Subscriptions & seats

Canopy is billed per workspace, by seat - each workspace is its own subscription. Every member is a paid seat, regardless of role. Manage everything under Workspace settings → Plans & billing. For what each role can do, see Roles & permissions.

Plans

How seats are charged Pro

Pro is a per-seat subscription. You pay for a seat pool that you control from Plans & billing - a slider sets how many seats to pay for, with a minimum of one (the Owner) and a maximum of 50 (beyond that, talk to support). Members occupy seats; the pool can sit above your head-count, so you can pre-buy empty seats and invite into them later.

• Adding a teammate - invite anyone (any role). Existing Canopy accounts accept from their dashboard invite inbox; new accounts join from the magic-link invite after they sign up or sign in. If you have an open seat, the accepted member fills it at no extra charge. If you're already full, the pool grows by one, prorated for the rest of the current period.
• Changing a role - never changes your bill; every member already occupies a paid seat.

Removing members & reducing seats Pro

Removing a member and reducing your bill are two separate steps - by design, so you can free a seat for someone else without a billing change.

• Remove a member - they lose access immediately (their own account and personal data are untouched). The seat becomes an open paid seat - your bill doesn't drop yet; you keep that seat ready to invite someone new.
• Reduce the pool - to actually pay less, lower the seat slider in Plans & billing. Stripe applies the unused time as a credit on your next invoice (no immediate refund), and the smaller charge starts next cycle.
• The floor - you can't pay for fewer seats than people who currently have access. To go below your member count, remove members first, then slide the pool down.
• You can't remove the Owner - transfer ownership first.

Downgrading to Free Pro

Cancel Pro from Plans & billing → Manage (the secure Stripe portal). Cancellation takes effect at the end of the current period - you stay on Pro until then (billing shows the date it will cancel), with no further charges. You keep the time you already paid for; there's no immediate-forfeit option (and transferring a workspace no longer requires cancelling first - see transferring ownership).

Changed your mind? Resume before the period ends (Manage → Renew) and nothing is lost - same billing cycle, same prepaid time, the next charge is just your normal renewal. If you instead let it lapse to Free and re-subscribe later, you simply used the time you'd paid for and start a fresh period - no double charge either way.

When the period ends, the workspace moves to Free and these limits apply again: solo (1 seat, no invites), 2 maps, 15 nodes per map, no Figma / Notion export, and no MCP.

If dropping to Free would leave you over the cap of two free workspaces per person, the surplus one stays read-only until you re-upgrade it, delete it, or free a slot. Your two oldest free workspaces stay editable; any newer surplus ones become read-only (still readable). Re-upgrading or deleting a free workspace unlocks the rest automatically.

What counts as a seat

See Roles & permissions for what each role can do.

Managing payments Pro

Billing is owner-only. Open Plans & billing → Manage to launch the secure Stripe Customer Portal, where you can:

• Update the card on file (or add one).
• Change the billing email and contact details.
• Download invoices and receipts for the subscription.
• Cancel or change the plan and seat count.

Removing a card

Stripe requires a payment method on a renewing subscription (otherwise the next charge would just fail), and the Stripe portal won't let you remove your only card while the plan looks active. So Canopy adds a Remove action next to the card in Plans & billing that works once there's no upcoming charge:

• It's enabled when the plan is set to cancel at period end (or there's no active subscription) - you keep Pro through the time you already paid for, but nothing renews, so the card is safe to remove.
• It's disabled while the plan is still renewing - cancel first (Manage → Cancel, which keeps your prepaid time), then the Remove action lights up.

So to take your card off entirely: cancel at period end, then Remove. You stay on Pro until the period ends, then drop to Free. (Adding a card again anytime restores paid renewals.) This is also what lets a departing owner clear their card before transferring ownership - which works on Pro without cancelling, since the new owner can replace the card themselves.

There are two separate ledgers, and we keep them apart on purpose:

• Subscription invoices (the per-seat Pro plan) live in Stripe - we link you to the hosted portal rather than mirroring them.
• Template marketplace purchases are recorded in Canopy and shown in-app under Plans & billing (buyers) and on the Sales page (sellers).

Transferring ownership Pro

A workspace has exactly one Owner, who can hand it to another existing member. The previous Owner stays on as an Admin.

Eligibility

The transfer is validated before anything changes, and is rejected with a message if a rule isn't met:

• The recipient is already a member of the workspace.
• For a Free transfer only: the recipient owns fewer than two free workspaces - taking this one over must not push them past the free-workspace cap. Paid workspaces have no such limit.

How to transfer

1. Make sure the person is already a member - invite them first if not.
2. Go to Dashboard → Settings → Workspace → Members.
3. Open the member's ⋯ menu, choose Transfer ownership, type the workspace name to confirm, and transfer.
4. If on Pro: the new owner opens Plans & billing and adds their own card to take over billing from yours.

Only the current Owner sees this action. Ownership moves immediately - they become Owner, you become an Admin (you keep edit access; billing, members, and payouts move to them). Both of you get a confirmation email.

What changes

Trade-off: between canceling and the new owner re-upgrading, the workspace sits on Free limits (over-limit maps read-only, extra members lose access, paid listings pause) until they re-subscribe. This is the deliberate cost of guaranteeing a clean billing hand-off. For payout details see Selling templates.

Canopy AI usage Pro Coming soon

Canopy AI isn't available yet. We'll share the details closer to launch.

Failed payments

If a renewal charge fails on a plan you've already paid for, the workspace enters a 7-day grace period (you keep Pro, and Plans & billing shows the grace deadline). Update your card from Manage and it returns to active. If the payment is never resolved, Stripe stops retrying and cancels the subscription, which then follows the same path as a downgrade to Free above - data preserved, maps locked read-only, nothing deleted.

The grace period only applies once you've successfully paid at least once. A first charge that never clears — a free trial that doesn't convert, or "Start paying now" with a bad card — has no grace: the workspace simply drops to Free immediately (data still preserved).

Deleting a workspace or account

Deletion is the only action that removes data, and it's always explicit (the Danger zone in settings). Removing a member never deletes their account.

Deleting a workspace is owner-only. Cancel its subscription first (a paid workspace must be back on Free to delete), and you can't delete your only owned workspace - keep or create another first. If the workspace has maps other people have bought, it's archived (not destroyed) so those buyers keep their copies; with no buyers it's permanently deleted along with its maps.

Closing your account cancels every subscription you own automatically, then suspends the account for a 30-day reversible window before permanent deletion. Workspaces that own bought templates are orphaned and archived (buyers keep access); everything else is erased. See closing your account.

Currency

All spend and billing figures are shown in your workspace currency, indicated on the Spend tracking page.