Subscription & Billing Management

The Parent Portal provides a dedicated Billing section where you can manage your subscription plan, payment details, and licenses for students. This guide will walk you through all aspects of subscription and billing management.

Understanding Subscription Plans

RoxWhy offers two subscription plans for end-users:

• Standard Plan – Grants access to the AI Chatbot only.
• Plus Plan – Grants access to _all_ features: the AI Chatbot and the AI Notebook, plus the advanced analytics of the Academic Tracker.

Managing Licenses (Seats)

RoxWhy uses a "seat" licensing system for students. Each student requires their own seat license to access the platform.

• As a parent, you can purchase multiple seats to cover each of your children
• Standard and Plus seats can be mixed in one subscription
• For example, you might assign one child a Plus seat (for full features) and another child a Standard seat
• Pricing starts at approximately A$30 per month per Standard seat, with Plus seats at A$50 per month due to the additional features
• All billing is handled via Stripe for security and convenience

Viewing and Changing Your Plan

On the Billing page, you'll see your current subscription status, the number of Standard and Plus seats you have, and your next billing date.

Adding or Upgrading Seats

You can add seats or upgrade/downgrade seats at any time: 1. Navigate to the Billing section in the sidebar menu 2. Locate the seat management controls 3. Use the dropdowns or stepper inputs to adjust the number of Standard vs. Plus seats 4. Confirm the changes Any price differences are prorated and charged immediately for upgrades and reduce.

Seat Allocation Examples

• Adding a new child: If you need to add another child, increase your seat count for the appropriate plan
• Upgrading a child: If you want to upgrade a child from Standard to Plus, you can convert a Standard seat to a Plus seat
• Mixed plans: You can have some children on Standard and others on Plus based on their individual needs

Payments and Invoices

When you make changes to your subscription (like adding seats or switching plans), RoxWhy will redirect you to a secure Stripe checkout.

1. Once payment is completed, your subscription info updates in the portal 2. You can view past invoices in the Billing section, including dates, amounts, and payment status 3. There's typically an option to refresh or retrieve the latest invoices if needed 4. Each invoice entry may have a link to view details on Stripe (e.g., a "View Invoice" button)

Canceling Your Subscription

You have complete flexibility to cancel or modify your subscription at any time.

1. Navigate to the Billing section in the sidebar menu 2. Click "Cancel Subscription" 3. Confirm by typing "CANCEL" when prompted Cancelling means your subscription will not auto-renew next cycle – your current access remains active until the period ends. There are no cancellation fees or long-term commitments; you can also reactivate (resubscribe) later with just a click.

Important: Canceling a subscription will disable access to the AI features for your students once the current paid period lapses. However, your data (student profiles, Academic Tracker data, etc.) is retained – if you resubscribe later, your account and student data will be restored so you can continue where you left off.

Upgrading or Resubscribing

If you canceled and want to restore service:

1. Navigate to the Billing section in the sidebar menu 2. Choose "Resubscribe" or "Choose Your Plan" 3. Select a plan and seat combination 4. Complete payment

Upon resubscription, your students' accounts are reactivated and all features unlocked immediately, with no loss of previously entered data.