How do you handle canceling software seats when someone leaves?
Went through our subscriptions recently and realized we'd been paying for a couple of seats(zoom) belonging to people who left months ago. Nobody had a thought to cancel them, it just kept quitely billing. For those of you managing this, whats your actual…
Went through our subscriptions recently and realized we'd been paying for a couple of seats(zoom) belonging to people who left months ago. Nobody had a thought to cancel them, it just kept quitely billing. For those of you managing this, whats your actual process when someone leaves? A checklist someone remembers to run? something automated?or does it slip through the cracks sometimes too? Trying to figure out if im just disorganized or if this is normal. How do you handle it?
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Does it ever still slip through even with the checklist, or has it been pretty airtight so far?
We are pretty small so for us not yet. The key is someone is assigned to it. Whenever we create an SOP checklist we also record a Loom video of someone completing the tasks. That way there is a document and training already in place for almost anyone to jump in. We also audit all subscriptions and CC charges every single month as a team so we Know who is using what.
6 months is wild, Is this how long the process takes or did you have to actively chase them for the credit?
The email thread was long and average a couple responses from us per week. We said through a GA account that we were using the licenses any more; and to reduce the count after the normal support ticket with standard account was not sufficient for the request. They told us they would get back to us after passing the request to another team. This other team rejected our request stating they need more information. We asked what more information do you need. Finally , we ended up writing a page long story about our business downturn in licensing. The backroom secret billing society approved finally
This is just market research.
We have a formal de board checklist as a trello card. It contains all the subscriptions and accounts that need to be checked. Groups the person needs to be removed from (slack, skool etc).
So what app or service are you building to solve this? Why don't you just cut to the chase and save us all some time.
Genuinely normal honestly, this is one of the most common silent money leaks in small businesses, happens to almost everyone eventually. Offboarding checklist that includes every tool/subscription tied to that person's email fixes it going forward, worth building once and reusing every time.
It took us six months for 365 to bring our annual count down to 5 less ; and get credited back the difference