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Subscription Management

Required Permissions: Admin or SuperUser role Security Level: High Estimated Time: 14 minutes

The Subscription Management page lets you view your active subscriptions, create new ones, switch between plans, manage billing information, and — for corporate tenants on per-seat (enterprise) plans — choose how many purchased seats you pay for and allocate those seats to users. Access it at Admin Portal → Subscription Management.

Prerequisites​

  • Your account holds an Admin or SuperUser role.
  • A valid payment method is configured in the billing portal.
  • For seat management, your tenant must be a Corporate tenant type.

Overview​

The subscription page is divided into three areas:

AreaPurpose
Subscription CardsView and manage each active subscription — plan details, pricing, features, billing cycle, and actions.
Add a New SubscriptionBrowse available products and plans, choose a currency and billing interval, and subscribe via Stripe Checkout.
Help & ToolsSync subscription data with Stripe, check account balances, and review plan change options.

A toggle at the top lets you switch between showing only active subscriptions or all subscriptions (including canceled and past-due).

Viewing Subscriptions​

Each subscription appears as a card displaying:

  • Product and Plan — the product name and the plan you are on.
  • Status — Active, Canceling Soon, Past Due, or Canceled.
  • Billing Cycle — Monthly, Quarterly, or Yearly.
  • Current Period — start and end dates for the current billing period.
  • Days Until Renewal — countdown to the next renewal (or cancellation if scheduled).
  • Billing Email — the email address where Stripe sends invoices and receipts.
  • Plan Description — a summary of what the plan includes.
  • Active Pricing — the per-seat or plan unit price for the current billing interval and currency (for licensed per-seat products, the total subscription charge is this unit price × purchased seats).
  • Plan Features — feature chips showing what is included (e.g., AI Models, minimum and maximum users, Storage).
  • Purchased seats (Corporate per-seat plans) — the number of licensed seats billed on the subscription (at least the plan minimum; you can raise or lower quantity within plan limits via Change Seat Count).
  • Seat Allocation (Corporate tenants) — how many users have an assigned seat out of your purchased seats; the plan’s maximum users (MAX_USERS) cap is shown for context.
  • Region / stack — some subscriptions are tied to an additional infrastructure stack (another region); a chip may indicate the stack region when applicable.

Required resources​

If the product has infrastructure resource requirements, a validation section appears on the card. It shows whether the subscription plan includes all required resources. If resources are missing, you see a warning listing which resources need to be added — consider switching to a plan that includes them.

Creating a New Subscription​

If you can add subscriptions (additional products, or—on enterprise plans—an extra subscription for the same product to cover another stack), an Add a New Subscription section appears below your existing subscriptions.

Steps​

  1. Click Create New Subscription to open the plan browser.
  2. Select a Product from the dropdown. Developer and simple setups often allow only one active subscription per product—then products you already subscribe to are hidden. Enterprise tenants can have several active subscriptions for the same product when each one is tied to a separate stack (for example another region); the dropdown can list that product again when you are entitled to add another stack-backed subscription.
  3. Choose a Currency (USD, EUR, or GBP) and a Billing Interval (Monthly, Yearly, or Quarterly).
  4. Browse the available plans. Each plan card shows the price, description, included features, and a resource compatibility indicator.
  5. For per-seat enterprise plans, set the number of seats to purchase (within the plan’s minimum and maximum). The checkout amount reflects unit price × seat quantity.
  6. Click Subscribe on your chosen plan. You are redirected to the Stripe Checkout page.
  7. Complete the payment on Stripe. Corporate checkout may offer card and bank-based payment methods depending on currency (for example US bank account, SEPA, or BACS where enabled in your Stripe configuration). After successful payment you are redirected back to the subscription page with your new subscription active.

Tip: If no plans appear for your selected currency and interval, try a different combination — not every plan supports every currency or billing interval.

Resource compatibility​

When a product requires specific infrastructure resources, each plan card displays a compatibility badge:

  • All required resources included (green) — the plan covers everything the product needs.
  • Missing required resources (orange) — the plan does not include all necessary resources. You can still subscribe, but some features may not work until resources are provisioned.

Switching Plans​

You can change your subscription plan at any time while it is active.

