If your Appointy paid subscription is not renewed successfully, the account is not downgraded immediately.
Appointy generally provides a 3–4 day grace period to allow time for the payment issue to be resolved. If the subscription remains unpaid after the grace period, the account is automatically downgraded to the Free plan.
When this happens, Free-plan limits are applied and paid features are disabled.
Quick summary
After downgrade to Free:
- Only 1 staff member remains active
- Only 5 services remain active
- Additional staff and services are suspended
- Paid features are disabled
- Prepayments stop working
- Intake Forms stop appearing
- Service Add-ons stop appearing
- Guest Login is disabled
- Google and Outlook calendar sync is affected
- Some activity that happens during the downgraded period is not backfilled later
- Suspended staff and services must be reactivated manually after upgrading
What happens during the grace period?
If a renewal payment fails, Appointy generally provides a 3–4 day grace period.
During this time, you should resolve the payment issue as soon as possible.
If the subscription is still not renewed after the grace period, the account is automatically moved to the Free plan.
What happens to staff members?
The Free plan supports 1 active staff member.
If your paid account has multiple staff members:
- One staff member remains active
- All additional staff members are suspended
After you upgrade again, suspended staff members are not automatically reactivated.
You need to manually activate the staff members you want to use again.
After upgrading
Go to your Staff settings and review the suspended staff members.
Reactivate them manually as required.
What happens to services?
The Free plan supports up to 5 active services.
If your account has more than 5 services:
- Up to 5 services remain active
- Additional services are suspended
After upgrading again, suspended services are not automatically reactivated.
You need to manually activate the required services.
What happens to appointments?
Customers can continue booking appointments while the account is on the Free plan, subject to the limits and features available on that plan.
However, appointments created while paid features are disabled may not contain the same information or payment requirements as appointments booked while your paid subscription was active.
This is especially important if you use:
- Prepayments
- Intake Forms
- Service Add-ons
- Guest Login
- Google Calendar sync
- Outlook Calendar sync
What happens to prepayments?
If your business uses prepayments, the prepayment feature is disabled after the account is downgraded to Free.
Customers can therefore complete bookings without making the prepayment that would normally be required.
What happens after you upgrade again?
Appointy does not go back and automatically charge customers for appointments booked while prepayments were unavailable.
You need to collect the applicable payment manually.
Example
Suppose your service costs $100 and normally requires a 50% prepayment.
If a customer books while the account is downgraded:
- The customer can complete the booking without paying the $50 prepayment
- After you upgrade, Appointy will not automatically collect that missing $50
- You will need to collect it manually from the customer
What happens to Intake Forms?
Intake Forms are a paid feature.
If your account is downgraded to Free:
- Intake Forms stop appearing during the booking flow
- Customers are not asked to complete the form
- Intake information that would normally be collected is not captured for those new bookings
After you upgrade again, Intake Forms become available for future bookings.
However, Appointy does not retrospectively collect Intake Form responses for appointments booked while the feature was unavailable.
What happens to Service Add-ons?
Service Add-ons are also a paid feature.
When the account is downgraded:
- Add-ons stop appearing during booking
- Customers cannot select optional add-ons
- Appointments created during the downgraded period are therefore booked without those add-ons
After the account is upgraded, Add-ons become available again for future bookings.
Appointments booked while Add-ons were unavailable are not automatically updated afterward.
What happens to Guest Login?
If you use Guest Login, it is disabled when the account moves to the Free plan.
Customers will need to register or sign in before completing a booking.
Available login methods may include:
- Appointy login
This means customers who were previously able to book without creating an account will need to authenticate during the downgraded period.
After upgrading, review your booking/login settings and confirm that Guest Login is configured as required.
What happens to Google Calendar sync?
Paid Google Calendar synchronization is affected when the account is downgraded.
If events are created in Google Calendar during the downgraded period:
- Those events will not sync into Appointy
- They will not block availability in Appointy
- They are not automatically backfilled after the account is upgraded
Example
A staff member creates a Google Calendar event while the account is downgraded.
Because that event does not sync into Appointy, the corresponding time may still appear available for booking.
After you upgrade again, that missed event is not pushed retrospectively into Appointy.
What happens to appointments pushed to Google or Outlook?
Appointments created in Appointy during the period when calendar sync is unavailable will not receive the normal paid calendar-sync behavior.
Appointment information that was not pushed to Google Calendar or Outlook Calendar during the downgraded period is not pushed retrospectively after upgrading.
Restoring the paid subscription restores sync for applicable new activity going forward.
It does not backfill information that was missed while the account was on the Free plan.
Does upgrading automatically restore everything?
No.
Upgrading restores access to the paid features included in your subscription, but some actions still require manual review.
After upgrading, you should:
- Reactivate suspended staff members
- Reactivate suspended services
Important: missed activity is not backfilled
Some activity that occurs while paid functionality is unavailable is not recreated automatically after you upgrade.
This includes:
- Missed prepayments
- Intake Form responses that were never collected
- Add-ons that were unavailable during booking
- Google Calendar events that did not sync into Appointy
- Appointment information that was not pushed to Google or Outlook
- Suspended staff and services that require manual reactivation
Upgrading restores paid functionality going forward, but it does not recreate every action that would have occurred while the account was downgraded.
What should you do if the downgrade happened because payment failed?
If the account was downgraded because the subscription renewal failed:
- Resolve the issue with your bank, card issuer, or PayPal.
- If required, add a new payment method at:
https://billing.appointy.com/payment
- Set the new payment method as Primary.
- Initiate a live chat with the Appointy Support team.
- Share your Appointy username.
- Let the team know that you have resolved the payment issue or updated the payment method.
The Support team can then assist with reactivating the paid subscription.
Frequently Asked Questions
How long is the grace period before Appointy downgrades the account?
Appointy generally provides a 3–4 day grace period after an unsuccessful subscription renewal.
If the subscription remains unpaid after this period, the account is automatically downgraded to Free.
What happens to staff after downgrade?
Only 1 staff member remains active. Additional staff members are suspended.
Will suspended staff reactivate automatically after upgrading?
No. You need to manually reactivate the required staff members.
What happens if I have more than 5 services?
Only up to 5 services remain active. Additional services are suspended.
Will suspended services reactivate automatically?
No. Suspended services need to be reactivated manually.
Can customers still book appointments?
Yes, subject to the limits and functionality available on the Free plan.
What happens to prepayments?
Prepayments are disabled. Customers can book without making the payment that would normally be required.
Will Appointy collect missed prepayments after I upgrade?
No. You need to collect those payments manually.
What happens to Intake Forms?
Intake Forms stop appearing during booking because they are a paid feature.
Will missing Intake Form responses be collected later?
No. Appointy does not collect those responses retrospectively.
What happens to Service Add-ons?
Add-ons stop appearing during the booking flow while the account is on the Free plan.
Will Add-ons be added automatically after I upgrade?
No. Appointments booked during the downgraded period are not updated retrospectively with Add-ons.
What happens to Guest Login?
Guest Login is disabled. Customers need to register or sign in using an available login method such as Appointy, Google, or Facebook.
What happens to Google Calendar events created during the downgraded period?
They do not sync into Appointy and do not block availability. They are not automatically backfilled after upgrading.
Will appointments missed by Google or Outlook sync be pushed after I upgrade?
No. Appointment information that was not synchronized during the downgraded period is not pushed retrospectively.