Subscriptions & Billing

Upgrade your subscription to gain access to premium features, or manage your existing Workona subscription & billing settings.

• Open billing settings
• Individual, team & organization subscriptions
• Upgrade subscription
• Refer friends to earn a Pro subscription for free
• Adding & removing seats
• Switch billing period
• Change billing admin
• Update payment method & billing address
• Account balances & credits
• View & download invoices
• Space limit
• Space complexity limit
• Sharing spaces with free users
• Team member limit
• Premium features
• Education & nonprofit discounts
• Downgrade subscription
• Cancel subscription

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Open billing settings

• To upgrade or manage your individual user subscription
  1. Open Workona.
  2. Click your profile picture (or initials) at the bottom of the sidebar.
  3. Click Upgrade or Billing in the menu.
• To upgrade or manage your team subscription
  1. Open the team admin dashboard.
  2. Click on the team you want to manage.
  3. Click Upgrade or Billing in the sidebar.
• To upgrade or manage your organization subscription
  1. Open the organization admin dashboard.
  2. Click on the Organization card.
  3. Click Upgrade or Billing in the sidebar.

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Individual, team & organization subscriptions

Workona offers paid subscriptions at the following levels:

• Pro - for an individual user
• Team - for a group of users (up to 25)
• Enterprise - for an entire organization (unlimited users & unlimited teams)

Paid subscriptions provide access to premium features, which you can learn more about here.

Workona also offers Free accounts to individuals who don't need premium features. However, we don't offer free accounts for teams or organizations.

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Upgrade subscription

Workona's Free accounts are free forever. However, free users can't use premium features or exceed the free plan limits. Premium features and limitations are indicated in the product with the ✨ icon.

1. Open billing settings for your individual account, team, or organization.
2. Select a plan.
3. Select a billing period.
4. Enter your payment information and start your subscription.

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Refer friends to earn a Pro subscription for free

You can earn credits that you can use for your individual Pro subscription by referring coworkers or friends to Workona. Earned credits cannot be used for team or organization subscriptions, and cannot be redeemed for cash.

1. Open Workona.
2. Click your profile picture (or initials) at the bottom of the sidebar.
3. Click Refer to earn Workona credits.
4. Copy your unique referral link and share it in Slack, social media, or however else you want to spread the word.
5. Alternatively, enter email addresses of your coworkers or friends into the Recipients field, or even connect to Slack for rapid-fire recommendations (No messages will be sent without you explicitly doing so).

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Adding & removing seats

Workona charges team and organization accounts by the seat (one user = one seat). We automatically calculate your team/organization seat count based on the current number of users in the team/organization, so there is no need to manage seats manually.

When you add or remove users, we will prorate the team/organization subscription. For each user, we look at when during your billing interval they were added. You do not get charged for the time they didn't belong to the team/organization. You're billed retroactively on a prorated basis, depending on the time they did belong to the team/organization. Regardless of whether you're paying yearly or monthly, our system reviews how many users you've added or removed on a monthly basis (known as the monthly true-up date). See the examples below for more help understanding how this works.

Read the help articles for teams or organizations for instructions on how to add or remove users.

To see the current seat count for a team or organization:

1. Open billing settings for your team or organization.
2. The current seat count for the team/organization will appear within the Seats section.

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Example 1 - Add user to Team plan paying monthly

• Starting state

  • Renewal date — 1st of every month
  • Plan — Team monthly ($12/user/month)
  • Users — 10 team members
  • Subscription cost — $120/month
    • $12/user/month x 10 users

• You add one user on the 15th of the month

  • Prorated charge — $6 one time charge (added to next invoice)
    • $12/user/month x 1 user x 0.5 months
  • Users — 11 team members
  • New subscription cost — $132/month
    • $12/user/month x 11 users

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Example 2 - Remove user from Team plan paying monthly

• Starting state

  • Renewal date — 1st of every month
  • Plan — Team monthly ($12/user/month)
  • Users — 10 team members
  • Subscription cost — $120/month
    • $12/user/month x 10 users

• You remove one user on the 15th of the month

  • Prorated credit — $6 one time credit (subtracted from next invoice)
    • $12/user/month x 1 user x 0.5 months
  • Users — 9 team members
  • New subscription cost — $108/month
    • $12/user/month x 9 users

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In the case of annual subscriptions, prorated charges are billed on the monthly true-up date, which is the same calendar date each month (e.g. 1st) as your annual renewal date (e.g. January 1st). See the example below.

