Executive Summary
When your PyjamaHR subscription expires, your access to the platform and its features is immediately restricted. This article explains exactly what happens to your account, data, job postings, and team access when your subscription lapses, and provides actionable steps to renew, downgrade, or recover your data. Whether you’re planning a temporary break, missed a payment, or want to understand your options, this guide covers every scenario based on real customer experiences.
Detailed Overview
What does “subscription expired” mean in PyjamaHR?
When your PyjamaHR subscription expires—either due to non-payment, cancellation, or the end of a trial—your account is blocked from accessing most platform features. This applies to all paid plans (monthly, annual, or legacy free plans). You will see a message such as “Your subscription has ended,” “Access Restricted,” or “Renew Subscription” when attempting to log in.
Why does this matter?
You lose access to all candidate data, job postings, and platform features until the subscription is renewed.
Your team members (including recruiters, hiring managers, and admins) are also locked out.
Open job postings may remain visible on external job boards (e.g., LinkedIn), but you cannot manage or close them from PyjamaHR.
You may continue to receive email notifications about new applicants, but cannot view or process them.
Integration with other PyjamaHR features:
- All premium features (AI Resume Match, advanced reports, bulk downloads, etc.) are suspended.
- User management (adding/removing team members) is disabled.
- Data export is not possible unless you regain access.
Business impact:
- Immediate disruption to ongoing recruitment.
- Risk of missing out on candidates and losing control over published jobs.
- Potential compliance issues if you cannot access or remove job postings.
Step-by-Step Guide: What to Do When Your Subscription Expires
1. Recognize the Expiry
You’ll see a message like “Your subscription has ended” or “Access Restricted” on login.
You may receive email notifications about expiry, overdue payment, or failed auto-renewal.
2. Understand Your Access
Blocked: You cannot log in or use any features.
Notifications Only: You may still receive emails about new applicants or job activity, but cannot act on them.
3. Renew Your Subscription
Super Admins Only: Only users with Super Admin access can renew or upgrade the subscription.
How to Renew:
1. Log in with the Super Admin account.
2. Click “Renew Subscription” or “Upgrade Now” on the login or dashboard screen.
3. Complete payment via card (ensure international and recurring payments are enabled).
4. If you have multiple users, remove extra users in Settings > Team Members before payment to avoid overcharges.
5. If you see only annual plan options (after two cancellations), monthly plans are no longer available (see “Common Issues” below).
4. Downgrade or Cancel
Downgrade to Fewer Users: Remove users in Settings > Team Members before renewal to reduce charges.
Cancel Subscription: Go to Manage Subscription and select “Cancel.” You will retain access until the end of your current billing cycle.
Auto-Pay: To stop auto-renewal, cancel the subscription and, if needed, disable auto-pay with your bank.
5. Data Access and Export
During Expiry: You cannot export or view any data.
After Renewal: Once renewed, you can export candidate data job-by-job via Compare Candidates > All Candidates > Download.
If Not Renewing: Contact support to request a temporary access window to export your data (not always possible).
6. Job Postings on External Boards
Jobs Remain Live: Open jobs may remain visible on LinkedIn/other boards even if your PyjamaHR access is blocked.
To Remove Jobs: Contact support to request closure/unpublishing of jobs, or renew access and close them yourself.
Advanced Usage & Best Practices
Power User Tips
Grace Period: PyjamaHR typically offers a 5-day grace period after the renewal date to complete payment before full lockout.
Team Management: Always remove unused users before renewal to avoid unnecessary charges.
Plan Flexibility: You can pay for only the months you need (monthly plan), but after two cancellations, only annual plans are available.
Temporary Breaks: If you want to pause hiring, cancel your subscription before the next billing cycle. You’ll lose access but can resubscribe later.
Optimization Strategies
Data Hygiene: Regularly export and back up candidate data to avoid last-minute scrambles if access is lost.
Invoice Management: Download invoices from Manage Subscription for accounting and compliance.
