Subscription

Settings → Subscription is where an administrator of a Hosted AccessPoint organization (app.realizer.io) sees the organization's plan, what it has used, and what it can buy. Realizer runs Hosted AccessPoint and bills the organization directly, through Stripe's secure checkout and billing pages.

Hosted AccessPoint only. In AccessPoint for Microsoft 365 — deployed in your own Azure subscription — the Subscription row is not in the Settings hub: you subscribe and pay through Microsoft Marketplace, and the licence is shown in Setup.

Where to Find It

Open Settings from the app toolbar and choose Subscription in the Foundations group. Only administrators (people who can manage configuration) see it. Other members see the banners described below, and whom to ask.

The order of Settings → Subscription: your plan, then Add a module and Your add-ons, Bundles and storage, Promotion code, the usage against your allowances, and Download all of your organization's data last.

Your Plan and Usage

The top of the page shows the plan and its status — Trial (with the day it ends), Active, Payment past due, Unpaid, Payment incomplete or Canceled — and when the plan renews or, once cancelled, when it ends.

Below it, a meter for each allowance of the period:

• Requests and assessments for the period.
• AI tokens, media, OCR and transcription minutes, where the service runs AI Assist, media processing, text recognition and transcription. A meter for something the service does not run is not shown.
• Storage — the files you hold against the plan's storage (12.4 of 100 GB used).

Each meter reads like 3 of 10 used this month; a kind the plan does not limit reads unlimited. On a paid plan each meter also says when the next allowance arrives (The next 10 arrive on 1 December.) and what expires first (7 of what is left expire on 10 February 2027.).

Nothing is billed as overage. When an allowance is used up, nothing is charged automatically: requests are still recorded (see Waiting Requests), and you can add a bundle or wait for the next allowance.

The Plans

List prices, plus applicable taxes; Change plan shows the prices in your subscription's currency. Members are unlimited on every plan.

• US dollars are the same numbers as Canadian dollars.
• Annual billing gives 15 months of allowance for the price of 10, all on day one; it lasts until the end of that year.
• On Essentials, audits, the risks register and the privacy program's inventory (vendors, systems, the controls library) are read-only — Professional features. An assessment still works end to end on Essentials: its subject, its systems, its controls answers, its risks and commitments.

How Allowances Work

• Monthly plans. Each month's allowance arrives when the month is paid, and what you do not use is kept for 12 months: a quiet month banks its requests and assessments for a busy one, and the oldest are used first. A month that is not paid (a payment past due) brings nothing new until it is paid.
• Annual plans. The whole year's allowance arrives on day one.
• Moving up to a bigger plan charges the difference for the rest of the period at once and brings the matching share of the bigger allowance at once — for example, Essentials to Professional halfway through an annual year brings about half the difference (225 requests and 68 assessments).
• Moving down takes effect at the end of the period. What you have already received stays until it expires.
• When a paid plan ends (the move to Free), its unused allowance ends with it. Bundles you bought stay until they expire.
• The trial gives 10 requests for each 30 days and 3 assessments at the start, until the trial ends.
• Free takes its requests and assessments, as they are needed, from the 5 and 5 a year that your Microsoft organization's Free workspaces share (see The Free Plan).
• Realizer support can add requests or assessments to your organization when you need them at once — for example while your card is being replaced.

Waiting Requests

A received request is never refused, on any plan — the trial included. When the period's requests are used up, a new request — entered by staff, submitted through the public portal or imported — is still recorded: it gets its number, received date and computed due date, its requestor and its documents, and its automatic acknowledgement goes out. It can be closed or withdrawn, and a note can be added, but its case work — assignments, tasks, letters, fees, extensions, consultations, redaction and release — waits until a request from your allowance covers it. The request page says Recorded — waiting for a request from your allowance. Due .

• The next allowance — a paid month, a new annual year, an upgrade, a grant from Realizer, a deleted Draft request — goes to the waiting request due first, before any new one, within minutes of arriving.
• Moving from the trial or Free to a plan unlocks every waiting request at once.
• When two requests arrive at the same moment for the last request left, one takes it and the other waits — never both.
• Settings → Subscription counts them: 4 requests are recorded and waiting. The earliest is due on 14 November.

Assessments and audits are different: past the allowance one cannot be started (Your plan includes 1 assessments a month, and they are all started…). An update assessment of an In Effect assessment never counts, a deleted Draft request gives its request back, and an imported request that is already closed is not counted.

