Baserow subscriptions overview

Baserow offers free and paid plans for both cloud and self-hosted deployments. Cloud subscriptions charge per workspace collaborator automatically, while self-hosted subscriptions use manual seat allocation. Premium features include advanced views, export options, and priority support, with pricing calculated pro rata for all changes.

Understanding Baserow subscriptions

Baserow subscriptions unlock premium features across cloud and self-hosted environments, with each deployment type using different billing models to match your team’s workflow and budget requirements.

Cloud subscriptions operate at the workspace level with automatic billing for all collaborators, making them ideal for teams that want simplified user management. Self-hosted subscriptions provide granular control over feature access through manual seat allocation, perfect for organizations requiring precise cost management and mixed user access levels.

Both processes include pro rata billing calculations that ensure fair pricing for mid-cycle upgrades while providing immediate feature activation.

Feature Cloud subscriptions Self-hosted subscriptions
Billing level Per workspace Per instance
User management Automatic billing for collaborators Manual seat assignment
Premium access All workspace collaborators Only assigned seat holders
Plan flexibility Premium or Advanced per workspace Premium seats or Enterprise instance-wide
Free user mixing Limited to viewers/commenters only Full mixing of free and premium users

Upgrading your Baserow workspace or instance provides immediate access to premium features upon payment completion. Learn more about how to upgrade to a Paid Plan.

Premium features available with subscriptions

Upgrading to Premium, Advanced, or Enterprise plans unlocks comprehensive feature sets designed to enhance productivity and collaboration capabilities.

Learn more about the Premium, Advanced and Enterprise features.

How cloud subscriptions work

Cloud subscriptions operate at the workspace level, meaning each workspace requires its own subscription to access premium features. This approach provides flexibility for organizations managing multiple projects or departments with different feature requirements.

Cloud Subscription

Upgrading a workspace automatically applies premium features to all current workspace members and sets up automatic billing for future additions.

When you create a new cloud subscription, several important billing behaviors take effect immediately. All existing users in the workspace receive premium access without additional steps. Once a new user accepts an invitation to join the workspace, the subscription owner gets automatically charged within 24 hours for the additional seat. The billing system calculates the difference pro rata, meaning you only pay for the remaining days until your next regular payment cycle.

Viewers and commenters remain free as long as this represents their highest permission level across all workspace tables. However, if someone has editor permissions in even a single table within the workspace, they require a full paid seat regardless of their role in other tables.

Cloud Premium plan management

Cloud Premium subscriptions automatically bill for all workspace collaborators, ensuring everyone has access to premium features without complex user management. When workspace administrators invite new users, the system calculates billing changes within 24 hours of invitation acceptance.

The automatic billing system uses pro rata calculations, meaning you only pay for the actual days each user has access to premium features. This approach ensures fair pricing while providing immediate access to enhanced capabilities for your growing team.

Cloud Advanced plan management

Cloud Advanced subscriptions provide more granular control over billing through role-based user management. Workspace collaborators with Editor, Builder, or Admin roles require paid seats, while users with Viewer, Commenter, No Access, or No Role permissions remain free.

This selective billing approach allows you to optimize costs by providing premium access only to users who actively contribute to database modifications and advanced workflow management. Role changes trigger automatic billing adjustments, maintaining accurate subscription costs as your team evolves.

How self-hosted subscriptions work

Self-hosted subscriptions operate at the instance level, providing flexibility for organizations that want to maintain complete control over their data infrastructure while accessing premium Baserow features.

Self-Hosted Subscription

Self-hosted subscriptions provide more granular control over user access and billing. You manually set the initial number of seats when creating the subscription, and this number determines how many users can access premium features in your self-hosted environment.

When creating a self-hosted subscription, you need to specify the exact number of seats you want to purchase. This gives you predictable billing regardless of how many total users exist in your instance. You can increase or decrease seat counts after purchasing the license, with billing adjustments calculated pro rata for the remaining payment period.

One significant advantage of self-hosted subscriptions lies in their flexibility with instance management. You can change the instance ID associated with a subscription, allowing you to transfer licenses between different server deployments if your infrastructure needs change.

Self-hosted Premium plan management

Self-hosted Premium subscriptions use a seat-based licensing model where you purchase specific numbers of premium seats and manually assign them to users across your entire instance. This granular control allows you to mix free and premium users within the same infrastructure.

