How Pro billing works

The Pro plan uses dynamic billing: you do not buy a fixed number of seats. Your price follows the number of active members in your workspace, by tier, so you only pay for the size you really have. This article explains the rule, gives an example, and shows how to set a usage limit to cap your bill.

The billing rule

The Pro price is set by user tiers (1-25 users, 26-50 users, 51-100 users, and so on). Each tier has a fixed monthly price, lower with annual billing. You find the full price grid on the pricing page of our website, and in the app with the “Pricing Calculator” link on the Pro plan.

Your tier depends on the highest number of active members over the billing period:

• All active members of your workspace count, not only the people who take part in your programs.
• RandomCoffee records this number every day and keeps the peak of the period.
• People invited to a session during the billing period also count: if more people took part in your sessions than you have active members (for example, members deactivated during the period), the higher number is used.

If your number of active members goes above your tier during a billing period, your subscription moves up to the next tier. You pay the difference only for the rest of the billing period (a prorated amount), with monthly and annual billing alike.

Example

This example uses the monthly prices in US dollars of the current price grid.

• You expect about 130 users. The Pricing Calculator shows the 101-150 users tier: $215 per month.
• You subscribe to a monthly Pro plan in March, but you only add 48 members during the month. Your subscription is on the 26-50 users tier: $71 per month.
• In April, you launch a big program for an audience of 500 people and add 477 new members: you now have 525 active members (48 + 477). Your subscription moves to the 501-750 users tier: $827 per month. For April, you pay the difference for the rest of the month only. All 525 active members count, even if they do not all take part in RandomCoffee.

Follow your usage

In “Billing & Plans”, the “Billing” tab shows “Active users count”: a chart of your active members per month. Each point is the peak recorded over the month. Use the date picker to change the period.

Set a usage limit

To keep control of your costs, you can set a usage limit. It caps the number of active members counted for your bill: your bill stays at the tier of this limit, even if your number of active members grows.

The limit is also the maximum number of people matched in each session of a program. For example, with 180 people in your workspace and a limit of 100, 100 people are invited and matched in each session, and you are billed for 100 members instead of 180. These are always the same people.

1. Open the settings with the gear icon in the header, then click “Billing”.

2. Open the “Billing” tab.

3. In the “Usage limit” card, click “Set limit” (or “Edit” if a limit is already set).

   Billing & Plans

   SubscriptionBillingInvoices history

   Subscription

   ProActive

   Billed monthly

   Next billing cycle on Nov 17, 2026 (18 days)

   Change Subscription

   Billing credits$0.00

   Usage limitSet limit

4. In the “Set usage limit” window, enter the maximum number of members. The minimum is 20.

5. Click “Set limit”.

The limit then appears in the “Usage limit” card, and as a line on the “Active users count” chart.

To remove the limit, open the same window and click “Remove limit”.

If a payment fails

If we cannot charge your card, we let you know by email, a banner asks you to add a card, and the “Billing” tab shows “Last payment failed”. Add or update your card from the “Payment method” card, and your subscription continues without interruption. If the payment still fails after the next attempts, your workspace is moved to the Free plan. See Downgrade or cancel for what changes on the Free plan.