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Introduction
In this detailed overview, we explore the process of downgrading plans within a workspace, emphasizing key considerations to ensure a smooth transition.
Whether you're a user or a partner managing multiple clients, understanding the nuances of downgrading is essential to prevent workspace disruptions and maintain operational integrity.
This guide covers the step-by-step process, potential pitfalls, and solutions related to bot management during plan downgrades, providing clarity on best practices and troubleshooting strategies.
Understanding the Downgrade Process
Similarities to Upgrading
Downgrading a plan mirrors the process of upgrading, with some notable differences. The core steps include:
Selecting the new plan: For example, moving from a Pro to a Business plan.
Calculating remaining credits: If the current plan has unused extra credits, these are carried over as a credit in the account.
Adjusting billing: The next billing cycle deducts the credit from the total amount due, ensuring users only pay the difference.
Step-by-Step Downgrade Procedure
Step | Action | Description |
|---|---|---|
1 | Choose the new plan | Select the lower-tier plan in the workspace settings. |
2 | Calculate remaining credits | Determine unused credits based on days left and plan features. |
3 | Apply credits | Credits are added to the account and deducted in the subsequent billing cycle. |
4 | Confirm downgrade | Finalize the plan change, ensuring billing reflects the new plan. |
This process ensures a seamless transition without overcharging or losing unused credits.
Managing Bots During Downgrade
Potential Issues with Bots
Downgrading from a higher plan to a lower plan can lead to complications if extra bots are present:
Exceeding bot limits: The higher plan may have allowed more bots than the lower plan permits.
Workspace pausing: If the total number of bots exceeds the new plan's limit, the workspace may be paused to prevent violations.
Best Practices to Prevent Workspace Pausing
Pre-downgrade review: Before downgrading, remove or deactivate bots exceeding the limits of the lower plan.
Check bot counts: Ensure the number of bots is within the limits of the target plan.
Communicate with support: If excess bots are unavoidable, reach out to support for assistance in managing or temporarily activating the workspace.
How to Manage Excess Bots
Deactivate bots: Manually delete or deactivate bots that are over the limit.
Activate workspace for support: Partners can activate the workspace temporarily, allowing users to delete or manage bots.
Use workspace settings: Navigate to workspace partner web label settings to identify paused workspaces and reactivate them for bot management.
Handling Extra Bot Users
Impact of Excess Bot Users
When the number of bot users exceeds the plan's limit:
Bots become unresponsive: The system disables bot responses to prevent violations.
Error logs: Entries indicating exceeded limits are generated, signaling the need for action.
Solutions for Excess Bot Users
Upgrade add-ons: Purchase additional bot user slots via add-ons.
Delete extra users: Remove bot users that are unnecessary or inactive.
Set user limits: Configure bot user limits in settings to prevent exceeding thresholds.
Action | Description | Result |
|---|---|---|
Purchase add-ons | Buy extra bot user slots | Restores bot responsiveness |
Delete users | Remove unnecessary bot users | Brings usage within limits |
Configure limits | Set maximum bot users | Prevents future overages |
Managing Bot Limits and Auto Cleanup
Setting Bot User Limits
Access settings within the workspace.
Adjust bot user limits to match the plan's capacity.
Enable auto cleanup rules to automatically delete inactive or tagged users after a specified period.
Auto Cleanup Rules
Rule Type | Description | Benefits |
|---|---|---|
Inactive users | Delete users inactive for a set number of days | Keeps bot count within limits |
Tag-based cleanup | Remove users with specific tags | Maintains targeted user management |
Practical Tips
Regularly review bot activity.
Use auto cleanup to prevent accumulation of inactive users.
Adjust cleanup periods based on workspace activity levels.
Summary of Key Points
Downgrade process involves selecting a new plan, calculating remaining credits, and billing adjustments.
Pre-downgrade review of bots and bot users is crucial to avoid workspace pausing.
Removing excess bots before downgrading ensures compliance with plan limits.
Activating workspaces for support can facilitate bot management.
Exceeding bot user limits disables bot responses; solutions include buying add-ons or deleting users.
Configuring limits and auto cleanup helps maintain optimal bot performance and compliance.
Final Thoughts
Downgrading plans is a straightforward process but requires careful management of bots and bot users to prevent workspace disruptions. By proactively reviewing bot counts, utilizing workspace settings, and leveraging auto cleanup features, users can ensure a smooth transition without service interruptions. Partners play a vital role in assisting clients through workspace activation and management, especially when dealing with excess bots or users.
Remember: Always verify bot and user limits before initiating a downgrade, and communicate with support if necessary. Proper planning and management will keep your workspace operational and compliant with plan restrictions.