Office access, employee seats and storage are checked separately. This guide helps you understand which access is active and whom to contact when work is restricted. Check prices, periods and quantities on the current screen.
Who can open subscription settings
- Viewing “Subscription and billing” requires its own permission. Management requires an additional permission. The current roles grant these permissions to administrators, chief accountants and accountants.
- Administrators have “Subscription and billing” at the bottom of the sidebar. The item is currently hidden for accounting roles, although the page is allowed. If you have viewing permission, you can open “Subscription and billing” using this link.
- When the general notice about a missing subscription appears, “Open subscription” is available only to employees with viewing permission. Other employees contact the person responsible for subscriptions in their company.
- Select the correct “Workplace” before checking. The resource summary covers the whole account, while invoice history belongs to the payer organization of your current working office.
Check current access and offices
- Open “Subscription and billing” and find “Current access”. “Offices” shows “Paid: …”, “Trial period: …” and the trial expiry date. When no access is active, it shows “No active access”.
- Open “Offices”. Find the required office and organization, then check “Status” and “Paid until”. This lists active offices of active organizations across the whole account; inactive and archived records are hidden.
- Compare expiry dates with your planned work. If the expiry date is today, check the current status: a date without a time does not guarantee access until the end of that day.
| Office status | What it means |
|---|---|
| Paid | The office has its own active access period. |
| Expiring soon | The office's period is still active but will end soon. |
| Trial period | The office uses the account's trial access. |
| Unpaid | Neither an office access period nor trial access is active. |
The trial starts when the owner registers and covers the account's offices. Changing the office or language does not restart it. Payment is recorded separately for each office. When an office's payment and the trial are both active, its payment expiry is shown; other offices may continue using trial access. When all active offices are paid, the trial is hidden in the summary. For a trial office, “Paid until” shows the trial's expiry.
Archiving an office or making it inactive does not pause its payment period. Temporary access through “Promised payment” may also appear in the office access summary: check active access and invoice status separately.
Check employee seats
- Open “Employees”. Check “Included by offices”, “Purchased extra”, “Total available” and “Extra seats paid until”.
- Compare the shared limit with the number of active employees who are not archived across the account. All roles count, including administrators; there is no separate limit for each office.
- Before adding an active employee, enabling activity or restoring one, check that the limit allows the action. If it is denied, contact the person responsible for subscriptions.
“Total available” and the seats shown in “Current access” mean the full limit, not the number of vacant seats. Included seats depend on active offices with trial or paid access; active extra seats are added to them. When extra seats expire, the limit may decrease, but employees are not archived automatically. Paying for extra seats alone does not grant office access.
Check storage capacity and usage
- Open “Storage” and check “Base limit”, “Current limit” and “Paid until”. A paid package sets the total capacity rather than adding to the base. Without an active package, the base capacity applies.
- To see actual usage, open “Extensions”, find “File storage” and click “Open”. This screen requires its own access permissions.
- In “Storage overview”, check “Used”, “Available” and “Total files”. Compare usage with the limit before uploading. The subscription page shows package capacity, not actual usage.
Storage is shared by all organizations and offices in the account. Usage includes undeleted permanent and temporary files, attachments and system-generated documents. Exceeding the limit may prevent a new upload or the creation of a new document. Package expiry does not itself delete saved permanent files, but restores the base limit. Paying for storage does not replace office access.
Distinguish an invoice from active access
In “History”, check invoices for the correct payer organization. Changing your working office to another organization may change the history, while the account's resource summary remains shared. “Payment reported” means it awaits review. Clicking “Report payment” does not activate a paid period; after payment is confirmed, check the invoice status and the period it covers. If the next period has been paid, today's summary may not yet change. If needed, ask the responsible person for its start date, then compare current dates and limits. Detailed invoice creation and promised payment belong to separate guides.
If work is restricted
- You lack permission for a page or action. A subscription does not grant employee permissions or access to other offices. Check your role, working office and the required extension's availability.
- There is no trial or access to at least one office. Ordinary changes are blocked; available pages can be viewed with the usual permissions. Saved data is not deleted because the subscription expires. The responsible person can open subscriptions and restore access.
- The required office is marked unpaid. Check its period separately from other offices. The current general block on changes depends on the account having access to at least one office; an unpaid office's status alone does not mean it cannot be selected.
- An active employee cannot be created or restoration fails. Check the shared active employee limit and extra seats' expiry. Removing an office from the active list may also reduce included seats.
- A file cannot be uploaded or a document created. Check storage usage and active capacity. A quota error, missing working access and insufficient permissions are different causes; follow the rejection message.
- Payment was reported, but access has not changed. Check the correct payer's invoice and wait for payment confirmation. If a future period has been paid, confirm its start date. Reopen the page and compare current access dates and limits with that period.
What to check before work begins
- The correct working office and organization are selected.
- The office's active access and expiry are understood.
- The employee limit and storage capacity suit the planned work.
- Extension access and employee permissions are checked separately.
- For confirmed payment, its covered period and whether it has started are checked.