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Cancel or revert a scheduled seat change EN

What "scheduled", "confirming your payment" and "awaiting approval" each mean.

When you change your workspace's seat count, the Users & Seats page shows a status line by the seat meter until the change is finished. This article explains each status and how to undo the change from it. There are two ways to undo a change. Cancel change withdraws a request that has not been approved or paid for yet. Revert undoes a change that has already been agreed.

Only the workspace owner gets these links. Admins see the same status lines without any links. The links appear only while the workspace is on an active Pro plan that is set to renew.

"Changing to N seats on [date]": scheduled

This change has been agreed and will happen on your renewal date. The Seats card on the Billing page shows the same line. Until then, your current seat count stays in place.

To undo it:

  1. Open Users & Seats.
  2. Select Revert to N seats on the scheduled line. N is the seat count you have today.
  3. Select Revert in the dialog to confirm.

You can also type your current seat count into the Seats field, choose Revert to N seats under Change, and select Update seats. Both do the same thing.

What happens next depends on how you pay:

  • Card: The scheduled change is dropped straight away, and nothing is charged.
  • PayPal: The revert is a new change, so PayPal opens and asks you to approve the new renewal cost. Nothing is charged now. Until you approve, the line reads "Waiting for PayPal approval to keep N seats" (see below).

You can't revert while a PayPal request is waiting for approval. Deal with that request first.

"Waiting for PayPal approval": awaiting approval

On PayPal, a seat change doesn't take effect until you approve the new renewal amount at PayPal. The line reads "Waiting for PayPal approval to change to N seats". If the change is a revert, it reads "...to keep N seats". The Billing page shows "A seat change is waiting for your approval at PayPal."

  • Approve change opens PayPal so you can approve. You only confirm the new renewal cost. You aren't charged at that point.
  • Cancel change withdraws the request. Your workspace keeps the seat count it last agreed, and nothing is charged or refunded.

For more on this step, see Why a PayPal change is waiting for approval.

"Confirming your change with PayPal…"

You've approved the change, and Rekorder is waiting for PayPal to confirm it. This takes up to 2 minutes.

  • Cancel change is no longer offered, because PayPal has already accepted the change.
  • Reopen PayPal takes you back to the approval window, in case you closed it before you finished.
  • If it takes longer than 2 minutes, the line says "PayPal has not confirmed this yet. It can take a few minutes." Select Check again to refresh.

Once PayPal confirms, the change shows as scheduled. To undo it after that, use Revert as described above.

"Payment pending — finish adding N seat(s)"

You started adding seats with a card, but the payment wasn't completed. For example, you left the payment page, or the card was declined. Nothing has been charged, and your seat count hasn't changed.

  • Continue payment reopens the payment page for the seats you're adding.
  • Cancel change drops the change. Your workspace keeps its current seat count, and nothing is charged.

If the payment page's quote expires, see Your checkout quote expired.

"Confirming your payment…"

Your card payment went through, and the new seats are being added. This takes a few seconds, and there is nothing to click. The page updates by itself when the seats are ready. If it takes longer, the line says "Your payment went through and the seats are still being added. This can take a few minutes." Select Check again to refresh.

This change has already been paid for, so it can't be cancelled from here.

While a seat change is booked

  • You can only book one change for the next renewal at a time. While a seat change is booked, you can't switch between monthly and yearly billing. To get the switch back, let the seat change apply or revert it. See Switch between monthly and yearly billing.
  • If a seat reduction is booked and you add seats now instead, the new change replaces the booked reduction.
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