Subscription and Billing (Administrators)

Audience: Administrators only. Guides do not have access to the Subscription page.

Overview

The Subscription page brings your school's billing information together in one place: payment method, billing email, subscription details, pause and cancel options, and payment history.

Open the Subscription page by clicking the gear icon at the top right, then choosing Subscription. The page shows:

• Payment method - the card used for billing.
• Billing email - the people who receive invoices and receipts.
• Subscription - your plan, price, student count, and next billing date.
• Pause Subscription and Cancel Subscription options.
• Payment History - past payments and downloadable receipts.

Adding a payment card

1. On the Subscription page, find the Payment method box.
2. Click Add payment method. The Add Card window opens.
3. Enter the Card Number, Expiration Date (MM/YY), and CVV.
4. Enter the billing information: name, address, country, city, state/province, and ZIP/postal code. The state/province field is hidden automatically in countries that do not use it.
5. Save the card. The save button stays unavailable until all required information is entered correctly.

After saving, you will see the message: Your billing information has been updated. The card appears in the Payment method box, including its last four digits and expiry date.

Good to know: Your full card number is not stored by Montessori Workspace. Card details are sent directly to the secure payment processor.

Updating or removing a card

• If a card has expired, an Expired label and an Update button appear. Click Update and enter the new card details.
• To remove a card, click the trash icon. When Delete Card? appears, click Delete Card to confirm.
• To change to another card, remove the old card and then add the new card.

Good to know: Keep a valid card on file. If a payment fails, the system retries a few days later. If it fails again, the account is temporarily blocked until the card is updated.

Billing emails: send invoices to more than one person

1. On the Subscription page, find Billing email.
2. Existing addresses appear as small tags. Click the x on a tag to remove that address.
3. Type a new email address and press Enter, or type a comma. It becomes a tag.
4. Add all required addresses and click Save.

• At least one billing email must remain on the account.
• The first email address is the main billing address.
• Invalid or duplicate email addresses are flagged immediately.

Monthly and annual plans

• Monthly: the school is billed automatically each month based on the number of students.
• Annual (pre-paid): the school pays once for the full year by invoice. A credit card is not required.

For an annual plan, the Subscription page shows the annual contract information and a Subscription End Date instead of a next billing date. About 30 days before the annual contract ends, a renewal invoice is emailed to the billing addresses. The email includes a PDF invoice and a Pay Invoice button.

Good to know: Annual plans have a set student limit. Once that limit is reached, you cannot add more students until you remove some students or contact Montessori Workspace to increase the limit.

To switch between monthly and annual billing, or to change the student limit on an annual plan, contact Montessori Workspace at support@montessoriworkspace.com. Annual plans are set up by the Montessori Workspace team.

Pausing your subscription

If your school takes a break, a monthly subscription can be paused instead of cancelled. Your data stays as it is.

Good to know: Pausing is available on monthly plans only. Annual plans cannot be paused.

1. On the Subscription page, find Pause Subscription.
2. Choose 1 Month, 2 Months, or 3 Months.
3. Click Pause. A confirmation window shows what will happen and any final amount due.
4. Click Confirm and Pause.

You will see the message: Your subscription has been paused, along with the date the pause ends. Before the pause starts, the system settles the amount for the days used since the last billing date. The confirmation window shows the exact amount. If there is nothing due, it says: There is no outstanding balance, so no charge will be made. If no card is on file and a payment is due, you will be asked to enter one.

• While paused, billing stops, so there are no charges during the pause.
• Students, progress, observations, and curriculum are kept safe and unchanged.
• The account is on hold, so you and your guides cannot add or change records.

When the pause ends, the account automatically starts again. Billing resumes with the next billing date one month later, and everyone on the team receives an email confirming the restart. To restart early, log in and click Unpause My Account in the banner at the top. You will see the message: Your subscription has been reactivated.

Payment history and receipts

At the bottom of the Subscription page, Payment History lists past payments with the date, amount, and transaction ID. Click Download Receipt on a payment to save a PDF receipt for bookkeeping.

Closing your account

1. On the Subscription page, find Cancel Subscription and click Close Account.
2. Read the warning. Closing the account permanently deletes account, student, and observation data and cannot be undone.
3. Type Cancel into the confirmation box. The red Close Account button becomes available only after the word is entered.
4. Click Close Account to confirm.

Good to know: If you only need a temporary break, use Pause Subscription instead. Closing the account is permanent.

Updated on: 09/09/2026