Executive Summary

This article provides a comprehensive, step-by-step guide to upgrading, downgrading, or pausing your PyjamaHR subscription. It covers everything from changing user counts and switching between monthly and annual plans, to understanding billing cycles, handling prorated charges, and what to do if you need a break from the platform. Learn best practices, avoid common mistakes, and get answers to the most frequent customer questions—so you can manage your PyjamaHR subscription with confidence and avoid unnecessary support requests.

Detailed Overview

Managing your PyjamaHR subscription is essential for controlling costs, ensuring the right team members have access, and keeping your hiring operations running smoothly. Whether you need to upgrade (add users or features), downgrade (reduce users or switch to a lower plan), or pause/cancel your subscription, PyjamaHR provides flexible options—but there are important rules, workflows, and limitations you need to know.

Key Use Cases:
- Growing teams needing to add more recruiters or hiring managers
- Downsizing or seasonal hiring, requiring fewer seats
- Switching from monthly to annual billing (or vice versa)
- Taking a break from hiring and wanting to pause or cancel
- Avoiding surprise charges and understanding prorated billing

Integration with Other Features:
Subscription management is tightly linked to user management (Settings > Team Members), billing (Manage Subscription), and access controls (Super Admin vs. other roles). Only Super Admins can make subscription changes.

Step-by-Step Guide: Upgrading, Downgrading, or Pausing Your Subscription

1. Prerequisites & Access

Only Super Admins can upgrade, downgrade, or cancel subscriptions.
Ensure you have access to the Super Admin email for your company account.
Payments are made via credit/debit card (international payments must be enabled).

2. Upgrading Your Subscription

A. Adding More Users or Seats
1. Go to your profile > Settings > Team Members.
2. Add new users by inviting their email and assigning a billable role (Super Admin, Admin, Hiring Manager, Recruiter).
3. Each added billable user increases your subscription cost immediately (prorated for the current cycle).
4. Go to Manage Subscription to review and approve the new billing amount.
5. Complete payment as prompted.

B. Switching from Monthly to Annual Plan
1. Go to Manage Subscription.
2. Select the Annual Plan (25% discount is standard; e.g., ₹9,000/user/year).
3. Confirm and complete payment.

C. Upgrading Feature Add-ons
- For AI Recruiter, Job Boost, or other add-ons, purchase via the AI Store or contact support for activation.

3. Downgrading Your Subscription

A. Reducing User Count
1. Go to Settings > Team Members.
2. Remove users by clicking the three dots next to their name and selecting "Remove User."
3. Only billable users (Super Admin, Admin, Hiring Manager, Recruiter) count toward your subscription cost.
4. After removing users, go to Manage Subscription.
5. The next invoice will reflect the reduced user count (changes take effect in the next billing cycle; current cycle charges remain).

B. Switching from Annual to Monthly Plan
- Only possible if you have not cancelled your subscription more than twice.
- If eligible, go to Manage Subscription and select the monthly plan.

C. Downgrading from Premium to Free Plan
- As of the latest updates, the Forever Free plan has been retired for most users due to fraud and LinkedIn policy changes.
- If you are eligible (legacy users or special cases), contact support to request a downgrade to the Free plan.
- You must reduce active jobs and users to within free plan limits (typically 5 users and 5 jobs).

4. Pausing or Cancelling Your Subscription

A. Pausing Subscription
- PyjamaHR does not currently offer a "pause" feature.
- If you need a break, you must cancel your subscription.
- Your account will be blocked after cancellation, but your data will be retained for future reactivation.

B. Cancelling Subscription
1. Go to Manage Subscription.
2. Click Cancel Subscription.
3. Confirm cancellation. Your access will end at the end of the current billing cycle.
4. To avoid future auto-payments, also contact your bank to disable auto-debit on your card.

C. What Happens After Cancellation
- Your account is blocked; you cannot access data or post jobs.
- Data is retained for a limited period (for reactivation).
- To resume, you must renew your subscription (may be subject to new pricing or plan rules).

5. Special Scenarios & Billing Rules

Prorated Charges: If you add/remove users mid-cycle, you are billed for the days each user was active.
Grace Period: There is a 5-day grace period after your renewal date to complete payment before access is restricted.
Auto-Switch to Annual Plan: If you cancel your subscription twice or more, the system will only allow annual billing going forward (no more monthly plan).
Refunds: If you cancel after an invoice is generated, you may be eligible for a prorated refund (contact support).
Changing Super Admin: Invite the new Super Admin email, assign Super Admin access, then remove the old one (do this quickly to avoid extra charges).