Warnings

• At 80 % of a period's requests or assessments, administrators see a banner (Your requests are running low: 2 left until 1 December.), which they can dismiss for the period, and receive an e-mail if E-mail notices is on.
• When they are used up, the banner stays until the next allowance arrives (Your requests are used up. New requests are still recorded…), and the e-mail is always sent, because it affects statutory work.
• Members see one line, without figures: Your organization's requests are used up until …; ask an administrator.
• The same warnings cover storage at 80 % and when it is full.

Storage

Each plan holds a set amount of files — originals and their converted copies: Free 2 GB, the trial 10 GB, every paid plan 100 GB. The Media add-on brings its own 100 GB as well.

When storage is full, staff cannot add new files (Your organization's storage is full…). What arrives with a received request — the requestor's portal attachments, intake e-mail — is always stored, and nothing is ever deleted. Add storage with extra storage, or move up a plan.

Bundles and Extra Storage

On a paid plan (Essentials or Professional), an administrator can add requests, assessments or storage in one click, without changing plan — for a busy month, or for requests waiting for your allowance:

Prices are plus applicable taxes, in the currency your subscription is billed in.

Where to buy. The allowance banner at 80 % and when used up (Add 10 requests — CA$49.00; Add 100 GB when storage is low or full), the page of a waiting request (Add requests), the New assessment panel when the assessments are all started (Add assessments), and Settings → Subscription → Bundles and storage. Each opens the same dialog, which shows the bundles of that kind with their prices and says what it will charge, and to which card, before anything is charged — We'll charge CA$49.00 plus tax to the card ending 4242. The bundle is charged to the card on file, on its own invoice.

• Within seconds the dialog says 10 requests added — yours for 12 months., and waiting requests are covered at once, the one due first first. If the payment takes a little longer, the dialog says Payment received. and the units arrive within a few minutes.
• If your bank asks you to confirm the payment, or the card is declined, nothing is added: the dialog says so and opens the invoice page, where you confirm the payment or pay with another card; the units arrive as soon as it is paid. Waiting requests keep their due dates meanwhile. You are never charged twice for one click, even if you click twice or retry after a lost connection.
• Bundles are kept 12 months and are used after the month's allowance, the one that expires first first. They stay when you change plan, and when a paid plan ends. AI Assist tokens from a bundle are used once the month's tokens are spent.
• Extra storage is added to your subscription and billed with your plan, prorated for the rest of the period (Extra storage: 100 GB, billed with your plan.). Each click adds 100 GB, up to 5 TB. The Media add-on brings its own 100 GB as well.
• Removing extra storage: Remove 100 GB, beside Add 100 GB under Bundles and storage, takes 100 GB off at the end of the period you have paid for. It asks first — The 100 GB stay until , the end of the period you've paid for, and then leave your subscription. Nothing is refunded for this period and no file is deleted. — and shows what your storage will be and what your files take. If your files would not fit in what is left, it says so — Your files take 150 GB, more than the 100 GB of storage you would have. Free at least 50 GB, then remove it. — and nothing changes. Until that day the page shows 100 GB of extra storage leaves on . with Keep 100 GB, which keeps it without a charge. If, on that day, your files no longer fit in the smaller storage, the storage they need stays on your subscription and is billed with your plan from then, and every administrator gets an e-mail saying so (Your extra storage stays for now). Nothing is ever deleted or locked: past your storage, only new uploads by staff are refused until you free space or add storage.
• A refund of a bundle takes back only the units you have not used.
• Bundles are for paid plans. During the trial or on Free, choose a plan instead.

Members see whom to ask instead of a button — Ask an administrator to add more: Ada Lovelace, Grace Hopper. (names only). An organization with only one administrator sees, under Bundles and storage, Only you can buy more requests. Add a second administrator so a deadline never waits for one person.

The 30-Day Trial

A new organization starts with a 30-day trial: no card needed, every register, and every add-on except the public portal — AI Assist, media and AccessPoint Learning are there to try. The public portal needs a paid plan (Essentials or Professional) and its add-on; during the trial, Settings → Public portal says so, with Choose a plan for an administrator.

• Allowances. 10 requests for each 30 days and 3 assessments, and 10 GB of storage. Past the 10 requests a request is recorded and waits, as on every plan. The trial's other allowances (assessments, AI tokens, media minutes) are hard limits: once one is used up, nothing more of that kind can be added until a plan is chosen.
• The banner. A banner above every page says when the trial ends (Your free trial ends in 23 days (29 November 2026).), with Choose a plan for administrators.
• When it ends, the organization moves to the Free plan. It is never locked out.

Extend 30 Days for Procurement

Once per organization, an administrator can extend the trial by 30 days — from day 20 of the trial until 30 days after the move to Free (from Free, the organization goes back to the trial for 30 days). The banner and Settings → Subscription offer Extend 30 days. The dialog asks, optionally, what you are waiting for (a purchase order, budget approval, a security or privacy review, council or board approval, something else) and links to the procurement pack and to Request a quote or an invoice. Afterwards the page says Your trial was extended to . This was your one extension. A second extension, or one outside that window, is refused; Realizer's sales team can extend a trial further when a procurement needs it.

