VOÏA License Guide¶
Understanding your account limits and license options.
What is a License?¶
Your VOÏA license determines: - How many campaigns you can run per year - How many distinct client companies you can survey across all campaigns - How many team members can use the platform
Check your current license: Navigate to Settings → License Info
License Tiers¶
Core License¶
Best for: Small teams starting with customer feedback
Limits: - 4 campaigns per year (custom limits available — see below) - 5 users maximum (custom limits available — see below) - 20 client companies (across all campaigns, all time) - 12-month duration
Features included: - ✓ Classic surveys - ✓ Conversational surveys - ✓ NPS tracking - ✓ Email delivery - ✓ Sentiment analysis - ✓ Key themes analysis - ✓ Advanced analytics - ✓ Executive report generation - ✓ Data export (CSV / Excel) - ✓ Custom survey templates - ✓ QBR Intelligence - ✓ Help desk
Pricing: Contact sales for pricing
Plus License Popular¶
Best for: Growing businesses with regular feedback needs
Limits: - 4 campaigns per year (custom limits available — see below) - 10 users maximum (custom limits available — see below) - 100 client companies (across all campaigns, all time) - 12-month duration
Features included: - ✓ Classic surveys - ✓ Conversational surveys - ✓ NPS tracking - ✓ Email delivery - ✓ Sentiment analysis - ✓ Key themes analysis - ✓ Advanced analytics - ✓ Executive report generation - ✓ Data export (CSV / Excel) - ✓ Custom survey templates - ✓ QBR Intelligence - ✓ Help desk - ✓ API access
Note: Core and Plus include the same full feature set except API access, which is available on Plus and Pro only. The difference between these tiers is otherwise limits only — number of users, client companies, and campaigns.
Pricing: Contact sales for pricing
Custom Limits for Core and Plus¶
Platform administrators can configure custom user and campaign limits for Core and Plus licenses — for example, increasing the campaign quota or user cap beyond the standard defaults. Custom limits are granted by a platform admin and do not require an upgrade to Pro. Contact your account administrator or VOÏA sales to request a custom limit.
Pro License¶
Best for: Enterprises with high-volume feedback programs
Limits (Customizable): - 12+ campaigns per year (customizable) - 25+ users maximum (customizable) - Unlimited client companies (configurable by your platform admin) - 12+ month duration (customizable)
Features included: - ✓ Everything in Plus - ✓ White-label branding - ✓ Custom integrations - ✓ SLA guarantee (99.9% uptime) - ✓ Priority support (24/7)
Pricing: Custom pricing based on your needs
Trial License¶
Best for: Evaluating VOÏA before committing
Limits: - 1 campaign - 2 users maximum - Unlimited client companies - 1-month duration
Features included: - ✓ Classic surveys - ✓ Conversational surveys - ✓ NPS tracking - ✓ Email delivery - ✓ Sample survey templates
Pricing: Free trial
Understanding Client Companies¶
What is a Client Company?¶
A client company is any organisation whose employees participate in your VOÏA surveys, identified by their email domain (the part after @ in their email address).
For example, participants with alice@acme.com and bob@acme.com both count as one client company: acme.com.
What doesn't count as a client company?¶
Personal email providers are excluded from the count entirely — participants using addresses such as Gmail, Yahoo, Hotmail, Outlook, iCloud, and similar consumer domains never consume a company slot.
How is the count measured?¶
The count is account-wide and cumulative across all campaigns, all time. It is not reset per campaign or per year. Adding a participant from a new company domain in any campaign — past or present — contributes to the total.
Existing companies are always allowed¶
If a company domain is already known to your account (i.e., at least one participant with that domain was previously added), you can always add more participants from that same domain, even if you are at your company limit.
Understanding License Periods¶
Annual License Cycle¶
Licenses operate on an annual anniversary basis:
Example: - License starts: January 15, 2025 - License renews: January 15, 2026 - Campaign limit resets: January 15, 2026
Important: Campaign limits reset on your anniversary date, not January 1st. Client company counts do not reset — they accumulate over the life of your account.
