Subscription, modules and usage
Open the active organization's Subscription page at /organizations/:id?tab=subscription. It shows the active subscription and usage separately from a new selection. Organization administrators manage billing; other members can read their modular usage.
For current rates and a configuration estimate, use the Scoutello pricing calculator. Prices in the calculator exclude VAT. The checkout shows the amount due, including applicable VAT.
Start with the free foundation
The free foundation includes one team seat, 500 stored contacts and up to 20 published paid guides. Paid-guide test use is unlimited. Selling paid guides does not require a recurring Guides subscription; sales and payment-processing fees can still apply under the organization's commercial terms.
The CRM module raises the shared contact allowance to 1,000. Contact capacity and team seats apply once per organization, not once per module. A paid foundation includes one custom domain and 1,000 operational emails per calendar month. These benefits require at least one paid module. Storage has no separate price line.
Choose modules and capacity
| Module | What it adds | Capacity to review |
|---|---|---|
| Guests | Published guest web apps, experiences and offers | Monthly guest access |
| Guides | Freely accessible guides and unlimited guide publishing | Monthly guide activations |
| Events | Event management and invitations | New invitations issued per calendar month |
| CRM | Relationships, interaction history, opportunities and integrations | Shared stored-contact capacity |
| Mailing lists | Newsletter communication | Monthly newsletter email volume |
| Contracts & Invoices | Customer invoicing and recurring contracts | Invoice allowance and separately selected active customer contract assignments |
| Projects | Project delivery and coordination | Active projects |
Social is coming soon and is not selectable for ordinary customers.
Guest web apps share the organization's visitor pool; guides share its activation pool. Nested pages share their root web-app count. A tour-linked root uses guide access and its activation allowance; an event-linked root uses Events access without consuming the Guests visitor pool. Repeat access by the same person to the same web app or guide counts once per calendar month. Anonymous access uses a browser identifier, so separate devices can count separately. Purchased guide access does not consume the Guides subscription allowance.
Event invitations count when first issued to a person for an event, even if the event happens later. Reminders and resends do not count again. Public registration, ticket purchase, acceptance and check-in do not consume invitation capacity. Each issued invitation includes five recipient emails for that event, including the first invitation; unused event-email allowances survive a later plan reduction.
The usage view shows consumption, remaining capacity and reset dates. Monthly allowances reset in the organization's billing timezone and do not accumulate on an annual subscription. Upgrades and trial changes do not reset usage.
Review a subscription change
- Open Overview and review active modules, usage and the current cycle.
- Adjust modules, quantities, billing period and optional additions.
- Review the current and proposed configuration, effective date and amount due.
- Confirm the change and complete payment if required.
- Check the active configuration after payment confirmation. A pending payment does not grant the proposed increase.
Additions and increases normally activate after confirmed payment, with a prorated charge for the remaining billing period. Reductions and billing-period changes take effect at renewal. A mixed change can activate paid increases first and apply the final reduced configuration at renewal. The review states the timing for the particular change.
Cancelling all paid modules schedules the end of the recurring subscription for the current cycle's end. The free foundation remains. Stored records are preserved after a downgrade; over-limit growth and reactivation can be blocked until capacity is available. Existing purchases and necessary event check-in access remain available.
The highest-priced subscription module stays at full price; additional modules receive the bundle discount. Annual payment adds an annual discount to eligible recurring charges. Usage charges and one-time services receive neither discount. The calculator and billing review show the actual discount amounts.
Optional trial
An administrator can explicitly start the one-time 30-calendar-day trial. Free signup does not start it automatically, and the trial requires no payment method or automatic paid subscription.
The trial enables available modules with their starting allowances. At expiry, unpurchased modules return to the foundation. Stored data, purchased content and prepaid balances remain. Existing trials retain their recorded end date.
Prepaid balances and transaction charges
Voice, operational email and live translation use separate prepaid balances activated after payment. Purchased balances do not expire and survive module removal. Voice use requires Guides, which also includes 30 realtime voice minutes per month. Spending operational-email credits requires a paid foundation with at least one paid module; a free or trial organization cannot spend those credits. Text chat and recorded guide narration do not consume realtime voice minutes. There is no automatic top-up.
Newsletter volume is separate from operational email. Event-email allowances earned by issued invitations are separate again. Live translation is measured by language and duration.
Paid-ticket platform fees have an organization-wide calendar-month cap. Payment-processing charges depend on the provider and payment method. Guide-sale terms and negotiated organization rates can differ; check the approved billing review rather than assuming a public example applies.
Invoices and payment recovery
Administrators open Invoices within Subscription for Scoutello subscription invoices, payment recovery and payment-method management. Maintain the billing contact and buyer details before a paid purchase.
A failed renewal has a seven-day grace period. Follow the recovery action shown on the subscription page and check the recorded payment status before retrying. A processing or uncertain payment should be investigated through its existing recovery flow instead of creating another purchase.
Customer invoices issued by the organization live in the separate Contracts and invoices guide.
Existing package subscriptions
Existing paid package subscriptions and exclusive agreements retain their recorded terms. They are not silently replaced by modular billing. An administrator can review an eligible modular migration and schedule it for the existing renewal date. Until that date, the current subscription remains active.
Related: Settings, Permissions and organizations, Paid guide access.