Subscriptions & Licenses

Under Administration → System → Subscriptions & Contracts, you can see what your platform includes: your subscription, licenses, open offers, invoices, and billing data. You can make changes to your subscription here yourself, with a price preview before ordering.

The tabs at a glance#

Overview#

The Your Subscription card shows at a glance:

• Package

  How many employees your license packages cover, e.g., 100 employees.

• Next invoice

  Amount and date of the next subscription invoice.

• Term

  Annual, quarterly, or monthly, with a note on when you can cancel.

• Items

  All components of the subscription with quantity and price per period.

If you have ordered a change to take effect at the end of the period, it will appear under Scheduled, with the date from which it applies. Until then, you can cancel it with Revoke.

Change subscription#

In the Change tab (or via Change subscription in the Overview), you adjust license packages, term, and additional services.

Combine license packages#

Packages can be combined. For example, 150 employees could be a package of 100 plus a package of 50.

1. Enter the desired number under How many employees do you need?.

2. Click Suggest cheapest combination. The platform selects the cheapest mix; if the price is the same, it chooses the one with fewer packages.

3. Adjust the mix if needed using + and −. Below, you’ll see licenses, storage, and price before and after.

4. Click Check price.

Only the difference is calculated: If you go from 100 to 150, you’ll add a package of 50, while the package of 100 remains unchanged.

A switch to fewer licenses is scheduled. The same cancellation period applies as for the entire subscription (see Cancellation periods and canceling subscription below). Until the deadline, you can revoke it in the Overview. If, on the deadline date, more employees are using the platform than the smaller package covers, your previous package remains in place, and you will receive an email.

Change term#

You can choose between Annual, Quarterly, and Monthly. You’ll see the savings directly on the card, calculated compared to the monthly term:

• A longer term applies immediately; any prepaid time is credited.

• A shorter term applies at the end of the current term if the change is made within the cancellation period of your previous term. Otherwise, it applies at the end of the following term. Until then, it is scheduled.

Additional mailboxes#

Under Additional services, enter the number and click Add. New mailboxes apply immediately; you pay a pro-rated amount until the end of the current period. You do not book Kai rates here but per person in the Assignment tab.

Price preview before ordering#

Before anything is booked, the Check change dialog shows you exactly what will happen:

• Due now

  The pro-rated amount for the remainder of the current period, with the time frame. If changes are made at the end of the period, nothing is due now.

• From the next invoice

  The new amount per period, alongside the previous amount.

• Effective

  Immediately or on the date at the end of the current period.

With Order with payment, you book immediately; with Schedule, you book at the end of the period. Afterward, the platform briefly displays "Being processed...". You can then find the invoice under Invoices.

Cancellation periods and canceling subscription#

Your subscription automatically renews for the same term unless you cancel. You can cancel at the end of the current term with the following notice period:

The decisive factor is when the cancellation is received by us. If it is received after the deadline, the subscription will only end at the end of the following term.

Reduce licenses and additional services#

The same period applies to fewer licenses, a smaller package, fewer mailboxes or Kai rates, a smaller credit contingent, and switching to a shorter term. The change takes effect at the end of the term; until then, you retain the previous scope. Amounts already invoiced will not be refunded.

What the platform shows you#

• On the subscription card

  The term with its period, e.g., Cancelable at the end of the annual term (notice period: 3 months).

• Before confirming

  When reducing or canceling, you’ll see the cancellation period and the date on which the change takes effect or your subscription ends. If the period for the current term has already expired, the platform will indicate the day it expired and the later date.

How to cancel your subscription#

1. Open the Change tab and click Cancel subscription.

2. Check the date on which your subscription ends. You can optionally provide a reason.

3. Confirm with Cancel definitively.

Afterward, the subscription card will display Canceled on with the date. Until then, you can use the platform as before. Until the day before, you can revoke the cancellation with Revoke cancellation. All system administrators will receive a confirmation email.

You can also cancel in text form, e.g., by email to connect@weslink.de. Only system administrators can cancel in the platform.

Offer for you#

If our sales team has created a custom offer for your platform, it will appear at the very top of the Overview under Offer for you. You’ll see the amount, validity, and whether it extends your current subscription or starts a new one. Use Show items to expand the details, and Download offer as PDF to download it.

1. Click Accept offer.

2. In the dialog, check the total amount and confirm with Accept definitively.

3. Activation follows within a few minutes; the invoice will be sent by email.

• Some offers must be confirmed through our sales team (office@weslink.de), e.g., if advance payment is required. The offer will then explain how to proceed.

• You accept renewal offers by replying to the offer email.

• An expired offer can no longer be accepted. Feel free to request a new one.

Invoices#

At the top, you’ll see the total amount outstanding and how much of it is overdue. Below, the invoices are sorted into To pay and Completed. You can download each invoice as a PDF.

Pay#

For an open invoice, click Pay. You have two options:

• Pay online

  Via Pay by Bank or credit card on the secure invoice page. Only system administrators can see this link.

• By bank transfer

  Scan the GiroCode with your banking app. The recipient, IBAN, amount, and reference are already filled in. Each field can also be copied individually.

Billing data#

In the Billing data tab, you maintain the information that appears on every invoice: company, street and house number, postal code, city, country, VAT ID, billing email, and an optional order reference (e.g., your purchase or cost center number). Changes take effect from the next invoice.

Without a VAT ID, German VAT is calculated. The payment method is Invoice: You receive each invoice by email and pay by bank transfer or online via the link in the invoice.

Who can do what?#