About the Flexmail subscriptions

Flexmail subscriptions are designed to grow with you. Whether you're just getting started or scaling up, you can adjust your plan at any time without losing any data.

This article explains how subscriptions work, how renewal operates, and how to upgrade, downgrade, or cancel.

Subscription basics

Your subscription is based on the number of active contacts in your account. Active contacts are unique email addresses that can currently receive campaigns. Unsubscribed, unconfirmed, and blacklisted contacts don't count towards your tier.

With any marketing subscription, you can send an unlimited number of emails each month to your active contacts. There are no sending caps or per-email fees. You can renew monthly or annually, annual billing comes with a 10% discount.

Key terms

Contact limit

Each subscription tier allows a maximum number of active contacts. If you reach your limit, you can no longer add new contacts until you upgrade to a higher tier. Flexmail notifies you by email if someone tries to subscribe through your opt-in form while your limit is reached.

Number of users

The number of colleagues who can log in to your Flexmail account depends on your subscription plan. Each user needs their own unique email address.

Auto-renewal

Flexmail subscriptions renew automatically at the end of each billing period, monthly or annually, depending on the option you chose when subscribing. Flexmail sends a reminder email before your renewal date so you have time to review your plan, adjust your contact tier, or cancel if needed.

If you want to make any changes before the next billing cycle, switching plans, adjusting your contact tier, or cancelling, do so before the renewal date. Changes made after renewal take effect at the start of the following billing period.

Upgrading your subscription

You can upgrade your contact tier or switch to a higher plan at any time. Upgrades take effect immediately, so you can start using your new features or capacity straight away.

Flexmail charges the difference for your remaining subscription period, you only pay the pro-rata amount for the upgrade. Your renewal date remains unchanged.

1. On the dashboard, click Manage my subscription.
2. Click Upgrade.
3. Set your preferred contact tier and click Order now on your preferred plan.
4. Review your payment details and the changes you've selected.
5. Click Continue to checkout.

Downgrading your subscription

You can move to a lower plan or a smaller contact tier at any time. Unlike upgrades, downgrades take effect at your next renewal date, your current plan remains active until then.

Before you downgrade: check feature compatibility

Some features are only available on higher plans. If your account currently uses features that are not included in the plan you're moving to, you need to clean those up before the downgrade takes effect. If you don't, the subscription change will be blocked.

See 'Preparing for a subscription change' for a complete checklist of what to review before moving to Essential or Start.

What happens to your data when you downgrade

Downgrading a plan never deletes your contacts, campaigns, reports, or message history. All data remains intact. What changes is which features you can use going forward, not what you've already built.

Specifically:

• Contacts: all contacts remain in your account. If your new tier has a lower contact limit than your current active count, you will need to reduce your active contacts before the downgrade takes effect.
• Campaigns and messages: all existing campaigns and messages are preserved, including those that used features not available on your new plan. You just won't be able to create new ones using those features.
• Reports and statistics: all historical data remains accessible.
• Workflows: if you downgrade to a plan that doesn't support automation, existing workflow reports are no longer accessible. Stop and archive workflows before downgrading.

Switching to credits (pay-as-you-go)

If you send emails infrequently and a monthly subscription isn't the right fit, you can switch to a credits account instead. With credits, you buy email sends in packs and pay only for what you use, with no monthly fee.

This is a good option for companies that send occasionally or seasonally. Contact sales@flexmail.be to switch from a subscription to credits.

Cancelling your subscription

You can cancel at any time before the end of your current billing period. When you cancel, the termination is planned, your account stays fully active until your current period ends.

After cancellation, your account enters a 30-day grace period. During this time you can still log in, view your data, and export anything you need, but you can no longer send campaigns. If you change your mind within those 30 days, contact support and the account can be reactivated with all data intact.

After the grace period ends, the account is permanently deleted. This includes all contacts, contact history, campaign statistics, reports, and templates. Links in emails you've already sent will also stop working for your contacts.

Common mistakes to avoid

• Waiting too long to upgrade: if you reach your contact limit, new opt-in subscriptions stop being added to your account. Keep an eye on your active contact count and upgrade before you hit the ceiling.
• Missing the renewal date for a downgrade: downgrades take effect at the next renewal. If you want to reduce your costs from next month, act before the renewal date, not after.
• Cancelling an annual subscription without checking the date: annual subscriptions renew in full. Once renewed, the charge is not refunded. Set a reminder a few weeks before your annual renewal if you're reconsidering.
• Confusing active contacts with total contacts: your total contact count includes unsubscribed and unconfirmed contacts, but only active contacts count against your tier. If your total number looks higher than expected, check how many are active, you may have more headroom than you think.

GDPR considerations

Next steps

• See 'How does Flexmail pricing work?' for a breakdown of plan features, contact tiers, and credits pricing.
• See 'Preparing for a subscription change' for a checklist of what to clean up before moving to Start or Essential.

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