Upgrading to Pro
You upgrade a Space rather than the entire organization, based on editors – all Viewers are free. If you have other free Spaces in the organization – they stay free.
Pro Spaces are billed either;
- monthly in arrears on a credit card per user with Editor rights in the Space. The billing management is fully automated and invoices are available on demand in the Space Management area of the Elements app.
- annually in advance by invoice, per user with Editor rights in the Space. To do so, contact firstname.lastname@example.org to discuss requirements and see the FAQ at the end of this article.
If you downgrade a Pro Space to Free, the charges are applied to a credit card immediately. Alternatively you can arrange to be billed annually in advance.
You need to have Space admin rights to upgrade on the “Space Management” page. You reach this from the ‘Spaces’ page, which is accessed by selecting the Space you want, then clicking the ‘Manage space’ button in the right panel. (or click on the space name next to ‘current space’ at top of screen)
Pro Pricing approach
You upgrade a Team Space to Pro – not your entire company. All the users in Pro Space have access to the Pro features. You only pay for the Editors in that Pro Team Space. All Viewers in a Pro Space are free. All your other non-Pro Spaces are still free.
The cost of Pro Editors is calculated on a daily basis – $60/month/Editor – and billed at the end of the month to the credit card stored with the Space. So you pay only for the days on which you had edit rights. If you add an Editor near the end of the month you pay for just those few days. You want a Pro Space for a 3 month project – no problem. If it lasts for 107 days. You pay for 107 days…
You want to drive a project with 10 editors for a month and then reduce the editing team to 5 people (3 of who are new), to maintain the content? – no problem. Or you start with 5 editors, and gradually expand the use over time as more areas of your business get involved? Again, no problem. If you use the credit card route, the automated billing takes care of the administration of who had edit rights on the Pro Space for which days in any given month.
If you are a Corporate customer looking to expand use of Elements over time, think about setting up a call-off order against the pricing model and either enter a corporate credit card on the Space against that purchase order or talk to us about setting up an annual in advance billing arrangement at email@example.com.
Don’t pay more than you need to; Think about which Space(s) need to be Pro and which maps and Editors you need in the Space. Switch the Editors in the Pro Space that you don’t need to Viewers, and move the other maps into non-Pro (free) Spaces. Just be aware that if you switch off edit rights for someone and then re-instate those rights within 30 days, the system treats that as continuous use.
Accessing the Space Management app
In the main app select the Space you want to upgrade and click the MANAGE SPACE button on the top bar (Or the space name next to “Current space” in the blue bar at the top of any screen. This opens up the Space Management app.
Decide which users are Editors
Each Editor in a Pro Space is charged. Viewers are free. Select a user and switch their level in the right panel. You can set their other Space access rights here too. This is where you invite other users to the Space.
Add a card to be charged
Select Billing and enter your credit card details; Hit SAVE NEW CARD. Once the card has been validated you can click UPGRADE TO PRO button on the top bar to upgrade space. You will be warned about the number of Editors and the monthly costs before you confirm the upgrade. Got questions on payment and billing? They are covered in the FAQ below.
Changing card details
To change your card details, click on the card. It will ask if you want to clear all address data or just the card data. A valid card must be entered to be able to leave the screen. To cancel, just select another screen.
Enabling the Salesforce Config Manager
Once the Space is Pro you can enable the Salesforce Config Manager integration. The Space is connected to a Salesforce Org in Settings Tab inside Salesforce. This is set out in the Installation and Administration Guide, which also has the link to the installation package can be downloaded here. It takes less than 30 minutes to install, set up the package and configure it. Pricing is based on editor licences. Simply provide any users who are not already Elements Editors with editor rights to the Config Manager. (typically these would be other Salesforce Admins)
Downgrading from Pro to Free
Select Billing and click DOWNGRADE TO FREE button on the top bar to upgrade space. You will be invoiced immediately for the Editors used calculated on a daily basis.
Invoicing and billing
Invoices are viewed and downloaded from the Billing page. Select PAYMENT HISTORY in the top bar.
