Managing subscriptions

The Leave Dates platform offers flexible subscription options that allow you to upgrade easily once you have explored the system through the free trial. This guide explains the available subscription plans, billing options, and the step-by-step process for subscribing.

Free Trial

When you first start using Leave Dates, you automatically receive a 30-day free trial.

Activate the Free Trial by clicking on the button ‘TRY FOR FREE’ - then complete the simple form to create your account. No credit card details or payment information are required to sign up for the free trial.

During the free trial, you can explore the platform with virtually no restrictions. Invite unlimited users, access the available features, and switch between subscription tiers at any time, giving you the flexibility to fully evaluate the platform before committing to a paid subscription.

If you decide that Leave Dates fits your organisation’s needs, you can upgrade your account to a paid monthly or annual subscription at any time during or after the trial.

Subscription Plans

Leave Dates offers three subscription plans designed to support different organisational needs. You can have any number of users on each plan, so it’s about deciding which option is the best fit for managing your staff leave. You can also switch your plan later if your needs change:

Starter

The Starter plan includes essential leave management features suitable for small teams or organisations. It provides core functionality such as leave request submission and approval workflows, employee leave balances, and basic reporting tools to help teams manage time off efficiently. This plan is ideal for organisations looking for a simple and easy-to-manage leave management solution without advanced configuration requirements.

Essential

The Essential plan includes all Starter features plus additional functionality to support growing teams and more structured leave management. It includes Time Off In Lieu (TOIL) tracking, and additional integrations such as Slack notifications and calendar synchronisation. This plan is well suited for organisations that require improved collaboration, greater visibility, and streamlined leave administration across departments.

Plus

The Plus plan provides the most advanced feature set, including additional configuration, advanced integrations, and administrative tools designed for organisations that require greater flexibility and control. It includes features such as advanced policy configuration, API access, and webhooks to support custom integrations and automated workflows. This plan is ideal for organisations that need a highly configurable solution with seamless integration into existing systems and more advanced workforce management capabilities.

Billing Options

All subscription plans are charged according to how many users you want to have access to Leave Dates (you can change this number at any time). You then have a choice between monthly or annual billing:

Monthly Billing

Pay for your subscription each month.
Ideal for organisations that prefer flexible payments.

Yearly Billing

Pay once per year.
Includes a 25% discount compared to monthly billing.

On the subscription page, you can use the billing toggle button to switch between:

Monthly billing
Yearly billing (25% discount)

This allows you to immediately see how the pricing changes based on the billing cycle you select.

Both the monthly and annual subscription plans can be amended or cancelled at any time.

How to Upgrade from the Trial Version

To move from the trial version to a paid subscription, follow these steps:

Open Billing Settings

Navigate to Settings.
Click Upgrade.
This will take you to the Billing page, where all subscription plans are displayed.

Choose a Plan

If you wish to stay on the plan you’ve had under your free trial, then click I’m ready, switch to paid in the top box. If you’re not sure, you can review the available plans (Starter, Essential, or Plus) and their different features in the section below.
Use the toggle button to switch between monthly and annual pricing; then select the plan that best fits your needs.
Click the Upgrade button. You will now be redirected to the Checkout Page.

Understanding the Checkout Page

The checkout page is divided into two main sections:

Left Side: Order Summary

Here you will see:

Selected subscription plan
Quantity of users
Price per user
Confirmation of monthly or annual billing (and the price difference), along with a toggle button to switch between the two options
Subtotal
Taxes (if applicable)
Total amount due today

. If you’re a charity and have been provided with a discount code, enter it into the Add promotion code box to receive your discount.

Right Side: Customer and Payment Details

This section contains the information required to complete your purchase.

Contact Information

You will be asked to provide:

Email address
Phone number

These details are used for billing communication and account management.

Payment Methods

Leave Dates supports a wide range of payment methods through Stripe, allowing you to choose the option that works best for you. The payment methods available at checkout may vary depending on your country, currency, and Stripe's regional support. Please note that Buy Now, Pay Later payment methods (such as Klarna, Afterpay, and similar services) are not supported for Leave Dates purchases. Additionally, some alternative payment methods available through Stripe, such as certain bank redirect options, can only be used for one-time payments like settling an overdue invoice so won’t be available when starting or renewing a subscription.

Simply select one of the available payment methods at checkout and follow the on-screen instructions to complete your payment.

We also support bank transfer payments in GBP, USD or EUR for annual subscriptions of over 20 employees; however, if you would like to use this option, please contact our team to arrange payment.

Completing the Subscription

After selecting your payment method and filling in the required details:

You can choose to save your contact and payment information to speed up future purchases. Your details are stored securely by Stripe, not by Leave Dates.
Review your order summary.
Click Pay and Subscribe to complete the process.

Once your payment has been successfully processed, your subscription will be activated and you can continue using Leave Dates with your selected plan. While most payment methods are processed instantly, certain methods, such as BACS Direct Debit, can take a few business days to clear.

Amending or Cancelling your Subscription

All subscription plans can be amended or cancelled at any time.