How do I manage my organization's subscription plan, admin/staff seat quotas, and Stripe billing?
Monitor your multi-tenant Admin and Staff seat usage, switch between Monthly and Annual billing cycles, upgrade or downgrade plans (Starter, Professional, Enterprise), and manage payment methods via Stripe.
To manage your organization subscription and seat limits in YourMedSoft, go to Settings > Subscription (/portal/settings?tab=subscription). From this panel, administrators can view live Admin and Staff seat utilization bars, toggle between Monthly and Annual billing (~17% savings), upgrade or downgrade between Starter, Professional, and Enterprise tiers, and launch the Stripe Customer Portal.
What You Need Before Starting
- Signed in as an Organization Owner or Administrator.
Clinical & Regulatory Compliance Standards
- All subscription card processing is handled via PCI-DSS Level 1 compliant Stripe Checkout and Customer Portal sessions.
Step-by-Step Instructions
Open Subscription Settings
Click "Settings" in the bottom-left sidebar and select the "Subscription" tab (/portal/settings?tab=subscription).
Monitor Live Admin & Staff Seat Utilization
Review the Current Plan banner at the top of the page. It displays your plan status (Trial, Active, or Past Due), remaining trial days, and progress bars for Admin Seats Used vs. Limit (e.g., 2 / 5) and Staff Seats Used vs. Limit (e.g., 18 / 75).
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Select Monthly or Annual Billing Cycle
Use the "Billing Cycle" toggle to compare Monthly pricing against Annual billing (which saves ~17% across all plan tiers).
Upgrade or Change Your Plan Tier
Compare Starter (2 Admin / 25 Staff seats), Professional (5 Admin / 75 Staff seats), and Enterprise (15 Admin / 250 Staff seats). Click "Upgrade" or "Switch Plan" on your target tier to complete checkout via Stripe.
Manage Cards & Invoices in the Stripe Billing Portal
Click "Manage Billing & Payment Methods" to open the secure Stripe Customer Portal where you can update credit cards, download past SaaS subscription receipts, or update billing addresses.
Pro-Tips & Best Practices
- When inviting new users in Settings > User Management, YourMedSoft automatically checks your remaining Admin/Manager and Staff seat quotas before dispatching the invite.
- If you attempt to downgrade to a tier with fewer Admin seats than your currently active administrators, the system will prompt you to reassign or deactivate excess admin accounts first.
Troubleshooting & Operational Edge Cases
Issue: "Admin/Manager seat limit reached" when inviting a team member
Operational Resolution: Go to Settings > Subscription to upgrade your plan tier, or deactivate unused admin/manager accounts in Settings > User Management.
Frequently Asked Questions & Troubleshooting
What happens when our 7-day trial expires?
The Subscription banner displays a countdown of remaining trial days. Upgrading to Starter, Professional, or Enterprise converts your workspace seamlessly while preserving all staff, facilities, and schedules.
Which roles count toward Admin Seats vs. Staff Seats?
Users assigned org_admin or org_manager consume an Admin/Manager seat. Clinicians and workers assigned org_staff consume a Staff seat. The primary org_owner is exempt from seat limits.
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