  1. Click Switch Plan on the subscription card.
  2. A modal displays the available plans for the same product, showing pricing differences and feature comparisons.
  3. Select the new plan and confirm.

When you switch plans:

  • The change takes effect immediately.
  • Unused time on your current plan is converted to credits that are applied to future invoices.
  • You can check your credit balance at any time using the Check Balances tool.

Important: Switching plans mid-cycle adjusts your billing. You will not be double-charged for the same period.

Canceling a Subscription​

  1. Click Cancel Subscription on the subscription card.
  2. Choose when the cancellation should take effect:
    • At the end of the billing period — you keep access until the current period expires. The card shows a "Canceling Soon" status with the cancellation date. For subscriptions tied to infrastructure stacks, the platform may schedule controlled stack decommissioning after the period ends (grace period, notifications to admins, then resource teardown). Export data from storage and vector services before that window closes if you need local copies.
    • Immediately — access ends right away.
  3. Confirm the cancellation.

Reversing a cancellation​

If you scheduled cancellation at the end of the billing period and change your mind, click Keep Subscription on the cancellation warning banner. The subscription returns to active status and will renew normally.

Changing purchased seat quantity (corporate per-seat plans)​

For subscriptions billed per seat, the card shows how many seats you purchase on that subscription. To change quantity after checkout:

  1. Click Change Seat Count on the subscription card.
  2. Enter the new total seat count (within the plan’s minimum and maximum).
  3. Click Preview to see an estimate of proration for the current period and the next full billing period at the new quantity.
  4. Click Confirm Change to apply the update in Stripe. Charges are prorated according to Stripe’s rules; the modal explains how proration and the next period may appear on a single invoice.

Reduce quantity only after you have revoked enough user seats so you do not have more assigned users than purchased seats.

Managing Payment Methods and Billing Information​

Click Manage Payment Methods & Billing Info in the page header to open the secure Stripe billing portal. From there you can:

  • Add, update, or remove credit and debit cards (and other methods Stripe exposes for your customer).
  • Set a default payment method.
  • Update your billing address, contact email, tax IDs, and company details.
  • View and download invoices and payment history.

If you have subscriptions in multiple currencies, you are prompted to select which currency's billing account to manage.

Placeholder billing email​

If your billing email is a system-generated placeholder (ending in @placeholder.boogaenterprise.com), a warning appears on the subscription card. Click Update to open the billing portal and set a valid email so you receive invoices and payment notifications.

Help & Tools​

Expand the Help & Tools panel at the bottom of the page to access utilities:

Sync with Stripe​

Click Sync with Stripe to synchronize your local subscription records with the latest data from Stripe (including seat quantities and status). This is useful after making changes directly in Stripe's dashboard or if subscription data appears outdated. A results dialog shows the sync status for each currency.

Check Balances​

Click Check Balances to view your account balance across all currencies. A negative balance means you have credits available that will be automatically applied to future invoices. A positive balance indicates an outstanding amount due.

Plan Change Options​

Click Plan Change Options to view a summary of the two approaches to changing plans:

  • Switch Plan immediately — change now and receive credits for unused time.
  • Cancel and re-subscribe — keep the current plan until the end of the billing period, then subscribe to a new plan.

Seat Management (Corporate Tenants)​

Corporate tenants allocate subscription seats to individual users. A user must have an assigned seat to use the product under that subscription. The number of users you can assign is limited by:

  1. Purchased seats — what you pay for on that subscription (raise or lower via Change Seat Count within plan limits).
  2. Plan user cap (MAX_USERS) — the maximum users the plan allows across the tenant for that product tier.

The subscription card shows assigned / purchased seats and the plan user cap where applicable.

Accessing the Seats Page​

Click Manage Seats on a subscription card or the seats icon next to the seat allocation count. This opens the Subscription Seats page.

Subscription details​

The seats page displays a summary card with the subscription's product, plan, renewal date, status, billing cycle, and seat usage (active assigned seats relative to purchased seats and plan limits).

Assigning a seat​

  1. Click Assign Seat.
  2. Select a user from the dropdown. Only active users who do not already have a seat for this subscription are listed.
  3. Click Assign. The user immediately gains access.

