Billing and Plans
Your CapySays subscription determines what you can do and how much of it. This page explains how plans work, how to manage your subscription, and what happens when you approach or reach a limit.
Understanding Plans
Each organization in CapySays operates under a subscription plan. Your plan controls two things:
Resource Limits
Plans set a maximum on how many of each resource you can create:
| Resource | Description |
|---|---|
| Organizations | How many organizations you can own |
| Branches | Total branches across all your organizations |
| Locations | Total locations across all branches |
| Devices | Total feedback devices across all locations |
| Staff members | Total staff members across all organizations |
| Activities | Total activities across all organizations |
| Monthly feedback responses | How many feedback submissions you can receive per calendar month |
Features
Plans also determine which features are available to your account:
| Feature | Description |
|---|---|
| Data export | Download your feedback data as CSV or other formats |
| Advanced visualizations | Access to richer charts and analytics views |
| API access | Use the REST API to integrate CapySays with other tools |
| Priority support | Faster response times from the CapySays support team |
| White-label option | Remove CapySays branding from the collector experience |
| Referral eligibility | Participate in the referral program and earn rewards |
| Data retention period | How long your collected feedback is stored before automatic cleanup |
Choosing a Plan
Visit the Pricing page to compare all available plans. Each plan card shows its resource limits and feature set at a glance. One plan may be highlighted as the recommended option based on typical usage.
Free plans are available. You can sign up without entering payment details and start using CapySays immediately. The free plan has lower resource limits but no time constraint — use it for as long as you need.
If you have a signup code, enter it on the signup form. Codes can unlock discounts, extended trials, or hidden plans that are not shown on the public pricing page. See Signing Up with a Signup Code below.
Signing Up with a Paid Plan
When you select a paid plan during signup:
- Complete the signup form and verify your email address.
- After email verification, you are redirected to Stripe Checkout to enter your payment details.
- Stripe handles all payment processing securely — CapySays does not store your card information.
- After a successful payment, you are redirected to your Dashboard and your plan is active immediately.
If you close or cancel the Stripe Checkout session, you are returned to the Pricing page so you can reconsider your options. Your account is created but remains on the free plan until payment is completed.
Signing Up with a Signup Code
Signup codes let partners, ambassadors, or promotions offer special terms to new users.
Entering a Code
You can enter a signup code in two ways:
- During signup — type the code into the signup code field on the account creation form.
- Via a pre-filled URL — codes can be embedded in a link (for example, from an ambassador's QR code or marketing email). When you visit that link, the code is pre-filled in the signup form automatically.
What a Code Can Do
| Benefit | Description |
|---|---|
| Percentage discount | A percentage off the plan's regular price (e.g., 20% off) |
| Fixed discount | A fixed amount deducted from the plan price (e.g., $10 off) |
| Extended trial | A longer free trial period before billing begins |
| Hidden plan | Access to a plan not listed on the public Pricing page |
Code Limits
- Each code can only be used once per account.
- Codes may have a maximum total number of uses across all accounts — once that limit is reached, the code is no longer valid.
Managing Your Subscription
Role required: Owner
Your subscription is managed through the Billing Portal, powered by Stripe. You can access it from your organization settings or from your Dashboard.
From the Billing Portal you can:
- View your current plan and next billing date
- Update your payment method
- View and download invoices
- Change your plan (upgrade or downgrade)
- Cancel your subscription
All billing actions within the portal are handled directly by Stripe.
Plan Limits in Practice
Utilization Bars
The Workspace displays a utilization bar for each resource limit on your plan. As you create more resources, the bar fills toward its maximum.
When you reach a limit:
- The bar fills completely.
- You cannot create more of that resource.
- You'll see a message prompting you to upgrade your plan or remove existing resources to free up space.
Monthly Response Cap
Your plan limits how many feedback submissions you can receive per calendar month. This counter:
- Resets at the start of each calendar month, regardless of when your billing cycle renews.
- Stops accepting new feedback when reached — devices will not record additional submissions until the counter resets the following month.
If you regularly hit the monthly cap, consider upgrading to a plan with a higher response limit.
Plan Status
Your organization's plan can be in one of the following states:
| Status | Meaning |
|---|---|
| Active | Everything works normally. Your plan limits and features are fully available. |
| Frozen | Your organization exists and your data is intact, but you cannot make changes (add resources, edit settings, and so on). This typically occurs due to a billing issue such as a failed payment. Update your payment method in the Billing Portal or contact support to resolve it. |
| Cancelled | Set when you delete your account. Your data is preserved for 30 days, and your plan can be restored if you reactivate within that window. |
Upgrading Your Plan
To move to a higher-tier plan:
- Open the Billing Portal from your Dashboard or organization settings.
- Select Change plan and choose a higher-tier option.
- Confirm the change.
The upgrade takes effect immediately. Your new resource limits and features are available right away. Billing is typically prorated — you pay only the difference for the remainder of your current billing cycle.
Downgrading Your Plan
To move to a lower-tier plan:
- Open the Billing Portal.
- Select Change plan and choose a lower-tier option.
- Confirm the change.
Important: If your current resource usage exceeds the new plan's limits, the downgrade cannot proceed until you remove enough resources to fit within those limits. The Billing Portal will indicate which limits are exceeded.
The downgrade typically takes effect at the end of the current billing cycle, so you continue to have access to your current plan's features and limits until then.
Related Pages
- Organizations — plan limits and data export
- Account Management — account deletion and its effect on plans
- Glossary