Licencing

Overview

Licencing is intending to be simple and transparent. For the Plus and Ultimate plans, it is based on the income of your organisation from the your Charity Commission return, rather than counting users or time or the number of records stored. This model is designed for the needs of the third sector, in particular:

1) You do not need a costly individual licence for a volunteer who only works a few hours per week.

2) You can configure the system to best suit your needs, and those of your funders. This particularly applies to projects - with the full system, you can have as many projects as you like.

3) Budgeting. Except for inflationary increases, your licence cost with only vary if the size of your organisation changes. This is reviewed each year.

Limits

1) The system is licenced for 5 concurrent users on the Starter plan, 10 on the One plan, and unlimited on the Plus and Ultimate plans. See below for more information about how concurrent users are calculated. Larger numbers can be quoted for.

2) Uploaded documents storage is limited to 1TB. To put this in perspective, a typical Word document might be 100KB, so you can store 10 million such documents.

Concurrent users

Concurrent users are users who are logged in at the same time. E.g. if Alice works mornings and Bob works afternoons, they represent one concurrent user, because only one of them is logged in concurrently.

We calculate your concurrent usage by looking at the busiest hour, in terms concurrent users, for each day, over the last year. We do not want to impose hard limits on the number of users who can log in, and we accept that there may be rare days when your usage increases substantially, so we take the 90th percentile of the days. In a normal year, there are 365 days, so the 90th percentile is the 329th busiest day. For instance, if you had 100 days with 10 users logged in during the busiest hour, 229 days with 15 users and 36 days more than 15 users, this means you had 15 users on the 329th day (90th percentile), so your concurrent usage is 15 users. This is how we make allowances for exceptional usage, beyond your purchased number of licences, without preventing you from logging in, or sending you a large unexpected bill.