The Free Plan

At the end of the trial — or when a paid plan you cancelled ends — the organization moves to the Free plan. It is never locked out:

• Everything stays readable and exportable: lists, case pages, documents and their preview, search, reports, My Day, the Settings export workbook, case exports and response packages.
• 5 requests and 5 assessments a year are worked in full. Every received request is recorded; past the 5, a request's page says Recorded. The Free plan includes 5 requests a year; choose a plan to work on this one. It can be closed with its response date or withdrawn, and a note can be added, while its case work waits. A 6th assessment cannot be started. Assessments are PIAs, AIAs and TRAs; audits are not on Free. Choosing any plan unlocks every recorded request at once.
• The allowance is your Microsoft organization's, shared by its workspaces. The 5 requests and 5 assessments a year belong to your Microsoft organization (a personal Microsoft account has its own), not to one workspace: every Free workspace of the organization takes from that one allowance when it needs one, and the year starts when the organization's first workspace moved to Free. Settings → Subscription shows Shared by your organization's workspaces: left this year, until . beside each meter, and everyone's Free banner says the allowance is shared. Deleting a workspace never gives the year's allowance back.
• Complaints, audits, incidents, risks and the privacy program are read-only. They stay on the tab bar, in reports and in search; their New and change actions are disabled with the reason (Read-only on the Free plan. Everything here stays to read and export. Choose a plan to add or change …). In the privacy program, New subject stays available (subjects follow the assessments, which Free works in full), while vendors and systems are Professional features.
• The add-ons are read-only. Media and AccessPoint Learning stay readable, so what the trial made with them is never hidden — recordings play and can be downloaded, but their marks cannot change. AI Assist and OCR are not on Free, and no add-on can be bought without a plan.
• Members are unlimited, and invitations keep the trial's daily e-mail limits.
• Lab mode stays on as a full sandbox, every register included — practice an audit or a breach response before buying a plan. Uploading your own files into Lab mode is off on Free; only the Lab library's fictional records can be added.
• Your configuration in Settings stays yours to change.

Read-Only, Never Hidden

Registers and add-ons outside your plan are read-only, never hidden — and shown only when they hold records. On Essentials, audits, the risks register and the privacy program are read-only (after a move down from Professional, or from the trial's work, they stay readable and exportable); a register that holds nothing leaves the tab bar until it does. Their banners and disabled buttons say so in the plan's own words — Read-only on your plan. Everything here stays to read and export; change plan to add or change … — with Change plan for an administrator. On Free and Essentials the privacy program says Vendors, systems and the rest of the privacy program are Professional features., and New vendor and New system read A Professional feature: read-only on your plan.

An add-on your plan does not include (public portal, media, AccessPoint Learning) is read-only on every plan, Free included. A read-only public portal pauses online requests: the portal says Online requests are paused with your organization's contact details, lists no form and takes no payment, while requests already received stay in AccessPoint and releases already delivered stay downloadable until they expire. Adding the Public portal add-on reopens it within minutes.

Choosing or Changing a Plan

Choose a plan (during the trial and on Free) or Change plan lists the plans with their monthly or annual price in your subscription's currency, the registers each includes and its allowances. Annual says how much it saves (Annual — save up to 17%, and for each plan Saves a year compared with monthly billing). Below the plans, Need higher volume? Enterprise has unlimited requests and assessments within a yearly envelope, priced for larger organizations. with Talk to us. From Free, Change plan names the read-only registers each plan makes editable again. It asks nothing about your organization's size.

The add-ons are listed too — only those the service can deliver. An add-on the plan already includes is shown as included.

1. Select Continue to secure checkout. Stripe's checkout page opens in the same window.
2. Pay. When you come back, AccessPoint fetches the organization's licence again and says the subscription is being updated; newly included registers appear without a reload. A cancelled checkout changes nothing.
3. The plan itself changes when the payment is confirmed, usually within a minute.

Manage billing (once a first payment is made) opens Stripe's billing page for payment methods, invoices and cancellation. Once a paid subscription is billing, its plan is changed there too, so Change plan shows the plans for comparison and leads to Manage billing. While a payment is past due, the page says so and offers Manage billing to update the payment method. AccessPoint only ever sends your browser to Stripe's own checkout and billing pages.

Cancelling takes effect at the end of the period you paid for: the page shows Ending (Ends ; then the Free plan).

What the Page Shows in Each State