Subscription and License Management
In on-premise deployments, Cognipeer uses a license-based subscription model instead of payment-based subscription management. Workspace limits, available features, and credits are controlled by the license managed by your administrator.
What this is
License-based subscription management keeps billing and plan control outside the product UI. Users do not choose a paid plan during onboarding, and they do not manage payment details from Settings. The active plan is applied from the organization's license.
How on-premise plans differ from SaaS
| Area | SaaS | On-premise |
|---|---|---|
| Plan selection | User or admin selects a plan in the product | Plan comes from the license |
| Payment | Managed through billing | No in-product payment flow |
| Plan changes | Self-service when enabled | Requires administrator action |
| Credits | Plan or billing-cycle based | License-defined allocation |
| Limits | SaaS plan limits | License-defined limits |
What the license controls
Your organization license can define:
- Plan level.
- Monthly or license-period credits.
- Number of Peers.
- Number of datasources.
- Number of tools.
- Number of workspace users.
- Datasource usage limits.
- Tool call limits.
- Version retention limits.
User experience
During onboarding, the subscription selection step is skipped. Users go directly into workspace setup with the licensed plan already applied.
In Settings, users see a read-only subscription view that explains the plan is managed by license. They can review their current plan, limits, status, and usage, but they do not see payment methods, billing history, checkout, cancellation, or self-service upgrade controls.
Changing plans
Plan changes require administrator action:
- Review the requested plan or limit change.
- Confirm the organization license supports the change.
- Update the license through the approved administrative process.
- Apply or reload the license according to your deployment procedure.
- Notify affected users of the new limits or credits.
If users need more capacity, they should contact their workspace or system administrator rather than trying to upgrade from the product UI.
Credit management
Credits are allocated by license and tracked in the workspace. Users can review current usage and remaining credits from the dashboard or Settings. If the workspace approaches a limit, admins should review usage patterns and decide whether to adjust the license, archive unused resources, or guide teams toward more efficient usage.
Best practices
For administrators
- Set realistic limits based on organization size.
- Allocate enough credits for expected usage.
- Document the plan, limits, and upgrade path.
- Monitor workspace usage regularly.
- Notify users before reducing limits or credits.
For users
- Review your current plan and usage in Settings.
- Request upgrades before you hit a limit.
- Archive unused Peers, datasources, and tools.
- Contact your administrator for plan or credit changes.
Troubleshooting
Limits do not match the expected license
Ask your administrator to confirm the active license and reload process. If the limits still look wrong after reload, contact support.
Credits are not resetting
Check the license period and reset policy with your administrator. If the product shows stale usage after the expected reset, contact support with the workspace name and expected reset date.
Users see payment options
This usually means the deployment is not being recognized as license-managed, or the user is viewing the wrong environment. Ask your administrator to verify the deployment mode and license status.
A user cannot create more resources
Check whether the workspace has reached a licensed limit for Peers, datasources, tools, or users. Archive unused resources or request a license update.
Migration scenarios
From SaaS to on-premise
- Export workspaces, Peers, Flows, datasources, and settings.
- Set up the on-premise deployment and license.
- Import the data.
- Confirm limits and credits match the license.
- Notify users about the new subscription model.
From on-premise to SaaS
- Choose the appropriate SaaS plan.
- Export data from the on-premise deployment.
- Set up billing and the target workspace.
- Import the data.
- Confirm plan limits and user access.