How Does the Fixed Plan Billing Procedure Work

This article explains how we count the number of users in your account, and apply the correct billing tiers and monthly fee according to our agreement

How Does the Fixed Plan Billing Procedure Work?

This article explains how we count the number of users in your account and apply the correct billing tiers and monthly fees according to our agreement.

Understanding Unique Active Users

At Scandlearn, we define Unique Active Users as any users who have interacted with the system and had access to any number of courses during their activity period. Even if a user is only active for a short time within a month, they are still considered an active user for billing purposes. This ensures fair and consistent pricing based on system usage rather than course completion.

Since users have access to multiple courses, billing is based on their ability to interact with the system rather than the number of courses they complete.

How Users Are Counted for Billing

To clarify how billing is calculated, the following example details the process from adding users to the system through tracking user activity and eventual removal. The Scandlearn system logs all user interactions to ensure accurate billing.

Example Client

Here’s an example of a client account with Scandlearn under a fixed plan agreement:

• Contract Term: 36 Months

• Contract Start Date: 2025-01-01

• User Tiers:

  • Up to 50 users: €50/month

  • Up to 100 users: €100/month

  • Up to 150 users: €150/month

Billing Example

January

• Incoming users from the previous month: 0

• Users created during the month: 100

• Users deleted during the month: 10

• Users archived during the month: 0

• Total Unique Active Users: 100

• Incoming users for the next month: 90

February (Invoice for January) 

• Incoming users from the previous month: 90

• Users created during the month: 50

• Users deleted during the month: 75

• Users archived during the month: 25

Total Unique Active Users: 140

• Incoming users for the next month: 40

March (Invoice for February)

• Incoming users from the previous month: 40

• Users created during the month: 0

• Users deleted during the month: 20

• Users archived during the month: 0

Total Unique Active Users: 40

• Incoming users for the next month: 20 

And in April the March Invoice would be based on 20 users, yet the up to 100 user tier would apply as no other lower tier exists.

Billing Accuracy and User Specification

Over the course of three months, user numbers fluctuated, and the Scandlearn system automatically tracked all created, deleted, and archived users. This ensures that you are billed accurately and in line with your contract.

For further transparency, a detailed log of all registered users during the billing period is included on page 2 of the invoice for verification.

Billing Options

Scandlearn offers two payment methods:

1. Card Payments: To register your company card, please visit [this page].

2. Bank Transactions: This is the default payment method. Invoices will be sent to the confirmed email addresses on file.

If you have any further questions regarding billing, feel free to contact our support team.

Warm regards,
Team Scandlearn