Communication: Inform your team about upcoming expiries to avoid workflow disruptions.
Do’s and Don’ts
Do: Use the Super Admin account for all subscription changes.
Do: Check your email for expiry and payment reminders.
Don’t: Share credentials across multiple users/devices—this can trigger account flags and lockouts.
Don’t: Wait until the last minute to renew—processing delays can disrupt hiring.
Troubleshooting & Common Issues
Common Error Messages
“Your subscription has ended. Please renew to continue.”
“Access Restricted. Complete payment to regain access.”
“Renew Subscription” button only shows annual plan.
Solutions
Cannot Log In: Only Super Admins can renew. If you’re not the Super Admin, contact them to upgrade.
Stuck on Annual Plan: After two cancellations, the system auto-switches to annual billing. Monthly/quarterly plans are not available.
Multiple Users Charged: Remove extra users in Settings > Team Members before payment.
Auto-Pay Issues: Disable auto-pay with your bank if you don’t want automatic renewals.
Job Still Live on LinkedIn: Contact support to unpublish jobs if you can’t access the platform.
Need Data Export: If locked out, request a temporary access window from support (not always possible).
When to Contact Support
You cannot access your Super Admin account.
You need to close jobs but cannot log in.
You require a data dump after expiry.
You see unexpected charges or billing issues.
Comprehensive FAQ
1. Will I lose access to my data when my subscription expires?
- Yes, you cannot access or export any data until you renew your subscription.
2. Can I still receive applications or notifications after expiry?
- You may receive email notifications, but cannot view or process applications in PyjamaHR.
3. What happens to my job postings on LinkedIn or other job boards?
- They may remain live, but you cannot manage or close them from PyjamaHR until you regain access.
4. How do I renew my subscription if I’m not the Super Admin?
- Only the Super Admin can renew. Contact them or request a role change.
5. Can I downgrade to fewer users before renewing?
- Yes, remove users in Settings > Team Members before payment to reduce charges.
6. What if I want to take a break and not pay for a few months?
- Cancel your subscription. You can resubscribe later, but will lose access in the interim.
7. Why am I only seeing annual plan options?
- After two cancellations, the system restricts you to annual billing for data storage reasons.
8. Can I get a refund if I cancel right after renewal?
- Refunds are handled case-by-case; contact support immediately for assistance.
9. How do I export all my candidate data and resumes?
- After renewal, export job-by-job via Compare Candidates > All Candidates > Download. Bulk export across all jobs is not currently available.
10. What if my account is blocked for suspicious activity?
- PyjamaHR’s SOC-2 compliant security flags accounts for multiple logins or suspicious behavior. Contact support to resolve and regain access.
11. Can I access the free plan after expiry?
- The Forever Free plan has been retired. All users must upgrade to a paid plan to continue.
12. What if I need to close jobs but can’t log in?
- Contact support to request closure of jobs on your behalf.
13. How do I stop auto-renewal?
- Cancel your subscription in Manage Subscription and, if needed, disable auto-pay with your bank.
14. Will my data be deleted if I don’t renew?
- Data is retained for a period, but access is blocked. Long-term non-renewal may result in data deletion as per PyjamaHR policy.
Related Features & Next Steps
Team Management: How to Add or Remove Users
Data Export: Comparison View – How to Export Candidate Data
Job Posting Management: How to Close or Unpublish Jobs
Billing & Invoices: Managing Your Subscription
Security & Account Flags: Why Was My Account Flagged?
Recommended Next Steps:
- Set calendar reminders for renewal dates.
- Regularly export critical data.
- Review your user list before each renewal.
- Contact support proactively if you anticipate payment or access issues.
Still have questions?
Contact PyjamaHR support via chat or email for personalized assistance. We’re here to help you keep your hiring on track!
Article last updated: June 2024
Applies to: All PyjamaHR paid plans, legacy free plans, and trial accounts.