Aircall Help Center | Removing user licenses from your plan

Removing user licenses from your plan

If you're on a month-to-month plan, you can reduce your Standard User License count directly from the Aircall Dashboard, no need to contact sales. This article explains how it works, what you can and can't remove, and how it affects your billing.

Important: This self-service option is currently available to month-to-month customers only. If you're on an annual or custom contract, you'll need to contact your Customer Success Manager to amend your contract, or arrange an early renewal. See "Understanding your invoice: Amended subscription."

Who can do this

Only Owners and Admins can remove user licenses.

What can be removed

Only unassigned licenses can be removed. If a license is currently assigned to a user, it has to be freed up first.
If every license on your account is assigned, delete a user before attempting to remove a license. Deleting the user frees up the license, which you can then schedule for removal. See "Deleting Individual Users."
Your account must always keep a minimum of 3 user licenses.
If your account has Flex User Licenses, they're always freed up before Standard licenses when a user is deleted. There's no manual removal step for Flex licenses, any that are left unassigned are automatically removed at the end of your monthly billing period. The removal drawer only shows you which ones are set to expire, it doesn't require any action from you.

Removing licenses

Steps:

Go to your Plan page in the Aircall Dashboard.
In the Users & Teams tile, click Manage.
In the drawer that opens, review your Total Standard User licenses, Assigned licenses, and Unassigned licenses (or Scheduled for removal, if you already have licenses scheduled).
Click Manage licenses.
Use the stepper to choose how many licenses to remove. You can remove up to your total unassigned count.
Click Update to confirm, or Cancel to back out without saving.

Tip: If you try to schedule more licenses than you have unassigned, the stepper turns red and you'll see a message letting you know you can only remove unassigned licenses. Lower the quantity to continue.

What happens after you schedule a removal

Licenses scheduled for removal aren't taken off your contract right away. You keep access to them, and continue being billed for them, until your next renewal date. At that point, they're removed automatically.

Note: "Renewal date" means your next subscription renewal date. If you pay monthly, quarterly, or semi-annually within an annual commitment, you'll continue being charged for the license until the end of that annual commitment period, not just until your next invoice.

Changing your mind

If you create a new user while a license is scheduled for removal, that license is automatically assigned to the new user instead of being removed. The removal is cancelled, and you won't be charged again for a license you already had.

You can also cancel a scheduled removal directly from the drawer, before it takes effect, by lowering the quantity back down using the same steps above.

FAQs

Why can't I remove a license that's assigned to a user?

Licenses can only be removed while unassigned. Delete the user first to free up the license, then schedule it for removal from the Plan page.

What's the difference between deleting a user and removing a license?

Deleting a user frees up their license so it's available for reassignment, but you're still billed for it. Removing a license schedules it to come off your contract entirely at your next renewal, so you stop paying for it.

Can I remove Flex User Licenses this way?

Not directly. Flex licenses don't have a manual removal step. Any that are unassigned are automatically removed at the end of your monthly billing period. The drawer shows you which ones are expiring, but there's no action to take.

Is there a minimum number of licenses I need to keep?

Yes. Your account must always have at least 3 user licenses.

I scheduled a removal, then created a new user. What happened to the license?

It was automatically assigned to the new user, and the scheduled removal was cancelled. You won't be charged twice for the same license.

Is this available on my plan?

This is currently available to month-to-month customers only. If you're on an annual or custom plan, contact Customer Success to amend your contract or discuss an early renewal.

Important: This self-service option is currently available to month-to-month customers only. If you're on an annual or custom contract, you'll need to contact your Customer Success Manager to amend your contract, or arrange an early renewal. See "Understanding your invoice: Amended subscription."

Who can do this

Only Owners and Admins can remove user licenses.

What can be removed

Only unassigned licenses can be removed. If a license is currently assigned to a user, it has to be freed up first.
If every license on your account is assigned, delete a user before attempting to remove a license. Deleting the user frees up the license, which you can then schedule for removal. See "Deleting Individual Users."
Your account must always keep a minimum of 3 user licenses.
If your account has Flex User Licenses, they're always freed up before Standard licenses when a user is deleted. There's no manual removal step for Flex licenses, any that are left unassigned are automatically removed at the end of your monthly billing period. The removal drawer only shows you which ones are set to expire, it doesn't require any action from you.

Removing licenses

Steps:

Go to your Plan page in the Aircall Dashboard.
In the Users & Teams tile, click Manage.
In the drawer that opens, review your Total Standard User licenses, Assigned licenses, and Unassigned licenses (or Scheduled for removal, if you already have licenses scheduled).
Click Manage licenses.
Use the stepper to choose how many licenses to remove. You can remove up to your total unassigned count.
Click Update to confirm, or Cancel to back out without saving.

Tip: If you try to schedule more licenses than you have unassigned, the stepper turns red and you'll see a message letting you know you can only remove unassigned licenses. Lower the quantity to continue.

What happens after you schedule a removal

Note: "Renewal date" means your next subscription renewal date. If you pay monthly, quarterly, or semi-annually within an annual commitment, you'll continue being charged for the license until the end of that annual commitment period, not just until your next invoice.

Changing your mind

You can also cancel a scheduled removal directly from the drawer, before it takes effect, by lowering the quantity back down using the same steps above.

FAQs

Why can't I remove a license that's assigned to a user?

Licenses can only be removed while unassigned. Delete the user first to free up the license, then schedule it for removal from the Plan page.

What's the difference between deleting a user and removing a license?

Can I remove Flex User Licenses this way?

Is there a minimum number of licenses I need to keep?

Yes. Your account must always have at least 3 user licenses.

I scheduled a removal, then created a new user. What happened to the license?

It was automatically assigned to the new user, and the scheduled removal was cancelled. You won't be charged twice for the same license.

Is this available on my plan?

This is currently available to month-to-month customers only. If you're on an annual or custom plan, contact Customer Success to amend your contract or discuss an early renewal.