Custom License Start and End Dates¶
Platform administrators can configure a custom start date and end date when assigning a license — for example, to back-date a license to align with a contract start date or to set an exact expiration that matches a billing cycle. Contact your account administrator if you need a license period that differs from the standard 12-month default.
License Expiration¶
30 days before expiration:
You'll receive renewal reminders
Upon expiration: - You can still view existing data - Cannot create new campaigns - Cannot activate existing draft campaigns - Users cannot be added
Renewal: Contact your account administrator or VOÏA sales
License Usage Tracking¶
How to Check Usage¶
Navigate to Settings → License Info to see: - Campaigns used this year (e.g., "3 of 4") - Current user count (e.g., "7 of 10") - Client companies loaded (e.g., "14 of 20") - Total participants loaded in VOÏA - Days remaining in license period - License expiration date
Color indicators on progress bars: - Green: Plenty of capacity remaining - Yellow/Orange: Approaching limit (75%+) - Red: At or near limit (90%+)
What Counts as "Usage"¶
Campaigns: - Draft campaigns: Don't count - Active campaigns: Count toward limit - Completed campaigns: Count toward limit (for that year)
Users: - Active users: Count toward limit - Deactivated users: Don't count - Invited (not yet accepted): Count toward limit
Client Companies: - Each distinct corporate email domain counts as one company - Personal email providers (Gmail, Yahoo, Outlook, etc.) never count - Count is cumulative across all campaigns and all time - A domain already in your account never consumes an additional slot
Participants: - Tracked as an informational counter (total across all campaigns) - No hard per-campaign enforcement — exceeding a guideline shows a warning only
Upgrading or Downgrading¶
Campaign Add-On Bundle¶
If you need additional campaigns beyond your license quota mid-year, a Campaign Add-On Bundle is available. Each bundle adds 4 extra campaigns to your current license period without requiring a full license upgrade.
Details: - Available within the current license period (does not roll over to the next year) - Granted by a platform admin — there is no in-app self-serve purchase flow - Pricing: Core tier — $8,500 / Plus tier — $15,000
To request a Campaign Add-On Bundle, contact your account administrator or VOÏA sales.
When to Upgrade¶
You might need to upgrade if: - You hit your campaign limit mid-year - You need more users - You are approaching your client company limit
Upgrade process: 1. Contact your account administrator 2. They contact VOÏA sales 3. Upgrade is processed within 24-48 hours 4. New limits apply immediately
Downgrading¶
Downgrades typically happen at renewal.
Important downgrade restrictions: - If downgrading reduces the user limit below your current user count, you must deactivate users first. - If downgrading from Plus to Core and your account already has more than 20 client companies loaded, the downgrade will be blocked until you are within the Core limit.
License Enforcement¶
Campaign Limit Reached¶
What happens: - You cannot activate new campaigns - Draft campaigns stay in draft mode - Active campaigns continue normally
Solutions: - Wait for annual renewal - Upgrade license
User Limit Reached¶
What happens: - Cannot invite new users - Existing users continue working normally
Solutions: - Deactivate inactive users - Upgrade license
Client Company Limit Reached¶
What happens: - You cannot add participants whose email domain is new to your account - Participants from companies already in your account can always be added - Participants using personal email addresses (Gmail, Yahoo, etc.) can always be added - Bulk CSV uploads that would breach the limit are rejected upfront with a clear error report listing each affected row - Platform administrators are never blocked
Solutions: - Add participants from existing client companies only - Upgrade to Plus (100 companies) or Pro (unlimited) - Contact VOÏA sales
Participant Volume (Soft Guideline)¶
Participant counts per campaign are tracked as a soft guideline. Exceeding the guideline will display an informational warning, but will not block you from adding participants or assigning them to campaigns.
