What happens at renewal, and what a cancelled extra takes with it

1. 01

   See what the renewal charges

   On Plan & billing, “Next renewal” shows the amount, and when extras renew too, a list under it gives each line. Your licence renews at the price you bought it at for as long as it renews without a break; buying a larger plan or team size raises it from then on. Each extra renews at the price you bought it at. If Setvos revises the price of extras, you get a notice at least 30 days before the renewal it first reaches, with the whole renewal before and after, and this screen says so. A licence in hryvnia renews by invoice: it is raised 10 days before the term ends, with each line, and emailed then, 3 days before and on the day, each time with its QR code — pay it by the date on it. A licence in euros or dollars is billed by Paddle, our reseller, on the renewal day: this amount, with VAT added where due; one paid by bank transfer renews by invoice the same way, without a QR code.

2. 02

   A change you scheduled

   A smaller plan, a smaller team size or another term you chose with “Apply this licence” takes effect at the renewal, priced at the price list of that day. A smaller plan is taken only if the workspace fits it: if modules it does not include are still switched on, or your team is larger than it allows, the licence renews on the plan you use, and the owners are told why. A smaller team size is taken only if your team fits it: if it is still larger on the day, the licence keeps the size it has, and the owners are told. If you pay a renewal invoice early, what you scheduled still takes effect on the day the current term ends, and what renews cannot be changed until then.

3. 03

   Read “Changes at renewal”

   When you have cancelled something, the “Changes at renewal” card on Plan & billing lists each item and exactly what it takes with it. It always says whether anything will be erased, and on which day. Press “Keep” on any item to call its cancellation off.

4. 04

   A storage pack

   If your files will not fit in the storage that is left, the card says by how much. Where it says files would be erased, on the renewal day the files over the limit go, oldest first, in this order: exports, label sheets and packing lists, then mail attachments, then client files and visit photos, then booking-page photos. Invoices, signed documents and HR documents are never erased to make room. “Show the files” lists them in that order, so you can download or delete any of them first.

5. 05

   Time off, reviews and hiring

   When the “Time off, reviews & hiring” group leaves, Time off, Performance, Recruitment and Onboarding are switched off at the renewal; People, the time clock and payroll stay. Where the card gives an erase date, their data is erased 30 days after the renewal unless you buy the group back before then; press “Export first” to take a copy. Where it says the data is kept, buying the group back switches it on again with everything in place.

6. 06

   The extra place

   The place you chose stops taking bookings at the renewal. Its later bookings are cancelled and refunded 14 days before — or at once if less time is left — and the clients are told. Where the card says so, its schedule, reviews and photos are erased when it closes; its cash records and paid visits are kept.

7. 07

   When nothing is erased

   Where the card says nothing is erased, the extra still leaves at the renewal. If your files are then over the storage that is left, uploads stop until you free some space.

8. 08

   After the workspace was read-only

   A licence paid again after the workspace became read-only comes back alone, and this card then shows what its extras still hold. Files over the storage that is left are kept for 30 days: uploads stop meanwhile, and buying storage again or freeing the space before the day keeps every file; where the card gives a date, the files over the limit can be erased after it, in the order above. If more places are open than your plan now covers, the newest one closes 30 days on, its paid visits and cash records kept: its later bookings are cancelled and refunded 14 days before, and buying the extra place again before then keeps it open. A module group is switched off with its data kept for 30 days.

9. 09

   The notices you get

   Owners and admins are told in the app and by email when something is cancelled, again 14, 3 and 1 day before the renewal, when a group is switched off, and 7 and 1 day before its data is erased. After a read-only licence comes back alone, they are also told when files are held or a place is set to close, and 7 and 1 day before either happens. These notices cannot be switched off. A renewal paid by transfer is told by its invoice’s emails — when it is raised, 3 days before the term ends and on the day; the email about a failed card renewal, in euros or dollars, lists the amount, which try it was, the next try and the day the workspace becomes read-only, with a “Pay now” button.

Updated October 21, 2026