If all purchased seats are assigned, or the plan MAX_USERS limit is reached, the Assign Seat button is disabled. To support more users, increase purchased seats (Subscription Management → Change Seat Count) or upgrade the plan, then assign seats.

Revoking a seat​

  1. Find the user in the seats table and click Revoke.
  2. Confirm the revocation. The user's access is removed immediately.

The revoked user's row remains visible with a "REVOKED" status. Their seat opens up for reassignment.

Reassigning a revoked seat​

Click Reassign on a revoked seat to reactivate that user's access without creating a new seat record. This is disabled if all seats are currently occupied.

Region assignment​

If the subscription's product requires infrastructure resources provisioned in specific regions, each seat may need a region assignment.

  • PENDING_REGION status means the user has a seat but no region assigned yet. Click Assign to select a region.
  • Manage lets you view, add, or revoke region assignments for a user who already has one.

To assign a region:

  1. Click Assign (or Manage → add from the dialog).
  2. Select an available region from the dropdown. Only regions with provisioned resources appear.
  3. Optionally check Set as default region.
  4. Click Assign.

To revoke a region assignment, click Revoke next to the assignment in the region management dialog.

Tip: If no regions appear in the dropdown, resources have not been provisioned yet. Go to Admin Portal → Infrastructure to provision resources in the required regions first.

Responsive view​

On smaller screens, some table columns are hidden to save space. Click the info icon on any row to open a details modal showing all seat information, region assignments, and available actions.

Security Considerations​

  • Payment data isolation: All payment information is stored and processed by Stripe. No card numbers or sensitive payment data are stored on the Booga Enterprise platform.
  • Billing portal security: The Stripe billing portal uses time-limited sessions. If a session expires, you must re-authenticate.
  • Seat management auditing: All seat assignments, revocations, and region changes are recorded in the audit log.
  • Multi-currency support: Subscriptions can be held in different currencies. Each currency has a separate Stripe customer record, keeping billing isolated.
  • Cancellation safety: Scheduling cancellation at the end of the billing period is reversible. Immediate cancellation is not.

Best Practices​

  • Keep your billing email up to date to ensure you receive invoices, payment confirmations, and renewal reminders.
  • Use the Sync with Stripe tool after any manual changes in the Stripe dashboard to keep your subscription data consistent.
  • For corporate tenants, regularly audit seat assignments. Revoke seats for users who no longer need access to avoid exceeding your plan's user limit.
  • Review your plan features periodically. If your team has grown or your usage patterns have changed, switching to a higher-tier plan may unlock features you need.
  • Use Check Balances after switching plans to verify that credits from your previous plan have been applied.
  • Assign user regions promptly after granting seats. A seat in PENDING_REGION status means the user cannot fully use the product's region-dependent features.

Troubleshooting​

Subscription not appearing after Stripe checkout Click Sync with Stripe in the Help & Tools section. If the subscription still does not appear, wait a few minutes for Stripe webhook processing and try again.

"No products available" message You already have active subscriptions for all products available to your tenant type. If you believe additional products should be available, contact your account manager or support.

Cannot assign more seats Either every purchased seat is already assigned, or you hit the plan MAX_USERS cap. Use Change Seat Count to buy more seats (within limits), switch to a plan with a higher cap, or revoke seats from users who no longer need access.

Need another stack in a new region Your plan limits how many resource stacks one subscription can cover. When you hit that limit, Infrastructure may prompt you to start checkout for an additional subscription (same product, billed separately with its own seat quantity). Complete that flow, then provision the new stack.

Region assignment dropdown is empty Infrastructure resources have not been provisioned in any region for this subscription. Navigate to Admin Portal → Infrastructure to provision resources, then return to seat management.

Billing email shows "Error loading email" The Stripe customer record may not be linked correctly. Use Sync with Stripe to re-synchronize, then refresh the page.

Credits not appearing after plan switch Credits are applied to the Stripe customer balance. Click Check Balances to verify. Credits are automatically deducted from your next invoice.

Next Steps​

To manage the users who can receive subscription seats, see User Management. To provision infrastructure resources required by your subscription, see Infrastructure Management.

⏱️ Read time: 14 minutes | 📊 Difficulty: intermediate