Billing & Subscription¶
Subscription Plans and Payment Management¶
This guide covers PulseRoster's subscription plans, features, billing management, and what happens when payments fail.
Subscription Plans¶
PulseRoster offers three subscription tiers:
Free Plan¶
| Feature | Limit |
|---|---|
| Price | $0/month |
| Departments | 3 |
| Subdivisions per department | 3 |
| Members | 20 |
| Custom fields | 3 per department |
| Invite links | Unlimited |
| Discord notifications | 3 event types |
| Audit log retention | 30 days |
| Duty & activity history | 30 days |
| Documentation | 5 documents, 2 folders, 2 code tables, last 3 versions |
| Application forms | 1 |
| Custom staff roles | 3 |
| Features | Everything you need to actually run a department: member-based roster, duty clock & activity tracking, full Discord role sync, Discord member import, CSV bulk import, full LOA (custom types, calendar, extensions, auto-approve), disciplinary system with appeals, department transfers, subdivisions & subdivision rosters, community roles, member notes, announcements, certifications, commendations, documentation, applications, analytics, custom staff roles, and a public roster page |
Free is a complete roster, not a trial
Every core feature is switched on. Paid plans differ by scale (more departments, unlimited members, longer history, more documents) and depth (per-rank activity requirements, slot-based rosters, per-department documentation, white-label branding, a custom domain) — never by turning a core function off.
Standard Plan¶
| Feature | Limit |
|---|---|
| Price | $6.99/month ($69.99/year) |
| Departments | 15 |
| Subdivisions per department | Unlimited |
| Members | Unlimited |
| Custom fields | 10 per department |
| Invite links | Unlimited |
| Discord notifications | 15 event types |
| Audit log retention | 180 days |
| Duty & activity history | 1 year |
| Documentation | 50 documents, 15 folders, 10 code tables, last 25 versions |
| Application forms | 5 |
| Custom staff roles | 10 |
| Features | Everything in Free, plus unlimited members, roster modes (slot-based/hybrid), per-rank activity requirements and activity warnings, .docx document import, all 3 public-roster themes, and the custom display-name format builder |
Professional Plan¶
| Feature | Limit |
|---|---|
| Price | $19.99/month ($199.99/year) |
| Departments | Unlimited |
| Subdivisions per department | Unlimited |
| Members | Unlimited |
| Custom fields | Unlimited |
| Discord notifications | All event types |
| Audit log retention | Unlimited |
| Duty & activity history | Unlimited |
| Documentation | Unlimited (documents, folders, code tables, version history) |
| Application forms | Unlimited |
| Custom staff roles | Unlimited |
| Features | Everything in Standard, plus a custom domain for your public pages, department-scoped documentation, document checklists, document↔certification integration (required reading), document read analytics, white-label branding, and priority support |
Managing Your Subscription¶
Upgrading Your Plan¶
- Go to Settings > Billing
- Click Upgrade on your desired plan
- Complete payment through our secure billing portal
- Your new features are available immediately
Downgrading¶
To downgrade to a lower tier or Free:
- Go to Settings > Billing > Manage Subscription
- Select the new plan or cancel
- Changes take effect at the end of your billing period
Downgrade Limits
If you have more resources than your new plan allows (e.g., 5 departments on Free which allows 3), you won't be able to add new departments or members until you're within limits. Your existing data is preserved - you can still edit or delete resources.
Payment Failure & Subscription Lifecycle¶
If a payment fails, PulseRoster uses a grace period system to give you time to update your payment method.
Timeline¶
| Day | Status | What Happens |
|---|---|---|
| 0 | Past Due | Payment fails. You receive an email notification. Full access continues. |
| 0-2 | Past Due | You see a warning banner. Update payment to return to normal. |
| 2 | Suspended | Community access is restricted to owner only. Members see "Community Unavailable". |
| 2-7 | Suspended | Owner can access dashboard to update payment or export data. |
| 7+ | Canceled | Subscription auto-cancels. Community downgrades to Free tier. |
What "Suspended" Means¶
When a community is suspended due to payment failure:
- Owner: Full dashboard access with warning banner
- Members: See "Community Temporarily Unavailable" message
- Data: All data is safe and preserved
- Resolution: Update payment method to restore full access immediately
Automatic Downgrade¶
After 7 days without payment:
- Subscription is canceled automatically
- Community tier changes to Free
- Previous tier is saved (shown on billing page)
- All existing data is preserved
- New resource additions are blocked if over Free tier limits
Keep-but-Freeze Policy
We never delete your data on downgrade. If you had 50 members and downgrade to Free (20 limit), all 50 members remain. You just can't add new ones until you upgrade or reduce to 20.
Restoring Service¶
During Suspension (Days 2-7)¶
- Log in as the community owner
- Go to Settings > Billing
- Click Update Payment Method
- Complete payment
- Full access is restored immediately for all members
After Downgrade (Day 7+)¶
- Go to Settings > Billing
- Click Upgrade on your desired plan
- Complete payment
- Your previous tier features are restored
Over-Limit Warnings¶
If your community is over the Free tier limits (common after downgrade):
- A warning banner appears on the Billing page
- Shows which limits you exceed (departments, members)
- You can still edit and delete existing resources
- You cannot add new resources until within limits
Reducing Usage¶
To get within limits without upgrading:
- Remove unused departments or merge them
- Remove inactive members
- Once within limits, normal operations resume
Billing Portal¶
Manage all billing through our secure portal at billing.mypulsetech.com:
- View invoices and payment history
- Update payment method
- Change subscription plan
- Download receipts
Linking Your Community¶
If you're setting up billing for the first time:
- Go to Settings > Billing in PulseRoster
- Click Generate Link Code
- Copy the 6-character code
- Log in to billing.mypulsetech.com
- Go to Link Community and enter your code
- Select your subscription plan
FAQ¶
Q: Will I lose my data if my payment fails? A: No. Your data is never deleted. You have 7 days to update payment, then the community downgrades to Free with all data preserved.
Q: Can members still use the roster during payment issues? A: Days 0-2: Yes, full access. Days 2-7: No, only the owner can access. After Day 7: Yes, but with Free tier limits.
Q: What happens to my departments if I downgrade? A: They stay exactly as they are. You just can't add new ones if you're over the Free tier limit of 3.
Q: How do I cancel my subscription? A: Go to Settings > Billing > Manage Subscription > Cancel. You'll retain access until the end of your billing period, then revert to Free.
Last updated: June 2026