If you want to deactivate a user & reduce/cancel a paid license so that you are not charged for it on your Recruit CRM Subscription, follow the steps below:
Please note: Deactivating users does not imply reducing the number of purchased licenses. In order to avoid getting charged for deactivated users, you have to reduce the unused purchased licenses/seats.
Deactivating a user
1. Go to the user management section from your admin settings.
2. Click on the pencil icon to the right of the user you want to deactivate and click on "Deactivate".
3. Now, the system will give you a pop-up with the following two options:
Deactivate User & Keep License
Deactivate User & Keep License
By clicking on "Deactivate User & Keep License" you are deactivating the user so they no longer have access to your database. However, this would not redirect you to update your subscription and reduce your paid license/seat at the same time.
And, you will still be charged for the unused purchased license till the time you reduce the license after deactivating the user.
If you decide to keep the license, you can then invite a new user to the license or reactivate a deactivated user.
Proceed to Plan Edit Page to Reduce the License
Proceed to Plan Edit Page to Reduce the License
Then, when you click on the "Proceed to Plan Edit page to reduce the license",
A. If your user role has access to the Plans & Billings section, the system will redirect you to customize your subscription plan so that you can reduce the unused paid license for the deactivated user.
Once you reduce the paid license, you will no longer be charged for it.
B. If your user role does not have access to the Plans & Billings section, the system will prompt you to reach out to your account owner so that can reduce the unused license before the next subscription renewal so that you do not get charged again.
Note: If you have any purchased license which is not currently being used by any user, a message will display the number of such licenses available in your account, at the top of the User Management page. From here, you'll have two options to choose from:
'Inviting new user(s)' to use the available seats' or alternatively;
'Reducing license count' to match the number of active users.
Now, let's see how you can reduce your paid licenses so you do not get charged for the license that your team is no longer using.
Reducing your paid licenses/users
1. Go to the Plans and Billings section and go to "View Current Plan" and click on "Edit Current Plan"
2. Then, decrease the "Total Users" count by the number you want to reduce (For e.g, If you wish to reduce 2 licenses, then decrease the "Total Users" count by 2)
Here, you'll also be able to see the number of unused licenses you have so that you can reduce the correct number of seats for all the unused licenses and not get charged for them on your next renewal.
Please note: You will not see the unused license alert/banner once the number of active users is equal to the number of purchased licenses on your account.
3. Then, click on Review Order and verify your new "Total Users".
4. Now, before you "Update Plan & Pay" click on 'I agree to Recruit CRM's Terms Of Service'. You won't be charged anything for this since you’re reducing a user.
That's it! Now, you won't be charged for the deactivated user and unused licenses on your next renewal :)