Charges are invoiced at the end of the month in arrears based on the licenses and calculated on a daily basis. It is charged to a credit card held on file against the Space.
Credit and debit cards: Visa, MasterCard, American Express, JCB, Discover, and Diners Club.
In the Space Management app, select Billing on the left menu.
You need to replace the card with another valid card.
If this field is entered then we can calculate the tax correctly. If in UK you are charged 20% VAT. If you are a VAT registered organization you can claim it back. If you are in the EU and you put in a VAT number, you will not be charged VAT. If you do not, it will be considered a private purchase and VAT will be charged at the appropriate local rate (from 17%-28%). If you are from anywhere else in the world you will not be charged VAT.
Do not enter the “.” or “-“.
Enter “Personal” in the Company field and leave the VAT/Tax number field blank.
If a payment fails, you will automatically be emailed. After 3 days, the charge is re-tried. If fails, then you are emailed again. After another 3 days, we will retry for a final time. If that fails then your Space is suspended, and the Space can no longer be accessed until it is unsuspended.
You go to the Billing page and enter valid credit card details. You can then click the button to pay the outstanding balance and it will automatically unsuspend the Space.
Calculating charges & invoicing
At the end of the month, the invoice is calculated on a daily basis for all Editors and the ‘Config Manager for Salesforce’ licenses (if you have that enabled).
When a Space is downgraded an invoice is generated and the card is charged immediately for the days used. The invoice is calculated based on the licenses for the days activated.
If you contact firstname.lastname@example.org we can arrange to set a Space to Pro immediately subject to a written Purchase Order. You will still need to enter a valid credit card to enable the Space to be upgraded and you will still need to get one of your Space Admins to upgrade the space. We can set the billing to be manual via annual invoice in place of the automated billing detailed in this article. Payment against invoice is based on annual licensing in advance.
If you require more licences during the year, we will calculate the remaining days until your billing anniversary and charge pro-rata based on $2 per day of your billing year remaining. This charge is notified by separate invoice at the end of the month in which the additional editor rights are allocated on the Space. You should arrange to budget and raise a PO against the following year’s requirements no later than 30 days prior to the billing anniversary date, including any additional editor licences you may have added during the year. We will inform you of the current levels no less than 90 days prior to this date on an annual basis to assist with the administration of your space.
If you switch only part of the total number of Editors to viewers, then your invoice at the end of the month is calculated based on the days that those users had Editor rights for. If you took rights from one user and applied to another, the cost will be as if one user carried on continuously, except where both users overlap for any given days since edit rights are calculated at $2 per day, not over the month. If you try to remove all Editor rights, you will be unable to remove all as at least one user must remain an Admin on the space and by default you have to have edit rights to be an admin on a Pro Space. If you want to remove all paid edit rights, simply downgrade the space. When the Space is downgraded an invoice is generated and the card is charged immediately for only those days used. The invoice shows the calculation based on the licenses for the days activated.
You simply need to work out how many editor licences you want for users with Salesforce Admin rights in the Salesforce Org that is connected to the Space. Minimum is 1. Usually 2-5, based on the admins involved in managing the org. There is no hard rule as many orgs have a number of devs or contractors who may or may not require edit access to Elements and the Salesforce Config Manager capability. So we leave it to you to decide what you need and what is valuable.
If you have enabled the Salesforce Config Manager you will only be billed for the number of days used on the invoice at end of month. However, the Reference Model which is sync’d with your Salesforce configuration data will be deleted. Yes – deleted. So make sure that this is a conscious decision, since we will not be holding, archiving or simply switching off visibility to your Config Manager data. All of your Process Data (i.e. Map content) will however continue to be available in the Free space.
As with normal editors, the ‘editor users’ for Salesforce Config Manager are simply normal Elements users who are given ‘Editor’ rights in the Space Management app under ‘Users’. As such the billing is as for any other user getting edit rights.
Invoices are viewed and downloaded in Space Management app. Select Billing on the left menu and the PAYMENT HISTORY tab.