Example 3 - Add user to Team plan paying annually

• Starting state

  • Renewal date — January 1st of every year
  • Plan — Team annual ($108/user/year)
  • Users — 10 team members
  • Subscription cost — $1,080/year
    • $108/user/year x 10 users

• You add one user on July 1st

  • Prorated charge — $54 one time charge (charged the following month on the 1st)
    • $108/user/year x 1 user x 0.5 years
  • Users — 11 team members
  • New subscription cost — $1,188/year
    • $108/user/year x 11 users

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Switch billing period

Workona offers an option between a monthly or annual billing period for all subscription plans. A monthly billing period means your subscription will renew each month, while an annual billing period means it will renew each year.

1. Open billing settings for your individual account, team, or organization.
2. Click the Change plan link within the Plan section.
3. Use the switch below the plans to select a billing period.
4. Select your desired plan.
5. Confirm your subscription changes.

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Change billing admin

Each subscription has a billing admin. This is the only person who can manage the subscription and billing information, as well as the person who will receive the emails regarding the subscription (e.g. invoices, failed payment notifications, expiring card warnings, etc.).

By default this is the person who first paid for the subscription. However, in the case of teams and organizations, this can be changed to any other member of the team/organization.

1. Open billing settings for your team or organization.
2. Click the Change link within the Billing admin section.
3. Select the user you want to be the subscription's new billing admin.
4. Click Change to confirm the change.

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Update payment method & billing address

1. Open billing settings for your individual account, team, or organization.
2. Click the Update link within the Payment method section.
3. Enter your card info and current billing address for that card.
4. Click Update to confirm the change.

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Account balances & credits

1. Open billing settings for your individual account, team, or organization.
2. If you have an account balance or credit you'll see it appear within the Account adjustments section.
   • Account balances — Unpaid charges for the subscription
     • e.g. Balance owed for team members added in the middle of a billing cycle.
   • Account credits — Credits that can be used toward future subscription payments
     • e.g. Credits earned by referring friends to Workona.
3. Hover over the ? icon to see the line items factoring into the balance/credit.
   • Note: In the case of adding or removing a user from a team, you will see two line items, one prorated credit for old team size (e.g. Unused time on 3 x Team - Annual after 1 Jul 2021) and one prorated balance for the new team size (e.g. Remaining time on 2 x Team - Annual after 1 Jul 2021).

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View & download invoices

1. Open billing settings for your individual account, team, or organization.
2. If there are any invoices associated with that account/team/organization, you'll see them in a table at the bottom of the page.
3. To view or download an invoice, click View invoice.

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Space limit

Free accounts can create a limited number of spaces for free.

Once you reach the space limit, you won't be able to create additional spaces until you upgrade. Alternatively, you can free up space by deleting another space, or earn Pro by referring friends.

If you exceed the space limit, then you will be locked out of your oldest spaces that are over the Free account limit. If you don't want to upgrade, you can always choose to export the space data (resources, notes, tasks, tabs) instead.

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Space complexity limit

Free accounts can create a limited number of resource/task/note sections within a space for free. This is referred to as the space complexity limit.

Once you reach the space complexity limit, you won't be able to create additional resource/note/task sections within that space until you upgrade.

If you exceed the space complexity limit, then you won't be able to edit your newest resource/note/task sections that are over the Free account limit, but you will continue to have access to the content.

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Sharing spaces with free users

You can always share any space with users who are on the free plan, even if the space exceeds the space complexity limit. They will always be able to access all content of the space.

However, their accounts will still be limited to the Free account space limit and other free account limitations.

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Team member limit

The Team plan includes a limited number of team members.

Once your team reaches the team member limit, you won't be able to add additional team members until you upgrade the account.

If you exceed the team member limit, then users will be locked out of the team. You can always upgrade to instantly unlock these users to grant them access to the team.

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Premium features

There are a number of premium features offered within Workona in addition to the limits described above. Some premium features only apply to individuals, teams, or organizations. Upgrade your account to unlock the premium features associated with each plan.

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Education & nonprofit discounts

Education discounts

For users with school email addresses (e.g. @domain.edu, or @domain.k12.ca.us), Workona offers a 50% education discount on individual Pro and Team subscriptions. The discount is valid for two years following verification. Contact our support team for help getting the discount.

We also offer substantially reduced pricing on our Enterprise plan for universities, schools, and school districts. Contact our sales team to get a quote.

Nonprofit discounts

Workona offers a 50% nonprofit discount to verified 501(c)(3) charities on Pro, Team, and Enterprise subscriptions. Reverification may be periodically required. Contact our support team for help getting the discount.

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Downgrade subscription

You can downgrade your subscription online at any time.

1. Open billing settings for your individual account, team, or organization.
2. Click the Change plan link within the Plan section.
3. Select your desired plan.
4. Confirm your subscription changes.

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Cancel subscription

You can cancel your subscription online at any time.

1. Open billing settings for your individual account, team, or organization.
2. Click the Cancel link within the Plan section.
3. Confirm your subscription changes.