Why a PayPal change is waiting for approval EN

PayPal asks the subscriber to agree before the amount can change.

When your workspace pays through PayPal, Rekorder cannot change your seat count by itself. PayPal first has to ask you to agree to the new renewal amount. Until you approve it in a PayPal window, the change is only staged. Your workspace keeps its current seats, and nothing is charged.

This applies to every seat change on a PayPal subscription: adding seats, removing seats, or reverting an earlier change. None of them takes effect mid-cycle. Once approved, the change applies at your next renewal.

What you see on the Users & Seats page

A staged change adds a line under the seat meter. It goes through two states.

Waiting for approval. The line reads "Waiting for PayPal approval to change to N seats". If you are reverting, it reads "Waiting for PayPal approval to keep N seats". The workspace owner sees two links:

Approve change opens the PayPal window where you agree to the new renewal amount.
Cancel change withdraws the request. Your workspace stays on the seat count it already had, and nothing is charged or refunded.

Confirming. After you approve and the PayPal window closes, the line changes to "Confirming your change with PayPal… (this takes up to 2 min)". Rekorder is waiting for PayPal to confirm the change. When PayPal confirms it, the line is replaced by the scheduled change: "Changing to N seats on [date]".

Admins can see these lines, but only the workspace owner gets the links, because the payment agreement is in the owner's name.

Approve the change

Open the Users & Seats page for the workspace.
Select Approve change on the waiting line. If you hold the pointer over it, you see the amount that will be charged at renewal and the date.
In the PayPal window, sign in and approve the new amount.
When PayPal shows "Thanks — PayPal has your approval", close the window, or select Back to Users & Seats.
Wait up to about two minutes for the line to change from "Confirming…" to the scheduled change.

Approving does not charge you anything now. You are only agreeing to what PayPal will charge at your next renewal.

Why PayPal shows a different amount

PayPal's approval screen shows the amount before tax. The pop-up tip on Approve change in Rekorder shows the total including VAT. That total is what will actually leave your account at renewal. The difference is only tax. You are not approving the wrong amount.

Withdraw or undo a change

Before you approve: select Cancel change. The request is withdrawn and your seat count stays the same.
After you approve: Cancel change disappears, because PayPal has already accepted the change. When the scheduled change appears, use Revert to N seats instead. On PayPal, a revert is a new change, so it also needs your approval in PayPal. See Cancel or revert a scheduled seat change.

You can only have one change waiting at a time. If you try another, Rekorder says "Another seat change is already waiting for your approval. Finish or cancel that one first."

If you never approve it

A change stays staged until you approve it, cancel it, or your next renewal arrives. If it is still unapproved at renewal, PayPal renews on your old seat count, and Rekorder drops the staged change. If you still want it, start the change again.

Cancelling your subscription also drops a staged change.

If you need the seats sooner

PayPal cannot add seats mid-cycle. If you choose Add now, Rekorder refuses and points you to the billing page. There you can move the subscription onto a card. The move is free and keeps the time you have already paid for. After that, you can add seats straight away and pay a prorated amount. See Card or PayPal: the differences that matter.

Troubleshooting

The PayPal window did not open. Your browser blocked the popup. Rekorder shows "Your browser blocked the PayPal window. Allow popups for this site, then use the "Approve change" link on this page." Allow popups for Rekorder, then select Approve change again.
The PayPal window is hidden behind the browser. While the approval window is open, the Rekorder page is dimmed and asks "Don't see the secure PayPal window?" Select Click to Continue to bring the window back.
You closed the PayPal window by mistake. The link on the line now reads Reopen PayPal. Select it to go back to the approval.
You backed out in PayPal. The window says "The seat change was not approved." Nothing changed, and the change is still waiting. Approve it later, or cancel it.
It has said "Confirming…" for more than two minutes. Select Check again. PayPal is sometimes slow to confirm. Until it does, the workspace stays on its current seat count.
"There is no pending request to cancel. PayPal may have confirmed it already." PayPal confirmed the change before your cancel arrived. Reload the page. If you want to undo the change, use Revert to N seats.
"PayPal would not update the subscription. Please try again in a moment." PayPal refused the request. Wait a moment, then try again.