Subscription Management

The Subscription Management feature in EduDesk allows school administrators to manage their subscription plan, billing information, and related settings.

Overview

EduDesk offers three subscription tiers:

  • Basic: $20/month

  • Pro: $40/month

  • Premium: $60/month

Each tier provides different features and capabilities to meet the needs of various educational institutions. For a detailed comparison, see the Subscription Plans documentation.

Accessing Subscription Management

  1. Log in with school administrator privileges

  2. Go to "Administration" in the main navigation

  3. Select "School Subscription Settings"

Viewing Current Subscription

The Subscription Dashboard provides an overview of your current plan:

  1. Current subscription tier (Basic, Pro, or Premium)

  2. Renewal date

  3. Payment method

  4. Billing history

  5. Feature access and limitations

  6. Storage usage and limits

Managing Your Subscription

Upgrading Your Plan

To access additional features and capabilities:

  1. Go to School Subscription Settings

  2. Click "Upgrade Subscription"

  3. Select your desired tier (Pro or Premium)

  4. Review the new features and price

  5. Click "Continue to Payment"

  6. Confirm your billing information

  7. Complete the upgrade process

When you upgrade:

  • The new features will be immediately available

  • Your subscription will be extended for one year from the upgrade date

  • You'll be billed the new rate going forward

Downgrading Your Plan

If you need to move to a lower tier:

  1. Go to School Subscription Settings

  2. Click "Change Subscription"

  3. Select a lower tier

  4. Review the impact on features and data

  5. Confirm the downgrade

Important considerations when downgrading:

  • Feature access will change immediately

  • Data associated with higher-tier features may become inaccessible

  • Storage limits will be reduced (you may need to remove files)

  • The new rate will apply at your next billing cycle

Canceling Your Subscription

To cancel your EduDesk subscription:

  1. Go to School Subscription Settings

  2. Click "Cancel Subscription"

  3. Select a reason for cancellation

  4. Review the impact on your data

  5. Confirm the cancellation

After cancellation:

  • You'll maintain access until the end of your current billing period

  • You'll have 30 days to export your data

  • After 30 days, your account will be deactivated

  • After 90 days, your data will be permanently deleted

Payment Management

Updating Payment Method

To change your payment information:

  1. Go to School Subscription Settings

  2. Select the "Billing" tab

  3. Click "Update Payment Method"

  4. Enter new payment details

  5. Click "Save Payment Method"

Viewing Billing History

To review past invoices and payments:

  1. Go to School Subscription Settings

  2. Select the "Billing" tab

  3. Click "View Billing History"

  4. Browse or search for specific transactions

  5. Download invoices as needed

Tax Exemption

For tax-exempt educational institutions:

  1. Go to School Subscription Settings > Billing

  2. Click "Tax Exemption"

  3. Upload your tax exemption certificate

  4. Fill in required information

  5. Submit for verification

  6. Once approved, taxes will be removed from future invoices

Managing Add-ons

Storage Add-ons

If you need additional storage beyond your plan's allocation:

  1. Go to School Subscription Settings

  2. Select the "Storage" tab

  3. Click "Purchase Additional Storage"

  4. Choose the amount of extra storage

  5. Review pricing

  6. Confirm the purchase

User Add-ons (Pro & Premium)

For schools needing additional admin accounts:

  1. Go to School Subscription Settings

  2. Select the "Users" tab

  3. Click "Purchase Additional Admin Licenses"

  4. Select the number of additional licenses

  5. Review pricing

  6. Confirm the purchase

Multi-School Management (Premium)

For districts or organizations managing multiple schools:

Adding Schools

  1. Go to Administration > Multi-School Management

  2. Click "Add School"

  3. Enter school details

  4. Assign subscription allocation

  5. Set up billing preferences (shared or separate)

  6. Click "Create School"

Subscription Allocation

Manage how subscription resources are distributed:

  1. Go to Administration > Multi-School Management

  2. Select "Subscription Allocation"

  3. Distribute resources across schools:

    • Storage allocation

    • User licenses

    • Feature access

  4. Click "Save Allocation"

Subscription Settings

Renewal Preferences

Configure how your subscription renews:

  1. Go to School Subscription Settings

  2. Select "Renewal Settings"

  3. Choose your preference:

    • Automatic renewal (default)

    • Manual renewal

    • Renewal notifications

  4. Click "Save Preferences"

Authorized Purchasers

Control who can make subscription changes:

  1. Go to School Subscription Settings

  2. Select "Authorization"

  3. Add or remove users who can:

    • Change subscription tier

    • Purchase add-ons

    • Update payment information

  4. Click "Save Authorized Users"

Free Trial Management

If you're currently on a free trial:

  1. Go to School Subscription Settings

  2. View your trial status:

    • Days remaining

    • Feature access

    • Conversion options

  3. Click "Convert to Paid Plan" to continue after trial

  4. Select your desired tier

  5. Enter payment information

  6. Complete the conversion process

Educational Discounts

EduDesk offers special pricing for eligible institutions:

  1. Go to School Subscription Settings

  2. Click "Apply for Educational Discount"

  3. Select your institution type:

    • Public K-12 School

    • Private K-12 School

    • Higher Education

    • Non-profit Educational Organization

  4. Provide verification documentation

  5. Submit for review

  6. If approved, the discount will be applied to your subscription

Volume Licensing

For large districts or educational consortiums:

  1. Go to School Subscription Settings

  2. Click "Volume Licensing Information"

  3. Review volume pricing tiers

  4. Contact sales@edudesk.org to discuss custom pricing

  5. Implement the volume license agreement

Best Practices

Subscription Planning

  • Review your usage patterns quarterly

  • Align subscription changes with budget cycles

  • Schedule annual subscription reviews

  • Consider seasonal usage patterns when planning upgrades

Cost Management

  • Monitor storage usage to avoid unnecessary add-ons

  • Regularly review user accounts to remove inactive users

  • Consider annual payment for additional discounts

  • Apply for educational discounts if eligible

Administration

  • Limit the number of authorized purchasers

  • Document subscription decisions and justifications

  • Set calendar reminders for renewal dates

  • Keep tax exemption certificates updated

Troubleshooting

Common Issues

Payment Failures

If a payment is declined:

  1. Verify payment method details

  2. Check for expired credit cards

  3. Confirm billing address matches card information

  4. Contact your financial institution if problems persist

Feature Access Problems

If you can't access features included in your plan:

  1. Verify your current subscription tier

  2. Check if your subscription is active and not expired

  3. Clear browser cache and cookies

  4. Contact support if the issue persists

Billing Discrepancies

If you notice unexpected charges:

  1. Review your billing history

  2. Check for recent subscription changes or add-on purchases

  3. Verify authorized purchasers haven't made changes

  4. Contact billing@edudesk.org for assistance

Getting Help

For assistance with subscription management:

  • Review the detailed subscription guide in the Knowledge Base

  • Contact billing support at billing@edudesk.org

  • Schedule a consultation with our account management team

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