What separates a workspace seat from a shared collaborator?

A seat belongs to someone on your team and reaches every list in the workspace that is not marked private. A collaborator only sees the specific lists you invite them into. Read the guide.

On Crew, Scale, and Enterprise plans you pay for seats only — collaborators cost nothing.

How do I work out which plan suits my team?

Which plan fits comes down to how many people need a seat and which parts of the product your team expects to lean on week to week.

If you are only now moving off spreadsheets, start on Free or take the 21-day trial of Crew to get a feel for how Ardwell handles a real backlog. Small teams working across functions usually settle on Crew. Companies growing quickly tend to want Scale for the extra permissions, audit history, and higher usage ceilings. Enterprise exists for organisations that need bespoke workflows, provisioning, and admin control at a much larger scale.

If you would like a hand picking, write to us at sales@ardwell.io.

Can I switch plans? When does a switch take effect?

You can move up or down at any time from Admin → Plan & billing. Upgrades take effect straight away; downgrades apply at the start of your next billing period. Your data stays put either way.

Can I move one person onto a higher plan instead of upgrading the whole workspace?

No — a plan covers the whole workspace, so everyone holding a seat moves across together.

If we upgrade a plan, does it cover every workspace we run?

Not automatically. Each workspace is billed on its own, so upgrade each one you use.

Do you bill monthly as well as annually?

Both. Monthly and annual billing are available on every paid plan, and paying annually takes roughly 22% off the monthly rate. You can switch between the two whenever you like.

What happens when we add or remove a seat?

Add someone mid-cycle and we charge a prorated amount for the days that are left. Remove someone and the credit sits on your account against the next invoice, so you are never paying for a seat nobody is using. Changes show up on your billing page within a minute or two.

How do you count automation runs each month?

Every rule that fires counts as one run, whether it moves a task, posts a message, or calls out to another tool. The counter resets on the first day of each billing period. Crew includes 900 runs a month, Scale includes 4,800, and Enterprise is set per contract when we scope the account. You can watch the running total on the usage page. Read the guide.

Runs that fail before they touch anything are not counted, and neither are the ones you trigger by hand while testing.

What happens if we go past a plan limit?

Nothing breaks. We send a note when you cross a ceiling and hold the extra work in a queue for seven days, which is usually enough time to decide whether to move up a plan.

What happens if a payment is declined?

We try the card again over the following ten days and email the workspace owner each time. If it still has not cleared after the last attempt, the workspace drops to Free and everything above that tier is paused rather than deleted. Update the card and it all comes back.

What happens if I end a paid plan? How do I cancel a subscription?

Cancelling stops the next charge. You keep the paid plan until the current period runs out, and after that the workspace carries on under Free.

To cancel, open Admin → Plan & billing and choose Close plan. Anything above the Free ceiling — extra seats, stored files, automation history — is kept read-only for ninety days, so you can pick it back up if you change your mind.

Is there reduced pricing for nonprofits?

We publish reduced pricing for registered nonprofits and for student groups at accredited institutions. Send proof of status to hello@ardwell.io and read this note for the details.

Can I use Ardwell for free?

Yes. The Free plan has no time limit and no card required, for as long as it works for you.

What does the 21-day free trial include?

The trial opens up everything on the Crew plan for 21 days — unlimited lists, custom fields, saved views, and the full automation set. There is no card to enter, and when the 21 days are up the workspace simply steps back down to Free.

How do I start the 21-day free trial?

Open Admin → Plan & billing, then pick Begin trial and confirm.

What happens once the trial runs out?

On day 22 the workspace moves to Free on its own. Nothing is deleted — lists, tasks, and files all stay where they are, though anything that sits above the Free ceiling turns read-only until you pick a paid plan.

How do I end my trial early?

Go to Admin → Plan & billing and choose Stop trial. The workspace drops to Free the moment you confirm, so if you would rather use up the remaining days first, simply leave it alone and let the trial run out on its own.

What happens if I stop partway through?

Nothing is lost. Ending early only closes the trial — every list, task, comment, and attachment stays exactly as you left it, and the workspace carries on under the Free plan. If you decide later that you want the paid features back, you can start a plan at any point and everything above the Free ceiling becomes editable again straight away.

Can I put my trial on hold?

Trials cannot be paused, but you can end one early and start a paid plan whenever you are ready. Write to hello@ardwell.io if the timing is awkward.

Is there a trial on the Scale or Enterprise plan?

Scale and Enterprise are not on the standard trial, but we will set up a scoped pilot if you ask. Send a note to sales@ardwell.io and we will get one started.