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When a team license lapses, the organization enters a frozen state. Freezing is a spending gate; it changes no data.

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What freezing blocks

The test is simple: the organization’s license expiry is earlier than now, and the billing context returns frozen. There is no separate status column — it is a timestamp comparison.
The upload line is easy to miss: files uploaded while frozen count against your personal drive quota, not the organization’s. So “the team expired but I can still upload” is expected behavior — only the quota source changed.

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What members do while frozen

1

Switch billing subject

In the avatar menu, switch from Team to Personal.
2

Spend personal credits

Consumption now draws on your personal credit account — your personal plan if you have one, otherwise free-tier allowance or a top-up pack.
3

Wait for renewal

Once the Owner renews, switch back to Team. Nothing else is required.
Switching subjects affects no data or conversation history and can be done back and forth at any time. Personal and team credits are entirely separate and never transfer.

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Expiry notification

A background job scans hourly for expired organizations and sends the Owner an in-app notification:
Team “X” plan has expired — team features are frozen and members cannot spend team credits. Renew on the subscription page to restore; no re-invitation needed.
One notification per expiry date. The dedup key is “notification type plus the organization’s expiry timestamp at the time” — renewal changes that timestamp, so the next expiry produces a new key and notifies again. This avoids hourly nagging without silently skipping the next cycle.

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How renewal dates are computed

One line:
Two cases fall out naturally: Default cycle lengths: monthly 30 days, yearly 365 days.
There is no penalty for renewing early, and it avoids any interruption. You can also change cycles — monthly or yearly at renewal, regardless of what you chose the first time.

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Everything restores on renewal

Payment takes effect instantly, with no member action required:
  • The spending gate opens and the team pool debits again
  • New credits are injected into the pool (added to the existing balance, not replacing it)
  • All member permissions restore automatically — no re-invitation
  • Storage quota switches back to the organization’s
  • Usage reports keep accumulating; history is intact
Credit injection is idempotent per order number: one payment injects exactly once, and a replayed payment callback does not double-credit.

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Failures and what to do

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FAQ

The organization stays frozen indefinitely. Data, memberships, and the pool balance are all preserved and renewal restores everything. Members switch to personal and keep using Profy.
Freezing itself does not touch the balance. Credits may carry their own validity — see the expiry rules in the credit system.
Renewal happens on the subscription page and is an Owner action. Admins can enter the portal, view data, and top up the pool, but renewal goes through the Owner.
No. Memberships are untouched while frozen and everyone is restored the moment renewal completes.

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Keep reading

Team billing

Credit pool and quota mode

Member management

Seats and roles

Team overview

Entitlements and default allowances

Credit system

Credit sources and expiry