Special License Types¶
Demo Accounts¶
Used for: VOÏA demonstrations and trials
Limits: - Very limited (1 campaign, 50 participants) - Short duration - Not for production use
To convert demo to full license: Contact VOÏA sales
Custom Enterprise Licenses¶
For: Large organizations with unique needs
Can include: - Custom campaign limits (50+/year) - Custom user limits (100+) - Custom client company limits (or unlimited) - Multi-year agreements - Volume discounts - Custom integrations
Contact VOÏA sales for custom licensing
Frequently Asked Questions¶
Can I exceed my campaign limit temporarily?¶
No, the system enforces campaign limits strictly. Contact sales for emergency upgrades.
What happens to my data if my license expires?¶
Your data is preserved for 90 days after expiration. You can still log in and view data (read-only). Renew within 90 days to avoid data loss.
Can I transfer campaigns from one license year to the next?¶
No, campaigns are tied to the license year they were created in. A new year means a fresh campaign quota.
How do I know when I'm approaching my limits?¶
VOÏA displays colour-coded progress bars on the License Info page. Bars turn orange at 75% and red at 90% of the client company limit.
Does the client company count reset each year?¶
No. The client company count is cumulative and never resets. It reflects every distinct corporate domain ever added to your account across all campaigns.
Can I add more participants from a company that's already in my account, even if I'm at my limit?¶
Yes. Once a company domain is known to your account, you can always add more participants from that same domain. Only new domains are blocked when the limit is reached.
What if a participant uses a personal email (Gmail, Yahoo, etc.)?¶
Personal email addresses are never counted as a client company and are always allowed regardless of your company limit.
What is the difference between "client companies" and "participants"?¶
A participant is an individual contact. A client company is the organisation they work for, identified by their email domain. One company can have many participants.
Can I buy additional campaigns mid-year?¶
Yes. A Campaign Add-On Bundle adds 4 extra campaigns to your current license period. Pricing is $8,500 for Core and $15,000 for Plus. Bundles are admin-granted — contact your account administrator or VOÏA sales to request one.
What if I deactivate a campaign — does it free up my quota?¶
No, once a campaign is activated, it counts toward your annual limit even if you later close it.
Do trial users count toward my user limit?¶
Yes, anyone with access to your VOÏA account counts as a user.
License Comparison Table¶
Core vs Plus: Core and Plus include the same full feature set. All differences between these tiers are usage limits only (users, client companies, campaigns). API access is available on Pro only.
| Feature | Core | Plus | Pro |
|---|---|---|---|
| Campaigns/year | 4 | 4 | 12+ (custom) |
| Users | 5 | 10 | 25+ (custom) |
| Client companies | 20 | 100 | Unlimited (configurable) |
| Duration | 12 months | 12 months | 12+ months (custom) |
| Classic surveys | ✓ | ✓ | ✓ |
| Conversational surveys | ✓ | ✓ | ✓ |
| NPS tracking | ✓ | ✓ | ✓ |
| Email delivery | ✓ | ✓ | ✓ |
| Sentiment analysis | ✓ | ✓ | ✓ |
| Key themes analysis | ✓ | ✓ | ✓ |
| Advanced analytics | ✓ | ✓ | ✓ |
| Executive report generation | ✓ | ✓ | ✓ |
| Data export (CSV / Excel) | ✓ | ✓ | ✓ |
| Custom survey templates | ✓ | ✓ | ✓ |
| QBR Intelligence | ✓ | ✓ | ✓ |
| Help desk | ✓ | ✓ | ✓ |
| API access | ✗ | ✗ | ✓ |
| White-label branding | ✓ | ✓ | ✓ |
| Custom integrations | ✗ | ✗ | ✓ |
| SLA guarantee (99.9%) | ✓ | ✓ | ✓ |
| Priority support (24/7) | ✗ | ✗ | ✓ |
Getting Help with Licenses¶
Contact Options¶
Account Administrator
Your company's VOÏA admin can check your license status
VOÏA Sales
For upgrades, renewals, or custom licensing
Email: voia@rivvalue.com
VOÏA Support
For technical questions about licenses
Email: support@rivvalue.com
Questions about licensing? Contact your account administrator or VOÏA sales team.