Subscription & Billing

What this page controls

The Subscription page (/settings/subscription) is where your clinic's ClinyPal plan is managed end to end: choosing a plan, seeing what it includes, upgrading or downgrading, and cancelling if it ever comes to that. It's Admin-only — billing decisions have real financial consequences for the clinic, so access is deliberately limited to whoever is accountable for that.

This article is written to be precise rather than promotional. It doesn't name specific plan tiers or prices, since those change independently of how the underlying mechanics work — instead it explains, as confirmed fact, exactly what your plan does and doesn't limit, so you can make a decision about upgrading or downgrading based on what actually changes rather than guesswork.

What you'll learn

What's capped by your plan (user/practitioner seats) and what genuinely isn't (locations, SMS, storage, patients, appointments, integrations)
How the monthly seat-rotation allowance works, and why it exists
Why SMS credit is a separate prepaid pool, unrelated to plan tier
How upgrading, downgrading, and cancelling actually take effect, and when each is blocked
The exact data retention timeline if your subscription lapses or is cancelled

Admin-only page Only staff with Administrator access can open Subscription & Billing.

What your plan actually limits — and what it never has

It's worth knowing this table before you ever look at plan tiers, because it's shorter than most people expect. The only thing your subscription plan caps is how many active users and practitioners your clinic can have. Everything else in the row below is confirmed, by the underlying product logic, to have no cap on any plan.

Thing	Capped by plan?
Clinic locations	No — unlimited on every plan, no cap at any tier, confirmed by how location creation is implemented.
Active users / practitioners	Yes — your plan sets a seat limit (<code>MaxUsers</code>), the one genuine cap tied to plan tier.
SMS credit	No — a separate prepaid pool, entirely unrelated to plan tier.
Storage	No — no cap on any plan.
Patient count	No — no cap on any plan.
Appointment count	No — no cap on any plan.
API / integration access	No — no cap on any plan.

In practice, this means the decision to upgrade or downgrade should come down almost entirely to how many staff seats your clinic needs, not how many patients you see, how much data you've accumulated, or how many locations you run. A ten-location clinic with a lean five-person team can sit comfortably on a smaller plan than a single-location clinic with thirty staff.

Business Information

See how to add and manage additional clinic locations — unlimited on every plan, confirmed by code, with no location cap to plan around.

Seat limits and the seat-rotation allowance

Your plan's MaxUsers value sets how many active users and practitioners your clinic can have at once. On top of that raw cap, there's a monthly seat-rotation allowance that governs how many times you can deactivate one person and activate another near that limit within a billing month.

Why the rotation allowance exists Without it, a clinic could stay technically within its seat cap while actually cycling far more unique people through the account than the seat count implies — deactivate one staff member, activate another the same afternoon, repeat as needed, and never exceed the cap on paper while dozens of people pass through a handful of seats. The rotation allowance closes that loophole by limiting how much of this cycling can happen in a given month, so the seat count reflects something real.

If you hit the rotation limit Once you've used up the month's rotation allowance, you'll need to either wait for the next billing period to reset it, or upgrade to a plan with a higher seat limit if the underlying need is genuinely more staff, not just faster turnover.

SMS credit lives entirely outside your plan

Not tier-based at all — a separate prepaid pool SMS credit is a prepaid balance you top up directly, and it's identical across every subscription plan — there is no plan tier that includes more SMS, cheaper SMS, or a bundled allotment. The only thing that stops outgoing SMS is your balance reaching zero, which applies the same way regardless of which plan your clinic is on.

This is a genuinely different model from the seat limit above, and worth not conflating: upgrading your subscription plan will never buy you more SMS credit, and running low on SMS credit is never a reason by itself to consider a plan change. The two are unrelated systems that happen to live under the same umbrella of "billing."

SMS Settings

Check your current SMS balance and configure auto top-up or low-balance reminders so outgoing SMS never silently stops.

Choosing a plan

The plan chooser lays out the available plans side by side with a handful of visual cues meant to make comparison faster.

A Monthly/Yearly billing toggle switches how prices are displayed and billed.
An annual-savings badge highlights the discount for committing to yearly billing over monthly.
A "Most popular" badge marks a commonly chosen plan — a signal, not a recommendation tailored to your clinic specifically.
A "Current plan" badge marks whichever plan your clinic is on right now.

The Subscription plan chooser, showing the Monthly/Yearly toggle, an annual-savings badge, a 'Most popular' badge on one plan card, and a 'Current plan' badge on the clinic's active plan.

Upgrading or downgrading

Changes take effect immediately, with prorated billing Changing your plan — in either direction — takes effect right away, not at your next renewal date. Billing is prorated: you're charged or credited the difference for the remainder of the current period immediately, rather than the change waiting until the next cycle to actually apply.

Downgrading is blocked if your active practitioner count won't fit If your clinic's current active practitioner count exceeds the new, lower plan's seat limit, the downgrade is blocked outright until you resolve it. Deactivate enough staff to bring your active count within the new plan's limit first, then the downgrade will go through.

Cancelling

Cancelling is not an immediate cutoff, and it's designed that way deliberately — nobody should lose access to active patient records the instant they click cancel, whether the cancellation was intentional or a moment of second-guessing.

Start cancellation

Use the cancel action on the Subscription page.

Keep full access through your current billing period

Cancelling doesn't cut off access immediately — your clinic keeps full, normal access through the end of the billing period you've already paid for.

Reverse it any time before the period ends

Changed your mind? Undo the cancellation at any point before the period actually ends, and your subscription simply continues as if nothing happened.

Your saved card

Subscription billing draws on the same saved card your clinic uses for SMS credit top-ups — there's one card on file serving both purposes, not two separate payment setups to maintain.

Clinic Payment Methods

Add, update, or replace the card your clinic uses for both its ClinyPal subscription and SMS credit top-ups.

What happens to your data if you cancel or your trial ends

Your data is stored on secure, encrypted cloud storage throughout the life of your subscription. If your subscription lapses or is cancelled, that data doesn't disappear the moment access ends — it remains yours to retrieve for a defined window afterward.

60 days to export, then permanent deletion You have 60 days after your subscription lapses or is cancelled to log in and export everything. If your clinic doesn't reactivate within that 60-day window, the data is automatically and permanently deleted — there is no recovery after that point. Resubscribing at any time within the window keeps everything intact exactly as it was, with no extra action needed on your part beyond reactivating.

Treat the 60-day window as a hard deadline, not a soft guideline. If a lapse happens unintentionally — an expired card that failed to renew, for instance — the safest response is to resolve billing well within that window rather than assuming there's flexibility beyond it.