Staff and your plan

Your plan covers a set number of active staff. When you reach that number, you can’t add more until you archive someone or increase your plan. For prices, see Subscription and billing.

Who counts as active staff

• Everyone on the Active tab of the Staff page counts, whether or not they’ve been sent a test yet.
• Archived staff don’t count.
• People who sign in to OutPhish to manage it don’t count, unless you’ve also added them as staff.

If you’re an IT provider (MSP), see If you’re an IT provider.

See how many staff your plan covers

• On the Staff page. The top of the page shows your active staff and your limit, for example “12 active · limit 15”.
• On the Subscription page. Click your name at the bottom of the menu, then click Subscription. The page shows your active staff and your plan’s capacity.

When you reach your limit

On the Staff page:

• Add staff is greyed out and Import CSV is hidden.
• A message says you’ve reached your capacity, with an Upgrade for more button.
• You can’t restore archived staff.

If you import a CSV file, OutPhish adds people until you reach your limit, then stops.

To make room, either:

• archive people who have left (see Archive staff who leave), or
• increase your plan (see below).

If you have more active staff than your plan covers

This can happen, for example, when a paid plan ends and your account moves to the Free plan.

While you’re over your limit:

• OutPhish doesn’t send any tests. This includes scheduled tests and tests you send yourself. If you try to send one, the Staff page tells you it can’t be sent.
• On the Campaigns page, you can’t switch Scheduling on. A message tells you how many active staff to reduce to.
• If Scheduling was already on, it stays on. Your staff aren’t told anything.

Tests start again by themselves once you archive enough staff or increase your plan.

Increase your plan in Australia and New Zealand

In Australia and New Zealand, plans are priced by staff capacity. The Free plan covers up to 15 active staff and needs no card. Every plan, including Free, has all the phishing features. Capacity is the only difference.

OutPhish shows these plans when you’re signed in from Australia or New Zealand, or once you’re on one of them.

Capacity comes in bands: up to 15 (Free), 25, 50 or 100 staff. Above 100, you choose the exact number. If you ask for a number inside a band, you get capacity for the whole band. For example, asking for 30 staff gives you capacity for 50.

Only your organisation’s billing owner can change the plan. Other people see “Your organisation’s billing owner can change its plan.”

1. Click your name at the bottom of the menu, then click Subscription. You can also click Upgrade for more on the Staff page.
2. Under Choose your staff capacity, enter the number in Staff to cover.
3. Choose a Billing frequency: Monthly or Annual — two months free.
4. Click Review plan.
5. Check the capacity and price on the Review your plan page.
6. Finish the change:
   • If this is your first paid plan, click Continue to checkout, then enter your payment details on the secure checkout page.
   • If you already pay for a plan, check the Amount due now, then click Confirm billing change. The change takes effect straight away, and you’re charged when you confirm.

You can’t choose a capacity below your number of active staff. Archive staff first.

Note

The Review your plan page is only valid for 15 minutes. If it expires, click Back and review your plan again.

Reduce your plan or move to Free

1. Archive staff until you have no more active staff than the new capacity.
2. On the Subscription page, enter the lower number in Staff to cover, then click Review plan.
3. Click Confirm billing change. The change takes effect straight away. Any credit stays on your billing account.

To move to Free, you need 15 or fewer active staff. Enter 15, review the change, then click Move to Free at period end. Your paid capacity continues until the end of your current billing period, then your account moves to Free.

Caution

If you add staff before the move to Free happens, archive anyone above 15 when it does. Otherwise tests stop.

Plans in other countries

Outside Australia and New Zealand, the Subscription page lists different plans, each with a staff limit. On that page, Users shows your active staff against your plan’s limit.

On the Enterprise plan, the billing owner can change the limit under Adjust user limit. It can’t go below 10, or below your number of active staff.

See Subscription and billing for details.

If you’re an IT provider

An MSP’s plan covers its own staff and all its clients’ staff together. One bill covers every client, priced on the total.

• On a client’s Staff page, the top shows the total across your business and all your clients, for example “40 of 50 on the plan”.
• Adding staff to any client uses up the shared capacity.
• If the total goes over your plan’s capacity, tests stop for every client until you archive staff or increase capacity.
• A client that still pays for its own subscription keeps it, and its staff aren’t counted in your plan.

To see or change the plan, MSP admins can click Manage your plan on the Clients page. On a client’s Subscription page, the button is Manage billing in followed by your business’s name. Only your business’s billing owner can change the plan. See How MSP accounts work.