Workspaces beyond your plan
Every plan includes a number of active workspaces (the table is in Teams and workspaces). An account can end up with more than its plan includes when you downgrade, when you cancel, when a trial ends on Free, or when you reduce or cancel the Additional Workspaces add-on.
When it does, nothing is deleted and nothing stops collecting. The workspaces beyond your plan become read-only, and you choose which ones stay editable.
What read-only means
Section titled “What read-only means”A read-only workspace keeps working for the people answering your surveys and for the people reading the results. What changes is that you cannot change things in it.
| Still works | Not available until you are back within your plan |
|---|---|
| Every live survey keeps collecting responses | Creating, editing, publishing or deleting surveys |
| Results, reports and analytics | Uploading media |
| Exporting responses and contacts | Sending a survey to people |
| Deleting responses and contacts, including erasing one person’s data | Importing responses |
| Surveys, sends and automations that were already set up keep running | Adding, editing or importing contacts |
| Follow-up Actions created from responses | Editing or replaying workflows |
| Workspace settings, removing members, transferring ownership, deleting the workspace | Branding, themes and the asset library |
| Billing and API tokens, which belong to the account | Review-platform connections, and who receives response events |
| Inviting people |
Because an automation or a send that was already set up keeps running, you cannot pause it from a read-only workspace. Make the workspace editable again, using the steps below, if you need to change or stop one.
Which workspaces stay editable
Section titled “Which workspaces stay editable”Your plan decides how many. You decide which. Until you choose, the newest workspaces stay editable.
There are three places to choose:
- When you downgrade. If the new plan includes fewer workspaces than you have, the downgrade asks “Which workspaces stay editable?” before you confirm. Cancel the dialog and nothing changes; your choice is saved only once the downgrade is scheduled.
- When you reduce or cancel the Additional Workspaces add-on. The confirmation asks the same question.
- Any time, on the Workspaces page. Follow the steps below.
To choose from the Workspaces page:
- Open Workspaces from the menu. When you are over your plan, a banner at the top says so.
- In the banner, choose Choose which stay editable.
- Tick as many workspaces as your plan includes.
- Choose Save.
You can change your choice as often as you like. It takes effect straight away and costs nothing. At least one workspace is always editable.
On the Free plan the Workspaces page is an upgrade prompt, so you cannot choose from it. Unless you chose when you downgraded, the newest workspace stays editable. Any paid plan opens the Workspaces page and the choice.
The Workspaces list marks a read-only workspace Read-only, and a banner on each of its pages says so. The owner and admins of a paid account see a link to choose; everyone else sees a note to ask the workspace owner.
Getting back within your plan
Section titled “Getting back within your plan”Any of these ends it, and the change shows on your next page load:
- Upgrade to a plan that includes enough workspaces.
- Add workspaces, one at a time, with the Additional Workspaces add-on on Growth and above (Plans & Billing → Add-ons shows the price).
- Archive a workspace you no longer need. Archiving takes it out of your count, but every survey in an archived workspace stops accepting responses, so archive only a workspace you are finished with. You can restore it later if you have room.
- Delete a workspace you no longer need. The owner can do this under Workspace Settings → Danger Zone. It permanently deletes the workspace’s surveys and data and cannot be undone.
Questions
Section titled “Questions”Does a read-only workspace cost me responses? No. Collection is not affected, and neither is anyone answering a survey.
Does it still count toward my limit? Yes. A read-only workspace is an active workspace until you archive or delete it.
Do plans with no workspace limit have this? No. A plan with no workspace limit never has read-only workspaces. If an Enterprise agreement sets a number, the same rule applies to that number.
Does Free work the same way? Almost. Free includes one workspace, so an account that moves to Free with several keeps one editable and the rest read-only, and everything in the “Still works” column above still applies. That one is the newest, or the one you chose when you downgraded. Changing it later needs a paid plan, because the Workspaces page is an upgrade prompt on Free.
Will you tell me before it happens? Yes. When you schedule a downgrade, the downgrade dialog says how many workspaces would become read-only, and we email the account owner once you confirm. A cancellation’s confirmation email says the same. We email again about a week before any scheduled downgrade or cancellation takes effect, if it would leave workspaces read-only. If you confirm a change inside that last week, the confirmation is the only email.