Subscription & Billing

Stagecraft uses a simple annual subscription model with a generous free trial. This guide explains everything you need to know about subscriptions, billing, and managing your account.

Understanding the Subscription Model

Free 14-Day Trial

When you create a festival, you automatically get:

• 14 days of full access to all features
• No credit card required to start
• No automatic charges - you choose whether to continue
• All data preserved if you decide to subscribe later

Annual Subscription

After your trial, you can subscribe for continued access:

• Annual billing - pay once per year
• Full feature access - no limitations
• Automatic renewal - hassle-free, cancel anytime
• Invoice history - access past invoices for records

What’s Included

Both trial and paid subscriptions include:

✅ Unlimited events - manage past, present, and future festivals ✅ Unlimited artists - build your complete roster ✅ Unlimited stages - organize complex multi-stage events ✅ Unlimited performances - schedule as many as you need ✅ Team collaboration - invite multiple users with different roles ✅ API access - share your data with mobile apps ✅ All future features - new capabilities at no extra cost

During Your Free Trial

What You Can Do

During your 14-day trial, you have complete access:

• Create and manage your festival
• Add events, artists, stages
• Build programs and schedules
• Invite team members
• Generate API keys
• Everything a paid subscriber can do

Trial Status

Check your trial status:

1. Go to Settings → Subscription
2. See days remaining in your trial
3. View when your trial ends

The dashboard also displays your trial status and days remaining.

Adding a Payment Method

You can add a payment method any time during your trial:

When Your Trial Ends

If You Have Payment Method on File

When your 14-day trial ends:

1. Your card is charged automatically for the annual subscription
2. Your access continues without interruption
3. You receive an email receipt
4. Your subscription is active for one year from that date

If You Don’t Have Payment Method

When your trial ends without payment:

1. Your access is paused
2. You can’t make changes to your festival
3. Your data remains safe and preserved
4. You can add payment to restore access anytime

Managing Your Subscription

Accessing Billing Settings

What You Can Do in the Billing Portal

The Stripe Customer Portal allows you to:

• Update payment method - change your card or billing details
• View invoices - see and download past invoices
• Update billing address - keep your information current
• Cancel subscription - end your subscription (see below)

Subscription Status

Active Subscription

When your subscription is active:

• ✅ Full access to all features
• ✅ Your card is charged annually
• ✅ Automatic renewal each year
• ✅ No interruption to your work

Payment Method on File (During Trial)

If you’ve added payment during your trial:

• ✅ Full trial access continues
• ✅ First charge occurs when trial ends
• ✅ No surprise charges
• ✅ Can cancel before trial ends

Trial Ending Soon

In the last 3 days of your trial:

• ⚠️ Reminders to add payment method
• ⚠️ Count down of remaining days
• ✅ Still full access to all features
• ✅ Data remains safe

Trial Expired (No Payment)

If your trial expired without payment:

• ❌ Cannot make changes to festival
• ❌ Cannot build or edit programs
• ✅ Can view existing data
• ✅ Can add payment to restore access

Subscription Cancelled

If you cancel your subscription:

• ✅ Access continues until end of current billing period
• ❌ No renewal at period end
• ✅ Data preserved for future reactivation
• ✅ Can resubscribe anytime

Updating Payment Information

To update your payment method:

Viewing Invoices

To access your billing history:

1. Go to Settings → Subscription → Manage Billing
2. In the Stripe portal, select Invoices
3. View, download, or email invoices to yourself
4. Invoices include all payment details for your records

Invoice Information

Each invoice shows:

• Charge amount
• Date of charge
• Billing period (annual subscription dates)
• Payment method used
• Festival name and details

Canceling Your Subscription

To cancel your subscription:

Reactivating a Subscription

If you previously cancelled or let your trial expire:

Your subscription reactivates immediately, and you regain full access to your festival data.

Payment Failed

If a payment fails (expired card, insufficient funds, etc.):

What Happens

1. You receive an email notification
2. Stripe attempts to charge again (multiple retry attempts)
3. Your access may be temporarily limited
4. You have time to update payment information

How to Fix

1. Go to Settings → Subscription → Manage Billing
2. Update your payment method
3. The system will automatically retry the charge
4. Your access is restored once payment succeeds

Pricing

Stagecraft charges a simple annual fee:

• One price for all features
• No per-user charges
• No hidden fees
• Cancel anytime

Common Questions

Do I need a credit card to start the trial?

No! You can start your 14-day free trial without entering any payment information. Only add a card if you want to continue after the trial.

When will I be charged?

You’re only charged when your free trial ends, and only if you’ve added a payment method. The exact date is shown in your subscription settings.

Can I cancel anytime?

Yes. You can cancel your subscription at any time from the billing portal. You’ll continue to have access until the end of your current billing period.

What happens to my data if I cancel?

Your festival data is preserved. If you resubscribe later, everything will be exactly as you left it.

Can I get a refund?

Contact support to discuss refund requests. Refund policies vary based on circumstances.

Do you offer monthly billing?

Currently, Stagecraft only offers annual subscriptions. This keeps costs lower for everyone and allows us to focus on improving the platform.

Is there a multi-festival discount?

Each festival requires its own subscription. Contact us if you manage multiple festivals and need special arrangements.

Can I transfer my subscription to another festival?

Subscriptions are tied to specific festivals and cannot be transferred. Contact support if you need to make changes.

Troubleshooting

Can’t add payment method

If you’re unable to add a payment method:

• Verify you have Admin role (only Admins can manage billing)
• Try a different browser or device
• Check that your card is valid and active
• Contact your bank if the card is being declined
• Reach out to support for assistance

Payment method not saving

If your payment information isn’t being saved:

• Complete all required fields
• Use a valid credit or debit card
• Check for browser errors or popup blockers
• Try clearing your cache and cookies
• Contact support if the issue persists

Subscription shows incorrect status

If your subscription status looks wrong:

• Refresh the page
• Log out and back in
• Check your email for recent payment confirmations
• Contact support with details

Charged incorrectly

If you believe you were charged incorrectly:

• Check your invoice in the billing portal
• Verify the charge with your bank
• Contact support immediately for review
• Keep invoice and bank statement handy

Need Help with Billing?

For billing questions or issues:

1. Check the Troubleshooting page
2. Review your invoices in the billing portal
3. Contact support with your question

What’s Next?

Now that you understand subscriptions:

• Learn about API keys →
• Invite team members →
• Build your program →