How do we count your volume?
When managing multiple events within the same community, our system ensures accurate and fair counting. Each attendee or exhibitor/sponsor is counted only once, regardless of how many events they participate in.
Example:
If you host three events within the same community, and 100 attendees participate in all three events, you will only be charged for 100 attendees (not 300).
When do we start counting your billable volume?
Your billable volume is calculated based on the total number of attendees and exhibitors once your event is published for the first time. Here's how it works:
After publishing: All attendees and exhibitors added to your event are counted permanently, even if you delete them later
Unpublishing your event: The attendee and exhibitor count will not decrease once the event is unpublished
Important: To avoid unnecessary charges, we recommend publishing your event only when it is close to launching.
If your event has never been published, we will not begin counting your attendees or exhibitors
How to find your consumed volume?
To check your current usage of the Starter Plan:
Log in to Swapcard Studio: Go to https://studio.swapcard.com and log into your account
Select the correct Organization: Verify that you are in the correct organization by checking the organization name in the top navigation bar
Go to Plans & Billing: In the menu, click on Plans & Billing to view detailed information about your consumed volume
This section provides an overview of your attendee and exhibitor usage, helping you stay on top of your plan limits.
If your usage is at 0 despite uploading attendees or exhibitors, it means your event has not been published yet, as billed usage starts only after the first publish.
How to purchase a starter plan?
You can purchase the Starter Plan easily online using a credit card or by wire transfer.
Choose your volumes & options: During the checkout process, select the volumes and add-ons that best suit your needs
Complete the payment: Finalize your payment using your preferred method
Automatic upgrade: Once your payment is processed, your organization will automatically be upgraded to the Starter Plan with the selected volume and add-ons
If you have any questions about the Starter Plan, feel free to contact us via live chat or email at start@swapcard.com.
What happens if you exceed your purchased volume?
If your usage exceeds the volume you initially purchased, an automatic overage will be applied to your organization.
Key details about overage charges:
The price for additional volume is the same as listed on the checkout page during your initial purchase
You will receive an email notification one day after exceeding your volume limit, alerting you about the overage
An invoice for the overage will be automatically generated during the next overage billing cycle, and your credit card will be charged
If payment fails after multiple attempts, your event may be unpublished until all outstanding invoices are paid
How to monitor overage usage:
Log in to Swapcard Studio
Go to Plans & Billing
Review your upcoming overage and volume details
How to buy more attendees and exhibitors?
You can easily purchase additional attendees and exhibitors online using a credit card.
Log in to Swapcard Studio: Go to https://studio.swapcard.com and log in to your account
Navigate to Plans & Billing: From the menu, go to the Plans & Billing section.
Access the Purchase Option: Click on the green button labeled "Buy More Participants/Exhibitors"
Select Your Volume: Enter the additional volume you need
Proceed to Payment: Click "Go to Payment" to be redirected to the payment page
Once your payment is successfully processed, your additional volume will be automatically added to your organization.
How to cancel my starter plan?
You can cancel your Starter Plan at any time during your subscription.
What happens when you cancel?
Your subscription will remain active until the end of the current billing period.
You can continue using the plan and its features until the subscription end date.
Billing consumption and overage charges will remain unchanged during this period.
What happens after your cancel date?
All your events will be unpublished
Your subscription will be downgraded to the free trial plan
Your data will not be deleted, so you can access it if you choose to resubscribe
Your cancellation will take effect at the end of the subscription period.
Steps to cancel your starter plan:
Log in to Swapcard Studio: https://studio.swapcard.com
Go to Plans & Billing
Click on More
Select Cancel
How to confirm your starter plan cancellation
After canceling your subscription, navigate to the Plans & Billing page in your account. Here, you'll see a confirmation message indicating the number of days remaining before your subscription downgrades to the Free Trial. Until then, you can continue enjoying all features of the Starter Plan.
How to find your invoices?
Accessing your invoices is quick and straightforward, with all your billing details available in one place.
Steps to find your invoices:
Log in to Swapcard Studio: Go to https://studio.swapcard.com and log in to your account
Navigate to Plans & Billing: From the menu, select Plans & Billing
Click on More: In the Plans & Billing section, click More
Select View Invoices: Click on View Invoices to access your billing details
You will be redirected to your billing portal, where you can:
View your current plan details.
Update payment methods.
Manage your billing address.
Access and download your invoices.
This centralized page ensures seamless access to all your billing information.
How to update your payment methods?
Updating your payment method is simple and can be done through the billing portal.
Steps to update your payment method:
Log in to Swapcard Studio: Go to https://studio.swapcard.com and log in to your account
Navigate to Plans & Billing: From the menu, select Plans & Billing
Click on More: In the Plans & Billing section, click More
Select View Invoices: Click on View Invoices
You will be redirected to the billing portal, where you can:
Update your payment methods
Manage your billing details
Review your invoices and billing history
This process ensures your payment information stays up-to-date and secure.
How to effectively manage unpaid invoices
If you have any unpaid invoices on your account, your event will be unpublished until all outstanding invoices are paid. Once the invoices are settled, your event can be published again.
If you need assistance or more information, please don't hesitate to contact our support team.
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