Setup: Managing Seats And Your Subscription

 

When would I use this?

• You hired someone and need a seat for them.
• Your team is running out of calling minutes or text messages before the month ends.
  
  

Before you start

• Only Admins and Owners can open this page. Subscription is under Account Settings, which only Admins can see.
• Know your user count. Every active office, sales and admin user takes one seat, and so does every pending invite for those roles. Field users are free and never take a seat. Check Team & Users before you change seats.
• Have a payment method ready. You enter a card or bank account the first time you subscribe. After that, charges go to the payment method on file automatically.

 

How do I open the Subscription page in Exterio?

Go to Settings > Account Settings > Subscription. You can also click Manage seats on the Team & Users page.

 

How do I subscribe when my trial ends?

Pick your add-ons under Choose your plan, check Your first bill, then click Continue to payment and enter your payment details. Everything you set up during your trial carries over.

1. Go to Settings > Account Settings > Subscription.
2. Under Choose your plan, the base plan is marked Required. It includes a set number of seats and communication credits every month.
3. Under Add-ons, use the plus and minus buttons to choose how many Additional User seats and Comms Pack credit packs you want. The page tells you how many users you have on your trial and how many seats you need on top of the ones included in the plan.
4. Check Your first bill. It shows each item, the Monthly total, and that you’re charged today and then on the same day every month.
5. Click Continue to payment and enter your payment details.
6. On the Seats card, click the plus button under Additional seats until you reach the number you need.
7. Review the quote that appears. It shows what’s Due now, what you’ll pay on your next billing date, and how much your monthly total goes up.
8. Click Add [number] seats.
9. Confirm in the window that opens. The payment method on file is charged the amount due when you confirm.

Calling and texting turn on once you subscribe. Trial accounts can’t use voice or SMS.

 

What do the Current plan and Seats cards show?

The Current plan card shows what you pay for and when it renews. The Seats card shows how many seats you have and how many are in use.

Item	What it means
Renews	The date your plan renews and you’re charged next
Seats in use	Active team members plus pending invites, out of your total seats
Included with your plan	Seats that come with your base plan
Additional seats you pay for	Seats you’ve added on top of the plan
Total seats	Included seats plus additional seats

The Seats card links to Manage team, which opens Team & Users.

 

How do I add seats in Exterio?

Raise the number under Additional seats, review the charge, and confirm.

Adding seats restarts your billing cycle. You pay a full month for every seat at the new count, minus credit for the unused part of your current cycle. If your billing date moves, the quote tells you the new date. The price in the quote is locked for a short time. If it expires, Exterio shows you a fresh quote before you confirm.

To see exactly what you’ll be charged for, click See the invoice line by line.

 

How do I remove seats in Exterio?

Lower the number under Additional seats, review the change, and click Remove [number] seats. Nothing is charged.

Removing seats takes effect right away and your seat limit drops. There’s no credit for the rest of the current cycle. Your next invoice is simply lower.

You can’t go below the number of seats in use. If the page says Minimum [number] while [number] seats are in use, disable users or revoke pending invites in Team & Users first. To remove all additional seats, or to go above the maximum shown, contact Exterio support at help@getexterio.com.

 

What are communication credits in Exterio?

Communication credits pay for calling and texting. One credit is one text message or one minute of calling. Your plan includes a set number of credits each month, and you can buy more in packs.

Item	What it means
credits used this month	Credits your team has used since the 1st
Refills	The date your credits reset, always the 1st of the month
Included with your plan	Credits that come with your base plan
From [number] packs you pay for	Credits from the packs you’ve added
Total credits per month	Included credits plus pack credits

To buy more, click the plus button under Communication packs, review the quote and confirm, just like adding seats. New credits are available right away. Credits don’t roll over, so unused credits are gone when they refill on the 1st.

 

How do I update my payment method?

In the Payment method section, click Update Payment Method and enter the new card or bank account. Your payment method is charged automatically on your billing date.

 

Where do I find my Exterio invoices?

Every charge is listed under Invoices at the bottom of the Subscription page, with the date, what it covered, the invoice number, the amount and the status. Click PDF to download a copy.

Invoice statuses are Paid, Open, Draft, Uncollectible and Void.

 

Tips and gotchas

• Disable users before you remove seats. You can’t drop below the number of seats in use. Disable the people who’ve left in Team & Users, and revoke invites nobody is going to accept, then come back and lower your seat count.

• Add seats in one change, not one at a time. Every time you add seats, your billing cycle restarts and you’re re-billed for a new full period, with credit for unused time. If you’re hiring three people this month, add all three seats at once.

• Watch your communication credits in a busy month. Credits reset on the 1st and don’t roll over. If your team calls and texts heavily during storm season, check credits used this month mid-month and add a pack before they run out, rather than finding out when texts stop sending.

• Keep a payment method that won’t expire. Charges happen automatically on your billing date. An expired card is the most common reason a subscription payment fails.