice.
• Prevention: Always verify feature inclusions in the "Features" grid immediately after a plan change.

Issue: Storage bar shows "Exceeded" or "Blocked"

• Symptoms: The storage bar is dark red and users cannot upload new assets.
• Cause: Your workspace has surpassed 100% of its allocated disk space.
• Fix:
  1. Click Request upgrade to increase your limit.
  2. Delete large files from the asset library.
• Prevention: Set a recurring calendar reminder to check the Plan & Usage page weekly.