> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Cancel or downgrade

> Cancel a TimeTracker Pro subscription, keep access until the period ends, and see exactly what changes when a workspace moves back to the Free plan.

Cancelling stops the next charge. It does not stop your work – Pro stays on until the end of the period you have already paid for, and then the workspace moves to Free.

## What cancelling does

|                           |                                                                    |
| ------------------------- | ------------------------------------------------------------------ |
| When it takes effect      | At the end of your current billing period                          |
| What you lose immediately | Nothing                                                            |
| What happens at the end   | The workspace moves to the **Free** plan                           |
| What is deleted           | Nothing                                                            |
| Can you undo it           | Yes, with **Resume subscription**, any time before it takes effect |

There is no separate "downgrade" action. Free is what a workspace falls back to, so cancelling **is** the downgrade.

## How to cancel

<Steps>
  <Step title="Open Plan & billing">
    In the workspace, go to **Settings**, then **Plan & billing**.
  </Step>

  <Step title="Click Cancel subscription">
    It sits in the footer of the plan card.
  </Step>

  <Step title="Read the confirmation">
    The dialog names the exact date Pro stays active until, and confirms that nothing is deleted and every report stays readable on screen.
  </Step>

  <Step title="Confirm">
    Click **Cancel subscription** in the dialog. The page then shows **Access ends** with that date in place of **Renews**.
  </Step>
</Steps>

## How to undo it

While a cancellation is scheduled, the plan card shows a single **Resume subscription** button. Click it and the subscription renews as normal. The **Cancel** and **Switch** buttons come back.

## What changes when the workspace reaches Free

**Nothing is deleted.** Everything you have ever tracked stays readable on screen.

| Still works on Free                     | Locked until you upgrade again                 |
| --------------------------------------- | ---------------------------------------------- |
| Time tracking                           | Approvals                                      |
| Projects and tasks                      | Planner                                        |
| Timesheets (filling in and submitting)  | Location rules                                 |
| Clock in and out                        | Invoicing and payments                         |
| Time off requests                       | Budgets                                        |
| Expenses (submitting)                   | Client portal                                  |
| Reports (reading and building)          | Advanced reports: custom, scheduled, downloads |
| Setting **billable** rates              | Setting **cost** rates                         |
| Reading past invoices, budgets, margins | Integrations                                   |
| Everyone you already have keeps working | Exports                                        |

Your team also stops being able to add people once the workspace is at or over 3. Everyone already there stays. See [Seats](/billing/seats).

## Example

Northwind Studio pays monthly, renewing on the 18th. On 3 May Maya cancels.

| Date           | What happens                                                                                                                                                        |
| -------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| 3 May          | Cancellation scheduled. Nothing changes. Plan card shows **Access ends 18 May**.                                                                                    |
| 4–17 May       | Priya still approves timesheets. Daniel still sends invoices.                                                                                                       |
| 18 May         | The workspace moves to Free.                                                                                                                                        |
| 19 May         | Sarah tracks time as usual. Priya can read Friday's submitted timesheet but not approve it. The March invoice to Bluebird Coffee is still there and still readable. |
| Any time later | Maya upgrades again. Every waiting approval becomes actionable at once.                                                                                             |

## Options and settings

| Control                 | Where                                            | Effect                                                         |
| ----------------------- | ------------------------------------------------ | -------------------------------------------------------------- |
| **Cancel subscription** | Plan card footer                                 | Schedules cancellation at period end                           |
| **Resume subscription** | Plan card footer, once cancellation is scheduled | Undoes it                                                      |
| **Switch to monthly**   | Plan card footer                                 | A cheaper cadence if yearly is the problem, applied at renewal |
| **Manage billing**      | Plan card footer                                 | The portal, for card and receipts                              |

<Tip>
  If cost is the reason, consider removing seats you are not using first. Seats follow the people with access, so removing a member or revoking an open invitation lowers the bill at your next renewal.
</Tip>

## Permissions

| Action | Capability       | Roles by default |
| ------ | ---------------- | ---------------- |
| Cancel | `billing.manage` | Owner, Admin     |
| Resume | `billing.manage` | Owner, Admin     |

If you do not hold `billing.manage`, the buttons are not shown and the page says only owners and admins can change billing.

## What happens next

* You are not charged again once the cancellation takes effect.
* On the day it takes effect, paid features stop accepting new writes.
* Submitted timesheets, timecards, expenses and leave requests build up in their queues, safe, until you pay again.
* The billing page shows the **Free plan** card with an **Upgrade to Pro** card under it.

## Common questions

<AccordionGroup>
  <Accordion title="Do I get a refund for the rest of the period?">
    Cancellation takes effect at the end of the period you have already paid for, so you keep what you bought rather than being refunded for it.
  </Accordion>

  <Accordion title="Will my data be deleted?">
    No. A lapse never destroys data. If you want your workspace gone as well, that is a separate, deliberate action – see [Delete a workspace](/data/delete-a-workspace).
  </Accordion>

  <Accordion title="Can I get my data out before cancelling?">
    Yes, and do it before the plan ends. Exports is a Pro feature, so export while you are still on Pro. See [Export your data](/data/export-your-data).
  </Accordion>

  <Accordion title="Will anyone be removed from the workspace?">
    No. A workspace over the 3-seat Free limit keeps every person it has.
  </Accordion>

  <Accordion title="Can I cancel and keep the client portal open?">
    No. Client portal is a Pro feature. Portal contacts stay in the workspace but the portal locks until you upgrade.
  </Accordion>

  <Accordion title="What if I change my mind after it takes effect?">
    Upgrade again from the same page. Everything turns back on, including the whole backlog waiting in approval queues.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Problem                                | Cause                                               | Fix                                                                    |
| -------------------------------------- | --------------------------------------------------- | ---------------------------------------------------------------------- |
| "We couldn't cancel your subscription" | The request failed, or you lack permission          | Check you hold `billing.manage`, then try again                        |
| No **Cancel subscription** button      | A cancellation is already scheduled                 | The card shows **Resume subscription** instead                         |
| Cancelled but still charged            | The charge covered the period before it took effect | Check the **Access ends** date and your receipts in the billing portal |
| Features locked earlier than expected  | The period ended, or a payment failed first         | See [When a plan lapses](/billing/when-a-plan-lapses)                  |

## Related guides

<CardGroup cols={2}>
  <Card title="When a plan lapses" icon="clock-rotate-left" href="/billing/when-a-plan-lapses">
    Exactly what locks, and what does not.
  </Card>

  <Card title="Export your data" icon="download" href="/data/export-your-data">
    Take a full copy before you go.
  </Card>

  <Card title="Manage your subscription" icon="sliders" href="/billing/manage-your-subscription">
    Cadence, renewal and resume.
  </Card>

  <Card title="Seats" icon="users" href="/billing/seats">
    Lower the bill by freeing seats.
  </Card>

  <Card title="Delete a workspace" icon="triangle-exclamation" href="/data/delete-a-workspace">
    If you want it gone entirely.
  </Card>

  <Card title="Free vs Pro" icon="scale-balanced" href="/billing/free-vs-pro">
    What you keep on Free.
  </Card>
</CardGroup>