Licences and billing
BioTrack has two things to pay for: a licence for each PC, and an optional cloud subscription for each PC that sends attendance to the portal. This page explains both, how to pay for cloud reporting with Paynow, and what happens if a subscription lapses. It is for the administrators of your BioTrack account; viewers can see the same page but cannot pay.
| Licence | Cloud subscription | |
|---|---|---|
| What it allows | One PC collects attendance from its terminal, with or without the internet. | That PC’s attendance reaches the BioTrack portal. |
| How long | For life. A licence never expires. | Paid by the quarter, per PC. |
| How you get it | Buy from Alcra; Alcra adds it to your account. | Pay in the portal with Paynow, or pay Alcra directly. |
The Licences page
Section titled “The Licences page”In the portal, open your organisation and select Licences. The page shows:
- Licences, In use and Available: how many licences your account has and how many PCs hold one.
- PCs: each linked PC with its site, whether its licence is In use or Released, its Cloud subscription, when it was Linked and its Last delivery.
- Payments: every payment with its date, PC, period, amount, reference, status and the date it paid up to.
Administrators also see Link a PC while a licence is available. See Link this PC.
Cloud subscription status
Section titled “Cloud subscription status”| Shown | Meaning |
|---|---|
| Paid until date | The PC sends attendance to the portal. |
| No cloud subscription | Never paid. The PC collects on site, but nothing reaches the portal. |
| Lapsed; cloud data will be deleted date | The subscription ended. Nothing reaches the portal, and the PC’s data in the portal is deleted on that date unless you renew first. |
| Lapsed; cloud data deleted date | The PC’s data in the portal was deleted. The PC still has its own records. |
Pay for cloud reporting
Section titled “Pay for cloud reporting”Subscriptions are sold by the quarter, in US dollars. The price per PC per quarter is shown under the PCs table.
- On Licences, select Pay (or Renew) next to the PC.
- Choose the period: 1 quarter (3 months), 2 quarters (6 months) or 4 quarters (a year). The total is shown with each option.
- Select Pay $… with Paynow. Paynow opens to take the payment, with EcoCash, OneMoney, cards and other methods.
- After paying, Paynow brings you back to the portal. The page says Waiting for Paynow until Paynow confirms, then Payment received with the new paid-until date.
- A renewal is added after the current paid-until date, so paying early loses nothing.
- Reporting starts within about 15 minutes of the payment going through. A PC that was paused sends everything it held back.
- You can leave the waiting page: the subscription is extended once Paynow confirms either way.
- Payment cancelled or Payment not completed means nothing was added. If money left your account anyway, contact BioTrack with the payment’s reference.
If the portal says To start or renew a cloud subscription, contact BioTrack, online payment is not available for your account; Alcra can record a cash or bank payment for you, which extends the subscription in the same way.
Payment records are kept for seven years as financial records. They are never part of the attendance deletion below.
When a subscription lapses
Section titled “When a subscription lapses”The PC never stops collecting because of the subscription. It keeps saving attendance on site and holds on to anything it has not sent.
| When | What happens |
|---|---|
| 7 days before the paid-until date | Email: Cloud reporting for … ends soon. |
| Paid-until date | Reporting pauses. On the PC, Settings → Cloud reporting shows Paused. Email: Cloud reporting for … has paused, with the deletion date. |
| 23 days after | Email: … cloud attendance will be deleted in 7 days. |
| 30 days after | The PC’s attendance in the portal is deleted: scans, daily records, corrections, leave, calendar changes, employee names, published rotas and health history. The PC, its licence, the subscription, payments and the audit history stay. Email: … cloud attendance was deleted. |
The emails go to every administrator of your organisation, one per organisation listing all the PCs concerned, from [email protected].
- Renew before the deletion and nothing is lost: the PC sends what it held back.
- Renew after the deletion and each PC sends its last 90 days to the portal again. Older history stays on the PC only.
Releasing and moving licences
Section titled “Releasing and moving licences”Licences move between PCs only through BioTrack support:
- Retiring a PC. Ask BioTrack to release its licence. The released PC stops collecting the next time it reaches the cloud and shows This PC’s licence was released. The licence becomes available for another PC.
- Moving to a new PC, for example after restoring a backup. BioTrack issues a replacement code that moves the installation, its cloud data and its licence to the new PC. The old PC stops.
- More PCs. Contact BioTrack to add licences to your account.
See When the PC stops and asks to be linked again.