Over-Limit Resources After Downgrade
When you downgrade to a lower plan (e.g. PRO → FREE), your existing data is never deleted. However, if you have more projects, tasks, time entries, or team members than your new plan allows, those excess resources become over-limit and are subject to restrictions.
Downgrading never deletes your data. Everything is retained — only the ability to create new items or assign locked resources may be restricted until you reduce usage or upgrade again.
Plan Limits at a Glance
| Resource | FREE | PRO | ENTERPRISE |
|---|---|---|---|
| Projects (per workspace) | 3 | Unlimited | Unlimited |
| Tasks (per workspace) | 15 | 70 | Unlimited |
| Time Entries (per workspace/month) | 100 | 1,000 | Unlimited |
| Team Members (per unit) | 3 | 20 | Unlimited |
Team Members
Who Gets Locked?
When you downgrade and your team size exceeds the new limit, the most recently added members are marked as "Access limited". Your original/oldest team members are protected.
Example: You have 6 members on PRO and downgrade to FREE (limit: 3).
- Members 1–3 (oldest):
Full access - Members 4–6 (newest): 🔒 Access limited
What Does "Access Limited" Mean?
Locked members:
- Can still log in and view their own data (read-only)
- Cannot be selected as assignees when creating or editing tasks
- Appear in team and task lists with a 🔒 "Access limited" badge
- Receive an email notification about the access change
How to Restore Access
- Upgrade your plan — all locks are removed immediately
- Remove excess members — locks are removed from the remaining members once you're within limits
To restore access for a specific member, remove a different (less important) member first. The oldest members are locked last.
Projects
Which Projects Are Over-Limit?
When your workspace has more projects than your plan allows, the newest projects are marked as over-limit (shown with a 🔒 "Over limit" badge).
Example: You have 8 projects on PRO and downgrade to FREE (limit: 3 per workspace).
- Projects 1–3 (oldest, by creation date): Fully accessible
- Projects 4–8 (newest): 🔒 Over limit — read-only
What "Over Limit" Means for Projects
Over-limit projects:
- Are visible and their data (tasks, time entries) is readable
- Cannot be selected when creating or editing a task
- Cannot have new tasks created inside them
- Appear in all project selectors with a 🔒 "Over limit" badge and are disabled
How to Restore Projects
- Upgrade your plan — over-limit flags are removed immediately
- Delete or archive projects until you're within limits
Tasks
Behavior
When your workspace has more tasks than your plan allows:
- Existing tasks remain fully accessible and editable
- Creating new tasks is blocked until you are within the limit
- A warning banner appears on the Tasks page
Tasks are not individually locked — the block only applies to creating new ones.
How to Restore
Delete tasks you no longer need, or upgrade your plan.
Time Entries
Behavior
When your workspace has more time entries than your plan allows:
- Existing entries remain fully accessible
- Starting the timer is blocked
- Creating manual entries is blocked
- A warning banner appears on the Time Tracking page
How to Restore
Delete old time entries, or upgrade your plan.
Visual Indicators
Over-limit resources are flagged throughout the app so you always know what's restricted:
| Location | What you see |
|---|---|
| App-wide (top of every page) | 🔒 Persistent warning banner if your own account is locked |
| Team Members page | 🔒 "Access limited" badge on locked member rows |
| Create / Edit Task → Assignees | 🔒 Locked members shown but disabled in dropdown |
| Create / Edit Task → Project | 🔒 Over-limit projects shown but disabled in dropdown |
| Timer / Manual Entry → Project/Task | 🔒 Over-limit projects shown but disabled |
| Projects page | 🔒 "Over limit" badge on excess project cards + warning banner |
| Project Details page | 🔒 Read-only banner at top of the project |
| Project → Tasks tab | 🔒 Task creation disabled with explanation banner |
| Tasks page | Warning banner when at or over task limit |
| Time Tracking page | Warning banner + timer start blocked when at or over entry limit |
| Team Members page | Warning banner when strictly over member limit |
Email Notifications
When a downgrade causes over-limit resources, the system automatically sends two emails:
To the workspace owner:
- Summary of all over-limit resources (members locked, excess projects, task/entry counts)
- Direct links to the affected pages
- Link to upgrade the plan
To each locked team member:
- Notification that their access has been limited
- Explanation that this is due to a plan downgrade
- Who to contact (the workspace owner) to restore full access
Frequently Asked Questions
Q: Will my data be deleted when I downgrade? No. All data is preserved. Only the ability to create new items may be blocked until you're within limits.
Q: Can locked team members still log in? Yes. They can log in and view their data in read-only mode. They cannot create or modify anything.
Q: Which members get locked first? The most recently added (newest) members are locked first. Your original team members are the last to be affected.
Q: Can I choose which members to keep unlocked? You can control this by removing members and re-inviting. The system always keeps the oldest members unlocked when enforcing limits.
Q: How do I know if my resources are over-limit? Look for the 🔒 badge on resources in lists and dropdowns, and check for warning banners on the relevant pages (Team, Projects, Tasks, Time Tracking). Locked members also see a persistent banner across the entire app.
Q: Will I get an email when my resources go over-limit? Yes. The workspace owner receives a summary email immediately after a downgrade. Each locked member also receives an individual notification email.
Q: What happens if I upgrade again? All locks are removed immediately upon upgrade. Your team members regain full access and your projects become selectable again.