Advanced Usage & Best Practices

Always Remove Extra Users Before Renewal: To avoid being billed for unwanted seats, remove users before your renewal date.
Monitor Prorated Charges: Adding/removing users mid-cycle creates prorated charges. Review invoices in Manage Subscription for details.
Invoice Management: Download invoices from Manage Subscription for accounting.
Auto-Pay Management: To stop auto-pay, cancel in PyjamaHR and also contact your bank/card provider.
Role Management: Only billable roles (Super Admin, Admin, Hiring Manager, Recruiter) count toward your subscription. Interviewers and External Recruiters are free.
Trial Extensions: Free trials are company-wide and cannot be extended after use.
Legacy Free Plan: If you are on the old Forever Free plan, you must stay within user/job limits or be prompted to upgrade.

Troubleshooting & Common Issues

1. Cannot Change User Count on Payment Page

Cause: You have more billable users than desired.
Solution: Remove extra users in Settings > Team Members. Refresh the payment page.

2. Invoice Shows More Users Than Needed

Cause: Invoice is generated based on users at renewal date; changes after this affect the next cycle.
Solution: Pay the current invoice; extra amount will be adjusted in the next cycle if you reduce users.

3. Cannot Select Monthly Plan (Only Annual Shown)

Cause: You have cancelled your subscription twice or more.
Solution: System restricts you to annual plan only. No workaround.

4. Payment Declined

Cause: Card does not have international payments enabled, or bank declined.
Solution: Enable international payments or use a different card.

5. Auto-Pay Still Active After Cancellation

Solution: Cancel in PyjamaHR and contact your bank to disable auto-debit.

6. Account Blocked After Cancellation

Solution: Renew subscription to regain access. Data is retained for a limited period.

7. Refund Not Received

Solution: Refunds take 5–10 business days. Contact support if not received.

8. Cannot Remove Last Super Admin

Solution: Assign Super Admin access to another user first, then remove the old one.

Comprehensive FAQ

1. How do I add or remove users from my subscription?
Go to Settings > Team Members. Add or remove users as needed. Only billable roles affect your subscription cost.

2. Why am I being charged for more users than I have?
Invoices are generated based on the number of billable users at the time of renewal. Changes after this affect the next cycle.

3. Can I switch from annual to monthly billing?
Only if you have not cancelled your subscription twice. Otherwise, only annual is available.

4. How do I pause my subscription?
Pausing is not supported. You must cancel, and your account will be blocked until you renew.

5. What happens to my data if I cancel?
Your data is retained for a limited period. You must renew to regain access.

6. How do I stop auto-pay?
Cancel in PyjamaHR and contact your bank/card provider to disable auto-debit.

7. Can I get a refund if I cancel mid-cycle?
Refunds are prorated and processed within 5–10 business days. Contact support for assistance.

8. Why can’t I see the monthly plan option?
If you cancelled your subscription twice, only the annual plan is available.

9. How do I change the Super Admin?
Invite the new Super Admin, assign the role, then remove the old one. Do this quickly to avoid extra charges.

10. What is a billable user?
Super Admin, Admin, Hiring Manager, and Recruiter roles are billable. Interviewer and External Recruiter are not.

11. Can I downgrade to the free plan?
The Forever Free plan is retired for most users. If eligible, contact support.

12. How are prorated charges calculated?
You are billed for the days each user was active during the billing cycle.

13. What if I need to take a break from hiring?
Cancel your subscription. Your account will be blocked, but data is retained for future use.

14. How do I update billing details or download invoices?
Go to Manage Subscription > Invoice History.

15. What if my payment fails?
Try a different card or enable international payments. Contact support if the issue persists.

User Management: Learn more about user roles and access types (Understanding Access Types)
Billing & Invoices: How to download and manage invoices
Career Page Integration: How subscription changes affect job postings
AI Recruiter & Add-Ons: How to purchase and manage add-ons
Data Export: How to export your data before cancellation

Summary

Managing your PyjamaHR subscription is straightforward when you understand the workflows, billing rules, and limitations. Always plan user changes before your renewal date, monitor your invoices for prorated charges, and remember that pausing is not supported—cancellation is the only way to take a break. For any complex scenarios or if you’re unsure, reach out to PyjamaHR support for personalized assistance.

Still have questions?
Contact support via chat or email for help with unique scenarios or urgent issues.

How to Upgrade, Downgrade, or Pause Your PyjamaHR Subscription: The Complete Guide