Billing & workspace — common questions
Use this page as a starting point when something about plans, invites, seats, training (G365), or what happens after you change tier is unclear. Each section links to a focused guide with more detail.
Quick links (by topic)
| I want to understand… | Read this |
|---|---|
| Invites, seats, pending invites, and G365 / Hub course access after someone joins | Invites, seats & G365 course access |
| Upgrades, downgrades, cancellation, past due, over limits | Plan upgrades, downgrades & cancellations |
The Plan & billing screen (tabs, Stripe, session_id return URL) | Plan & billing |
| Team members, roles, billing owner | Team settings |
| Accepting an email invitation (new vs existing account) | Accept a workspace invitation |
| What Admin / Editor / Reviewer / Auditor means | Workspace roles & permissions |
Short answers (FAQ)
Do seats include people who were invited but have not joined yet?
Yes. Your plan’s seat count includes active members plus pending invitations for that workspace. Cancelling an unused invite frees a seat; letting it expire also frees it after it expires.
If someone accepts an invite, do they automatically get the G365 course on the Hub?
It depends how your workspace got its plan access.
| Billing owner got access via | Invited member — automatic G365 on accept? |
|---|---|
| Internal admin script (90-day Starter grant / sales eval) | Often yes, if under the G365 seat cap and Hub is configured |
| Promo code at signup | No |
| Stripe (14-day trial or paid plan) | No on invite accept* — people already in the workspace when checkout completed may have been enrolled via a separate reconcile step |
*Your workspace Admin can still record G365 manually where the product allows it.
The person always joins the workspace as a member even when G365 is skipped.
See Invites, seats & G365 course access for the full picture.
What happens when we upgrade our plan?
Higher tiers usually apply immediately for limits and features. Stripe and the app stay in sync via checkout and webhooks. After subscription changes, the system may reconcile Hub access for existing members.
What happens when we downgrade?
Lower price in Stripe does not usually cut your limits the same second. The app keeps your current (higher) entitlements until the end of the paid period, and shows a pending downgrade on Plan & billing with the effective date. After that instant, limits match the new tier. If you already use more than the new tier allows (for example more seats or projects), the workspace can enter a state where new edits and creates are blocked until you free capacity — deletes are still allowed so you can clean up.
Payment failed (“Past due”) — can we still work?
Mostly read-only for changes. You can still review data; creating and editing is blocked until payment is fixed (update card via Plan & billing / Stripe portal when you have access).
Promo codes at signup — what do we get?
Promo codes (from a link like /register?promo=…) give Govern365 platform access for the plan tier and number of days configured in the Admin Portal. They do not include the G365 training course on the Hub, and they use up the one-time 14-day Stripe trial slot for that account. See Plan & billing to subscribe after the promo period ends.
Enterprise evaluation ended — what now?
If you had time-limited enterprise-style access from sales and did not connect a paid Stripe subscription, the workspace can become read-only until someone with billing access subscribes. Nothing is deleted automatically.
Still stuck?
- Workspace admins should open Plan & billing for status banners and the pricing table.
- Team issues: Team settings.
- Training / Hub login or course visibility is also governed by your organisation’s Hub deployment and email delivery — your admin or support can confirm the live Hub URL (often branded around GAICC Hub).