Workspaces, subscriptions, and teams: getting started, upgrading, and leaving

BotanicalMapper is built around workspaces.

A workspace represents a garden, estate, or project. It holds your map, your data, your photos, and your subscription. Everything you do in the app belongs to the active workspace.

Your sign-in is separate. You can belong to one or more workspaces, but each workspace has its own data and its own subscription.

Three systems, three jobs

Behind the scenes, BotanicalMapper uses three systems. You do not need to manage them directly, but it helps to understand what each one does.

Clerk - Your sign-in and workspaces - Sign in, switch workspace, invite teammates

Our database - Your garden data and workspace subscription record - -Store plants, landmarks, areas, shapes, photos, diary

Stripe - Payments for paid workspaces - Subscribe, change plan, update card, cancel

Important
Billing is per workspace, not per person. One subscription applies to the whole workspace, and everyone in that workspace shares its limits.

Where your subscription “lives”

When you subscribe:

Stripe processes the payment
BotanicalMapper stores the subscription against your workspace
Clerk continues to manage your identity and access

The app combines this information to determine your current plan, access, and renewal dates.

Until a workspace has an active plan, trial, or complimentary access, the app stays in a limited visitor setup mode.

Getting started: sign-up and onboarding

Step 1: Sign up

Go to /sign-up and create your account.

You will be taken to /onboarding, titled:

Welcome to BotanicalMapper

Step 2: Create your workspace

You will see:

Create your workspace

A workspace holds your:

Map
Data
Photos
Subscription

You become the workspace admin.

If you already belong to other workspaces, you can switch between them later.

Step 3: Choose your plan

On onboarding or in Settings → Workspace, choose:

Plan tier: Basic, Pro, Teams, Enterprise
Billing period: Monthly or Yearly

Click:

Continue to Secure Checkout

Only workspace admins can start checkout.

Step 4: Complete checkout

After payment:

It may take a few seconds to sync
You will see links such as Open map or Settings
Full navigation becomes available

Note
You can only have one subscribed workspace per email. This avoids duplicate billing.

Everyday account management

Open Settings from the main navigation.

Settings tabs

The Settings page is divided into several tabs, each used to manage a different part of your account or workspace.

Account

Manage your personal account, including your profile information, password, and security settings. Also you can export or delete archives from your diary.

Workspace

View your subscription, manage your plan, check storage usage, and switch between workspaces. Also you can clean up your calendar by removing old workspace tasks and events.

Team

Invite and manage workspace members. This tab is available on Teams plans and above.

Customise

Create and manage Custom Types, Collections, and Custom Attributes for your workspace.

Terminology

Throughout BotanicalMapper, the term Workspace is used to describe the shared area where your data is stored and managed.

BotanicalMapper uses the term workspace, while some system UI may show Organisation.

Upgrading and managing billing

Go to:

Settings → Workspace

You will see:

Current plan
Status, Active, Trial, or Past due
Billing period
Renewal date

To manage your subscription

Click:

Open billing portal

This opens Stripe, where you can:

Change plan
Switch monthly or yearly
Update payment details
Cancel subscription

Important
Only workspace admins can manage billing or start checkout.

Teams: inviting and joining

Teams are available on Teams and Enterprise plans.

To invite members

Go to Settings → Team
Invite users by email
Assign roles

Invited users accept via email and join the workspace.

Roles

Role PermissionsWorkspace adminFull control, billing, invites, deletionMemberUse the app, limited admin actions

Members use the workspace switcher to access the shared workspace.

Switching between workspaces

If you belong to more than one workspace, use the organisation switcher in the header.

Switching workspace changes:

Your data
Your limits
Your subscription context

Each workspace is separate.

Leaving a workspace (member)

Go to:

Settings → Profile → Continue to Close Account

On the Leaving BotanicalMapper page, you will see:

Leave workspace

If you are a member, you can click Leave.

If you are an admin, you will see a message explaining that admins must transfer ownership or delete the workspace.

Deleting a workspace (admin)

Admins can permanently delete a workspace.

This removes:

All data in the database
All uploaded files
The Stripe subscription
The workspace itself

Members keep their accounts.

You must:

Confirm the action
Type the workspace name
Click Delete “workspace name”

This cannot be undone.

Closing your account completely

To leave BotanicalMapper entirely, follow this order:

1. Export your data

Use:

Spreadsheet export
Gallery downloads

Important
Export your data before deleting anything.

2. Leave or delete workspaces

Leave workspaces where you are a member
Delete workspaces where you are the last admin

3. Delete your diary

Once you are no longer in any workspace, you can remove your diary entries.

4. Delete your sign-in

Finally, use:

Settings → Profile → Continue to Close Account

This opens your account settings to delete your sign-in.

Important
Follow this sequence to avoid losing access to your data prematurely.

Free tier and trials

The Free experience allows you to explore the app with limits.

Some workspaces may have:

Trials
Complimentary access set by BotanicalMapper

These appear in Settings → Workspace.

Troubleshooting

I can't see the Map or Spreadsheet pages

What to check

Your workspace may not be fully set up, or your current subscription plan may not include these features.

I've completed payment, but my new features are still locked

What to check

Subscription changes usually take effect within a few seconds. Refresh the page and try again.

I can't manage billing

What to check

Only Workspace Admins can view and manage subscription and billing settings.

I can't invite team members

What to check

Inviting team members is available only on subscription plans that include Teams.

My workspace is missing

What to check

Use the Workspace Switcher to make sure you've selected the correct workspace.

I can't create a second paid workspace

What to check

Each email address can have only one paid BotanicalMapper subscription. To create another paid workspace, use a different email address or contact support for advice.

Summary checklist

Create a workspace first
Choose a plan per workspace
Only admins manage billing
Teams share one subscription
Switch workspace to change context
Export data before leaving
Leave or delete workspace before closing account

Typical lifecycle

Most day-to-day account changes happen in Settings → Workspace and Settings → Team, and if you ever want to leave completely, start from Settings → Profile → Continue to Close Account.