Manage subscription & billing for your workspace

As a Workspace owner or admin, you can manage your Clockify subscription, update payment details, change your plan, and handle user seats to ensure uninterrupted access to paid features.

Definition of terms #

Understanding these terms is crucial for managing your subscription:

Term	Description	Important notes
User seats	Each active user in your workspace occupies a “seat.” Your bill is based on a total number of active seats, regardless of whether features are actively being used.	Deactivating a user frees up their seat. Vacant seats are non-refundable once purchased and removed.
Full users	Team members with an email address linked to their Clockify account and can access most, but not all, workspace features.
Limited users	Team members who don’t have a registered email with their Clockify account and can only clock in/out using the Kiosk.	May incur additional fees depending on your specific plan.
Bundle seats	The number of active members in the CAKE.com Productivity Suite (Clockify, Pumble, Plaky).	Applicable only if you subscribe to the Suite.

Seat types #

Here’s a detailed breakdown of the difference between a user with a Full seat and a user with a Limited seat:

Feature	Full seat	Limited seat
Access	Full access to the web app, timer, and personal reports	Restricted to Clock in/Clock out via a shared Kiosk
Time tracking	Uses timer, manual entry, and auto-tracker	Can’t use the web or mobile app to track time

Only Workspace Owners and Admins have the ability to manage subscriptions and user seats.

Manage subscription page #

All billing-related settings are managed on the Subscription page in your Clockify workspace. 

To go to Subscriptions page:

1. Click the three-dot icon next to your workspace name
2. Select Subscription

This page contains three main tabs:

• Billing – View your current plan, used vs. available seats, and update your payment information
• Invoices – Access and download all past invoices and billing statements
• Plans – View all available subscription tiers (Basic, Standard, Pro, etc.) to upgrade or downgrade your plan

Manage user seats #

Your billing is calculated based on the total number of active seats you have purchased.

Action	Billing impact
Purchase more seats	You will be charged a prorated price based on the remaining time in your current billing cycle.
Remove vacant seats	You can remove extra vacant seats, but no refunds are provided for removed seats.

Change your subscription plan #

You can switch between plans and billing intervals at any time from the Plans section.

To upgrade your subscription: #

1. Click on the three-dot icon next to your workspace name
2. Select Subscription
3. Click Plans
4. Click Upgrade on the plan you want
5. Complete the next steps to upgrade your plan

A Limited user is strictly for the Kiosk functionality. If your user needs to log in to the mobile app or website to start a timer, they require a Full seat.

What happens next? 

You are charged a prorated price immediately, and you instantly gain access to the new features.

To downgrade your subscription:

1. Go to the Subscription page
2. Click Plans
3. Click Downgrade below the desired lower-tier plan
4. Confirm the action

What happens next? 

Your access to premium features will continue until the end of your current paid billing period. 

At that time, your workspace will switch to the lower-tier plan, and features from the higher plan will be removed. Your data remains intact.

Billing intervals #

You can choose to pay Monthly or select Annual Billing to receive a discount on your total bill.

Switch from	Switch to	When the Change Takes Effect
Monthly	Annual	Immediately. You will be charged a prorated price for the remaining time on your current plan to start the annual cycle.
Annual	Monthly	At the end of your current annual subscription year.

Cancel or reactivate your subscription #

To cancel your subscription:

1. Go to the Subscription page
2. Click Billing
3. On the right side of the screen, click Cancel subscription
4. Click Cancel subscription in the confirmation window

What happens after cancellation?

• No further charges will be made.
• You can continue using your premium features until the end of your current billing period.
• After the paid period ends, your workspace automatically switches to the Free plan.

To reactivate your subscription: #

1. Return to the Subscription page
2. Click the Reactivate button on the right side of the page
3. Click Reactivate on the confirmation window

Download invoice #

1. Go to the Subscription page
2. Switch to the Invoices section
3. Click the download button

FAQ #

How is billing calculated?

Clockify charges per seat, not per active user. You pay for a specific number of slots.

• Annual Billing – You pay for the year upfront for a set number of seats.
• Monthly Billing – You pay month-to-month. If you add seats mid-cycle, you will be charged a prorated amount for the remainder of the period.

Can I add more seats after upgrading my plan?

Yes, you can always add more user seats through the Subscription page. When you add seats, you will be charged based on the prorated cost for the remaining billing period.

What happens if I downgrade my subscription?

Downgrading removes access to any additional features you were using in the higher-tier plan, but your data will remain intact. You’ll lose access to premium features once the current subscription period ends.

Can I cancel my subscription?

Yes, you can cancel your subscription at any time. After canceling, you can continue using premium features until the end of your billing period, after which you will be downgraded to the Free plan.

How do I switch between monthly and annual billing?

You can switch from monthly to annual billing or vice versa from the Subscription page. Switching from annual to monthly will take effect at the end of your current subscription period. Switching from monthly to annual will be prorated based on the remaining time left on your current plan.

Can I get a refund for unused seats?

No, Clockify does not provide refunds for removed user seats. You can only free up seats by deactivating users, and then you can add new users to occupy those seats.

Can I download past invoices? 

Yes, you can download all your past invoices from the Invoices tab on the Subscription page.

Can I update my billing information (Address, VAT, Email)? 

Yes. You can modify your invoicing details in the Subscription page. Please refer to this article for instructions on updating your billing information. 

What’s the difference between full and limited users?

Full users have access to all workspace features, while Limited users only have restricted access to clock in and out using the Kiosk. Limited users may incur additional charges depending on your plan.

How do I upgrade my subscription?

To upgrade, go to the Subscription page, switch to the Plans tab, and click Upgrade under the plan you want. You will be charged a prorated amount for the new plan.