Manage Baserow Licenses

Manage existing Baserow subscriptions by adding or removing users, changing plans, updating payment methods, or canceling subscriptions. Cloud subscriptions automatically bill for new workspace users, while self-hosted subscriptions require manual seat management. All billing changes are calculated pro rata.

Understanding Baserow License Management

Baserow license management controls who can access premium features in your workspace or self-hosted instance. The management approach differs significantly between cloud and self-hosted deployments, with cloud subscriptions automatically scaling based on workspace membership while self-hosted licenses require manual seat allocation.

Understanding these differences helps you choose the right approach for your team’s workflow and budget constraints. Cloud management prioritizes simplicity and automatic scaling, while self-hosted management offers granular control over feature access and user permissions.

Cloud vs Self-Hosted License Management Comparison

Feature	Cloud Subscriptions	Self-Hosted Licenses
User Management	Automatic billing for workspace members	Manual seat assignment required
Billing Model	Pay per active workspace collaborator	Fixed seat count with manual adjustments
Premium Access	All workspace users get premium features	Only assigned seat holders get premium features
Scaling	Instant scaling up/down with workspace changes	Manual seat increases/decreases
Free Users	Viewers and commenters only	Can mix free users with premium seats

How to Modify Existing Subscriptions

Modifying subscriptions allows you to adjust your Baserow investment as your team grows or your needs change. The modification process differs between cloud and self-hosted deployments, reflecting their different management philosophies.

Change Cloud Subscriptions

To modify your cloud subscription, navigate to Subscriptions and click More details for your target subscription. The subscription details page provides comprehensive information about your current usage, including row and storage consumption, next payment date, and available modification options.

Within the subscription details view, you can access several management functions including payment method updates, plan changes, receipt downloads, and usage monitoring. This centralized approach helps you understand both your current consumption and upcoming billing obligations.

To change your subscription plan or billing period, click the Change subscription link and select your desired options. The interface shows you the immediate billing impact of your changes before you commit to them. Click Confirm change to implement your modifications.

Switch Between Premium and Advanced Plans

Switching between Premium and Advanced plans provides flexibility as your feature requirements evolve. You can move from Premium to Advanced to access role-based permissions and advanced integrations, or downgrade from Advanced to Premium if you no longer need the additional capabilities.

The billing system handles plan switches through pro rata calculations rather than refunds. When you switch plans, the system calculates the remaining value of your current plan and applies it toward the new plan cost. This approach ensures you receive full value for your original purchase while providing immediate access to your new plan’s features.

Change Self-Hosted Seat Counts

Self-hosted seat management provides precise control over your licensing costs and user access. Since self-hosted environments often serve diverse user populations with varying access needs, the ability to manually manage seat allocation becomes particularly valuable.

To adjust seat counts for self-hosted subscriptions, you must access the Baserow.io cloud interface even though your actual database runs on your own servers. This unified management approach ensures consistent billing and license tracking across all Baserow deployments.

Navigate to your subscription details and click More details to access the modification interface. The self-hosted subscription management page allows you to adjust seat counts, change plans, update instance IDs, and modify payment periods all from a single interface.

Click Change subscription to access the modification interface where you can update seat counts, switch plans, reassign instance IDs, or change billing periods. The interface provides real-time cost calculations as you adjust your settings.

As you modify seat counts, the interface displays the immediate billing impact of your changes. Adding seats results in immediate charges for the pro rata difference, while reducing seats credits your account for future billing cycles.

Click Confirm change to implement your modifications. The system processes seat additions immediately, charging you the difference for the remaining billing period. Seat reductions credit your account, with the remaining prepaid amount applied to future billing cycles.

Pro Rata Billing Explained

Pro rata billing ensures fair pricing when you make subscription changes mid-cycle. Understanding how pro rata calculations work helps you predict the financial impact of subscription modifications and plan changes strategically.

All Baserow subscription changes trigger pro rata billing adjustments that account for the timing of your modifications. When you add users or upgrade plans, you receive immediate charges for the difference between your old and new costs, calculated only for the remaining days until your next regular payment. This approach means you never pay twice for the same time period.

Conversely, when you downgrade plans or remove users, the system calculates the remaining value of your higher-cost service and credits this amount toward future payments. You don’t receive immediate refunds, but the prepaid amount reduces your subsequent billing cycles until the credit is exhausted.

Cloud subscriptions handle pro rata billing automatically when workspace membership changes. New user invitations trigger billing adjustments within 24 hours of acceptance, ensuring your subscription accurately reflects your current team size without manual intervention.

Frequently Asked Questions

How quickly do billing changes take effect when I modify my subscription?

Billing changes process immediately for additions and upgrades, with charges appearing within 24 hours. Downgrades and removals credit your account for future billing cycles rather than providing immediate refunds.

Can I mix free and premium users in the same workspace or instance?

Cloud workspaces bill for all collaborators except viewers and commenters, making true mixed access difficult. Self-hosted Premium licenses allow mixing free users with premium seat holders, while Advanced licenses apply to all instance users.

What happens to my data if I cancel my subscription?

Your subscription remains active until the end of the prepaid period, giving you time to export data or transition workflows. After cancellation, you retain access to basic Baserow features but lose premium capabilities like advanced views and integrations.

How do I transfer a license between different self-hosted servers?

Use the instance ID change feature in your subscription management interface to transfer licenses between servers. This allows you to migrate installations or change infrastructure without purchasing new licenses.

Why do I need to use baserow.io to manage my self-hosted subscription?

Baserow uses a unified billing system that manages licenses for both cloud and self-hosted deployments. This approach ensures consistent license tracking, simplified payment processing, and integrated support across all deployment types.

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