What Happens at Renewal?
1.0 Introduction
By default, every Borealis System is for a 12 month duration and the subscription will renew automatically. If a payment card is saved and with Auto-Renew enabled, that card will automatically be charged at the renewal date. A Borealis System can have Organization cards - which can be used to make subscription payments for all Systems that are added to that Organization.
There are also System cards which can be used to make payments for that particular System.
If a System has an Organization Card and a System card saved then the System card will take precedence. If payment with the System card fails then the Organization card will be used.
IMPORTANT NOTE: The System Owner has 30 days after the renewal date to make the payment, otherwise the system will become suspended and functionality will be restricted. The System Owner will be notified via email when the renewal is due.
A reactivation fee will apply if the renewal payment has not been successfully processed within the grace-period. The reactivation fee is a flat fee for each billable reader.
2.0 System Owner Email Notifications
The System Owner will start to receive renewal reminder email notifications 30 days prior to the renewal - this will remind the System Owner of the renewal date, the renewal amount and to check that any card saved for the renewal is valid. If there is not a saved card with Auto-Renew enabled, then the payment will need to be made manually. Multiple renewal email notifications will be sent to the System Owner in the weeks leading up to the renewal date.
3.0 Credit Card Auto Renew
When you make a manual credit card payment or when you add a new credit card to Borealis you are given the option to save the card and enable the auto-renew setting.
After making a payment (via the shopping cart), any saved cards can then be found via Subscriptions >> Payment Cards. Organization cards can be found via Organizations >> click [System Name] >> Payment Cards.
4.0 System Cards Vs Organization Cards
A System can only have one System card with auto-renew enabled and/or one Organization card with auto-renew enabled. If both are set for auto-renew then the System card takes precedence and if payment with the System card fails then the Organization card will be used.
5.0 Changing the Renewal Date
The System Owner can change the renewal date of the subscription by logging into the client on the new date that they wish to use as the renewal date - and then clicking on the Change Renewal Date button.
A notification will be displayed stating the new renewal date. If any subscription payment has already been made, you will receive a credit for the amount that has been paid in advance. The total amount of credit due (if applicable), will also be displayed.
6.0 System Suspension
If the renewal subscription has not been paid within 30 days following the renewal date, the System will then be suspended. Any changes made in the client will not be sent out to the controllers, functionality will be very limited but the System Owner will still be able to log in to process the renewal payment.
Note: If your System has a monthly subscription period then the grace period is 7 days, instead of 30. The System will be fully active during the grace period.The System Owner will receive multiple email notifications during the grace period informing them that the renewal date has passed and the System will be in the 7 or 30-day grace period.
Subscription Frequency | Grace Period | Suspension Period | Re-activation Fee Applied |
Yearly | For 30 days after the renewal date | For 30 days or more after the grace period | 60 days after the renewal date |
Monthly | For 7 days after the renewal date | For 7 days or more after the grace period | 14 days after the renewal date |
7.0 System Re-Activation Fee
If the renewal payment has not been processed and the grace period has also passed then a reactivation fee will be applied to the System. The re-activation fee is a flat rate per billable reader plus there will be the reader subscription charge since the renewal date.
The total amount due is:
- The current subscription total that was due on the renewal date
- The subscription charge since the renewal date (during the grace period
of 7 or 30 days) - The reactivation fee (per price model for each billable reader)
The overdue payment can be made by the System Owner via the shopping cart.
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