Changing your subscription plan in RosterElf
This article explains how RosterElf subscription plan changes work, including the rules for when a change takes effect immediately versus at your next billing date. All plan changes are made from the same starting point: click the profile icon in the top right corner, select account overview, click subscription settings, then click upgrade subscription.
Account owner access required
Only the account owner can change the subscription plan in RosterElf. Admins, managers, and staff members do not have access to subscription settings. If you need to change the plan, contact the person who originally created the RosterElf account.
Xero App Store subscribers:
If you subscribed through the Xero App Store, manage your subscription through Xero's platform. See our guide on Xero subscriptions for more information.
1. Plan change rules at a glance
The table below summarises when each type of plan change takes effect. The key distinction is between upgrades (which are immediate) and downgrades (which are scheduled for your next billing date).
| Change type | When it takes effect | Button shown |
|---|---|---|
| Monthly → higher or lower monthly plan | Immediately (prorated) | Green — Confirm Change |
| Annual → higher plan tier | Immediately (prorated) | Green — Confirm Change |
| Annual → more seats | Immediately | Green — Confirm Change |
| Annual → lower plan tier | Next billing date | Yellow — Schedule Downgrade |
| Annual → fewer seats | Next billing date | Yellow — Schedule Downgrade |
| Annual → monthly | End of annual term | Cancel first, then resubscribe |
2. Switching monthly plans
If you are on a monthly plan, you can switch freely between Core, Full Suite, and HR Hub at any time. Both upgrades and downgrades take effect immediately, and billing is prorated — you receive credit for unused time on your current plan.
For the full step-by-step walkthrough with screenshots, see: Switch your monthly subscription plan.
2.1 Steps to switch a monthly plan
2.1.1 Click the profile icon and select account overview.
2.1.2 Click subscription settings.
2.1.3 Click upgrade subscription.
2.1.4 Ensure monthly is selected, then click switch plan on the plan you want.
2.1.5 Click confirm change — the change applies immediately.
3. Switching annual plan tiers
If you are on an annual plan, the direction of the change determines when it takes effect:
- Upgrading to a higher annual tier (e.g. Core → Full Suite): takes effect immediately. You see a green Confirm Change button.
- Downgrading to a lower annual tier (e.g. Full Suite → Core): takes effect at your next billing date. You see a yellow Schedule Downgrade button. Your current plan stays active until then.
For the full step-by-step walkthrough with screenshots, see: Switch or downgrade your annual subscription plan.
4. Adjusting annual seats
If you are on an annual plan, you can also adjust how many seats are included. Again, the direction matters:
- Increasing seats via subscription settings: takes effect immediately and you are charged immediately upon confirming. If you add active staff without first purchasing extra seats, a billing reconciliation runs 5 days after activation.
- Decreasing seats: takes effect at your next billing date. You cannot reduce seats below your active staff count — archive staff first. The minimum on any annual plan is 10 seats.
Free trial expiring and want fewer annual seats than active staff?
Annual plans cannot have fewer seats than your active staff count (minimum 10 seats). If your free trial has more active staff than you want on your annual subscription, you cannot move straight to annual. The workaround: subscribe to a monthly plan first — monthly billing charges per active employee and adjusts immediately as you archive staff. Archive the staff you no longer need, then switch to annual once your active staff count matches your target.
For step-by-step instructions see: Update annual plan seats or the annual plan switching guide.
5. Moving from annual to monthly
You cannot switch directly from an annual plan to a monthly plan. Annual and monthly subscriptions are mutually exclusive — you can only have one active at a time.
To move from annual billing to monthly, you need to:
- Cancel your annual subscription from subscription settings. See: how to cancel your subscription.
- Wait for your annual term to end. Your access continues until the end of the paid period.
- Resubscribe on a monthly plan once the annual term has expired.
Need help with the transition?
Our customer success team can help you time this switch to minimise any gap in access. Contact us through the support chat or by booking a call from your account.