You can purchase multiple Premium licenses for a single instance if your user base exceeds individual license capacity. For example, an instance with 100 total users might have one license covering 20 seats and another covering 15 seats, providing premium access to 35 users while maintaining free access for the remaining 65.

Seat assignments operate independently of workspace membership, giving you complete flexibility in determining which users receive premium feature access based on their actual needs rather than their workspace participation.

Self-hosted Enterprise plan management

Self-hosted Enterprise subscriptions upgrade all users across your entire instance automatically, eliminating the need for manual seat management while providing the most comprehensive feature set available.

Enterprise licensing includes all Premium features plus role-based permissions, instance-wide administration, audit logging, and priority support. This comprehensive approach suits large organizations that need consistent feature access across diverse user populations.

Currently, Enterprise licenses use relaxed enforcement, but upcoming updates will implement automatic read-only conversion for users beyond your licensed capacity, making accurate seat planning essential for continued functionality.

Understanding subscription status types

Baserow subscriptions display three distinct status types that indicate your current billing and access situation.

Active status indicates your subscription remains functional and provides premium feature access, even if you have initiated cancellation. Active subscriptions continue until the end of their prepaid period, ensuring you receive full value from your purchase.

Archived status means your subscription has expired and no longer provides premium feature access. Archived subscriptions indicate completed billing cycles with no future renewal scheduled.

Not scheduled payment appears on canceled subscriptions that will not renew automatically. These subscriptions maintain active status until expiration, then transition to archived status without further billing.

subscription status types

User billing classifications

Understanding which users count toward your subscription helps you manage costs effectively and plan your team structure appropriately.

Who is considered a “user” for billing purposes?

Pricing plan User
Free plan Users on the free plan are not billed. Baserow free plan is ideal for individuals or very small teams.
Cloud Premium plan Every collaborator in a workspace is classified as billable on the Cloud Premium paid plan. Billing is automatically based on all the users in a workspace. The entire workspace is upgraded and you are charged for every collaborator in the workspace.
Cloud Advanced plan Any workspace collaborator with the roles of Editor, Builder, or Admin is billable on the Cloud Advanced paid plan. Workspace collaborators who have read-only roles, including the Commenter, Viewer, No Access, and No Role, are classified as non-billable and completely free. Billing is automatically based on the number of users with paid roles in a workspace.
Self-Hosted Premium plan You are billed for a fixed number of seats. Users can be allocated these seats on demand. Any seat assigned to users in the entire instance is classified as billable per seat.
Self-Hosted Enterprise plan Users classed as billable will be decided with Baserow’s sales team. The Self-Hosted Baserow Enterprise plan is designed for large businesses that want to get the most out of Baserow. Please contact a sales representative  to understand how the Enterprise plan will work for your team.

All subscription changes trigger pro rata billing adjustments. Learn more about pro rata billing.

Frequently asked questions

How can I check my current plan?

For SaaS (hosted cloud version), you can easily identify your workspace’s subscription status directly from the Baserow dashboard interface, which displays plan information next to each workspace name. The dashboard view provides visibility into which workspaces have premium access and which remain on free plans.

How quickly do subscription changes take effect after payment?

Subscription upgrades activate immediately upon payment completion, with premium features becoming available within minutes. Billing adjustments for user additions process within 24 hours of invitation acceptance, ensuring accurate cost tracking without service delays.

Can I have different subscription levels across multiple workspaces?

Yes, cloud subscriptions operate independently at the workspace level, allowing you to maintain Premium subscriptions for some workspaces while keeping others on free plans or Advanced subscriptions.

What happens to my data when I cancel a subscription?

Canceled subscriptions remain active until the end of the prepaid period. After expiration, you retain access to core Baserow functionality while losing premium features.

How does pro rata billing work for subscription changes?

Pro rata billing calculates the exact value of service time remaining when you make changes, charging additional amounts for upgrades and crediting your account for downgrades. This ensures you never pay twice for the same time period while receiving immediate access to new features.

Can I transfer licenses between different self-hosted installations?

Yes, self-hosted subscriptions support instance ID changes that allow license transfers between different server deployments. This flexibility supports infrastructure migrations and development-to-production transitions without requiring new license purchases.

What’s the difference between Premium and Advanced cloud plans?

Premium plans offer core enhanced features with automatic billing for all workspace collaborators, while Advanced plans add role-based permissions and priority support with selective billing based on user roles, allowing cost optimization through strategic role assignment. For complete pricing details and feature comparisons, visit the Baserow pricing page.

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