Firm Account Maintenance

Updating a firm's contact information and payment details, as well as upgrading tier level, are all forms of Account Maintenance that can be performed directly within PensionPro. This article discusses the methods by which a firm's PensionPro subscription can be managed at any time.

Requires Security Rights: Account Maintenance

To access subscription and account settings for the firm, select More > Account Maintenance in the PensionPro header at the top-right. Account Maintenance will open in a corresponding tab; the sections in this article correspond to the views available on this tab.

Tier Availability: Track, Team, Business

Article Contents

• Subscription Information
• Contact Information
• Payment Information
• Firm Data Retention
• Surveys
• Seat Licensing

Subscription Information

The grid on the Subscription Information view displays the firm's next billing date, as well as the current number of active Plans that will be used to determine cost. Additionally, the firm's current PensionPro tier can be reviewed, along with any add-ons currently in effect.

To make changes, select Edit at the top-right of the grid; the corresponding window will display. Within this window, the Product Tier may be managed, and Add-Ons may be added as desired. Select the checkbox to agree to the Terms of Service, then select Save to confirm the changes.

The right side of the Update Subscription Information window contains pricing estimates that will update alongside any changes that are made. The number of Plans, as well as the User count for any relevant Add-Ons, may be adjusted to update the pricing information. Changes made to these counts are not saved and do not affect functionality. These figures are intended for estimation purposes only; actual costs may differ from what is shown.

Contact Information

The Contact Information view displays the firm's current Company Name, along with billing contact details, including address, phone number, and email.

To make changes, select Edit at the top-right of the grid; the corresponding window displays. When finished, select Save.

Payment Information

The grid on the Payment Information view will display the payment method that is currently in use.

To update the payment method, select Edit at the top-right of the grid; the corresponding window displays. Payment Options are:

• Credit Card
  • This includes PayPal, which can be chosen by selecting the button at the top of the credit card information form.
• Check Payments

Select Save to confirm the changes.

Firm Data Retention

The Firm Data Retention view is used to set the length of time that PensionPro will retain inactive Plan records before their contents are deleted via the automatic Plan Data Purging functionality. The default retention period is 6 months.

To change the retention period, select Edit at the top-right of the grid. When deciding the firm's Plan retention policy, note the following:

• Inactive Plans can be retained for up to 96 months (8 years).
• An additional monthly charge of $0.25 will be billed for each inactive Plan retained beyond 6 months.
• Plans that were deactivated prior to updating the retention period will use the new value. If the retention period is shortened, this may cause inactive Plans to be purged immediately.

For more information on the automatic purging of Plan information, refer to the article Data Purging.

Surveys

PensionPro occasionally asks firms to complete in-app surveys to understand what other software platforms are used and guide our development of new features and integrations. Users with the Account Maintenance Security Right may be presented with a survey upon signing in to PensionPro. If the survey is not completed at this time, or if changes need to be made later on, it can be revisited within Account Maintenance.

The grid in the Surveys view displays any surveys that are currently active. Double-click a survey to view its current answers; select Edit at the top-right of the grid to make changes to the responses.

Seat Licensing

Some PensionPro features and add-ons—such as SalesPitch and ProPass—are billed on a per-user basis. This is referred to as seat licensing, where the firm purchases a number of "seats" which can then be filled by the Employees that will be using the given feature. Employees can be swapped into and out of seats at any time, and the number of seats can be raised or lowered as needed.

The grid on the Seat Licensing view shows each feature using seat licensing, along with the number of seats currently available and the names of the Employees currently assigned to seats. An Employee is unable to use a feature until they are assigned to a seat.

Add-ons and features may include a base number of seats at no additional cost. For example, SalesPitch provides 2 seats by default.

Adding Seats

New seat licenses can be purchased at any time. To add seats:

1. Select Add at the top of the Seat Licensing grid. For each relevant feature, the Add Seats window displays the number of Current Seats and Seats to Add, along with the associated costs.
2. Use the arrows next to Seats to Add to choose the number of new seats. Cost previews will update accordingly.
3. When finished, select Save. The seats will be available immediately.

Added seats will be included in the current billing cycle.

Removing Seats

To reduce the number of available seats:

1. Hover over the desired feature in the Seat Licensing grid and select Edit on the right-hand side. The corresponding window displays.
2. Raise or lower the Seats count as needed.
   • The total seat count cannot be lower than the number of Employees currently assigned to seats.
   • Seats can instead be added via this method, if preferred.
3. Select Save.

The removal of seats will be reflected in the following billing cycle.

Managing Seat Occupants

Employees are assigned to open seats on a per-feature basis. To add or remove Employees from seats:

1. Hover over the feature in the Seat Licensing grid and select Edit on the right-hand side. The corresponding window displays.
2. To add an Employee to a seat, select their name from the Employees dropdown.
   • The number of Employees cannot exceed the number of available seats.
3. To remove an Employee from a seat, select Remove to the right of their name.
4. When finished, select Save.

Changes may not take effect until the next time the Employee signs in to PensionPro.