Your Kelomo subscription, user licences and feature settings are connected, but serve different purposes:
- The subscription determines billing and whether the service is in normal use or read-only mode.
- Licences determine who uses the app or its add-ons.
- The Features page lets you choose what to enable for your organisation.
Users also need the appropriate permissions. Assigning a licence does not, for example, make an employee an admin.
Check your subscription and price
Open Settings → Administration and security → Licences & subscription. The page shows licence quantities, prices and the charges for the current and next billing periods. Any minimum charge is included in the total shown.
Check the current price here before subscribing or changing licences. This shows the overall effect of a change, not just the price of one licence.
Assign licences to people
Press Grant licences on the subscription page. Select the people and licences in the table, review the price preview and save. Changes take effect only when you save.
- A Basic licence provides access to Kelomo in the browser and mobile app. It also covers use of a shared clocking device.
- A Device user licence is for clocking on a shared device. It is not charged separately if the person has a Basic licence. A person added without an email address receives a device user licence.
- Add-on licences cover Shift planning, Travel & expenses, HR, Project management and Field service. CRM and sales is included in Project management and does not have a separate licence column.
Shift planning and HR licences apply to the person whose information is managed in those features, so they can also be assigned to device users. The other add-ons require a Basic licence for the same person.
You can also assign licences to a staff group. A licence inherited from a group appears in the person’s row, but must be removed from the group’s licence selection. Removing an individual selection does not remove a licence provided by a group.
What happens when you change a licence?
Adding or removing a licence affects access immediately. The billing change takes effect at the start of the next billing period. The save confirmation shows the date and new price.
Removing a Basic licence prevents the person from using the app. You cannot remove your own Basic licence. Deactivating someone on the People page removes them from the active licence count.
Check the total when reducing licences too: a minimum charge may keep the invoice total unchanged even if the licence count falls.
Choose which features to enable
Open Settings → Organisation → Features and enable the features you need. Time tracking is always enabled. Feature cards also link to detailed settings and let you manage optional functions.
If a feature is not included in your subscription, its card directs you to licence and subscription management. Enabling a feature does not itself assign user licences or permissions.
Disabling a feature does not delete its data or remove user licences. It hides the feature across the organisation, including from admins. To reduce billing, change licences separately and check the next billing period’s price.
You can enable the feature again later.
Trial and paid subscription
New organisations have a 30-day trial. You can try the add-ons without licence quantity limits during the trial. Permissions and your organisation’s feature settings still apply.
If you do not subscribe, a seven-day grace period follows the trial. After that, the organisation becomes read-only: the data can be read and exported, but new entries cannot be saved. The data is erased 60 days after the grace period ends, and the administrators are told the erasure date by email. Subscribing before that date restores access and calls the erasure off.
Review licences and pricing before moving to a paid subscription. Add-ons used during the trial will then need the appropriate licences. The subscription page shows the trial end date and subscription status.
Payment and cancellation
Self-service subscriptions are paid by card through Stripe. Contact us before subscribing if you need a separate invoicing arrangement.
Payment method and invoices on the subscription page is where you change the card and see every invoice. You end the subscription with End subscription at the bottom of the page; the confirmation shows the day the subscription ends. Ending it does not cut short a period you have already paid for, and before the end date you can take it back with Undo the ending.
After the subscription ends, use continues for a seven-day grace period, and then the organisation becomes read-only. The data can be read and exported for 60 days after the grace period and is then erased. The erasure date is sent by email, and subscribing again before it calls the erasure off. Export what you need and review the retention and deletion practices: GDPR: data requests, retention and deletion.
SMS credits for text messages are purchased separately – see SMS credits. Own invoicing concerns invoices you send to your customers, not your Kelomo subscription.
If a feature is missing or access is blocked
One person cannot see a feature. Check their permissions and licences, including any required Basic licence.
The feature is missing for everyone. Check the Features page first. If it is enabled, check the subscription and licences.
The organisation is read-only. Read the reason shown in the app and check the subscription page. Possible causes include an expired trial, an ended subscription or a payment issue. Resolve the stated cause; switching a feature on will not remove read-only mode.