split payment and license docs

_data/menu-documentation.yml

@@ -32,7 +32,7 @@ cloud:
             icon: bx bx-question-mark
             name: FAQ
             description: Answers to frequent questions about Kimai Cloud
-            pages: [ cloud-payment, cloud-countries, cloud-data-removal, cloud-migration, cloud-plans ]
+            pages: [ cloud-payment, cloud-user-licenses, cloud-countries, cloud-data-removal, cloud-migration, cloud-plans ]
 on-premise:
     slug: chapter-on-premise
     icon: bx bx-server

_documentation/cloud/cloud-payment.md

@@ -5,46 +5,46 @@ description: How to pay your Kimai Cloud subscription - payment methods, billing
 
 You can utilize the test phase and the free plan without providing any payment information. However, this must be done before subscribing to a paid plan.
 
-### SEPA Direct Debit
+## SEPA Direct Debit
 
 Customers with a European bank account can authorize a SEPA direct debit mandate.
 
-### Credit Cards
+## Credit Cards
 
 We accept major credit cards including **Visa, Mastercard, American Express, Discover, Diners**, and others.
 
-### Payment
+## Payment
 
-#### Starter and Professional Plans
+### Starter and Professional Plans
 
 These are prepaid plans. You select the number of licenses you need and pay for them upfront.
 
 If additional licenses are required, you can purchase them at any time. The cost is prorated, meaning you only pay for the remaining time in the current subscription period.
 
 You may cancel your contract up to the last day before the subscription period ends. Once your subscription expires, no further invoices will be issued.
 
-#### Plus and Premium Plans (Deprecated)
+### Plus and Premium Plans (Deprecated)
 
-These plans were deprecated in January 2024 and are no longer available for new subscriptions. P
-ricing is based on the plan and the number of registered users. 
+These plans were deprecated in January 2024 and are no longer available for new subscriptions. 
+Pricing is based on the plan and the number of registered users. 
 You can adjust the number of users at any time, and billing for Kimai-Cloud occurs **in arrears**: invoices are issued at the end of each billing period.
 
 Refer to "User-Based Billing" below for more details.
 
 If you cancel your contract, a final invoice will be issued after your subscription expires.
 
-### Billing Period
+## Billing Period
 
 Billing occurs on a monthly or annual basis, with the billing date corresponding to the date the plan was initially subscribed. 
 For example, if you subscribe to the premium plan on December 26th, subsequent invoices will be issued on the 26th of each month.
 
 If you require billing on specific dates (e.g., the first of the month), please subscribe on that date or contact support for assistance.
 
-### Trial Period
+## Trial Period
 
 For an extended trial period or additional trial users, please contact support.
 
-### EU Reverse-Charge and Taxes
+## EU Reverse-Charge and Taxes
 
 Kimai Cloud operates under "Electronically Provided Services / Data Processing," applying the **Receiver Location Principle**.
 
@@ -58,30 +58,12 @@ Kimai Cloud operates under "Electronically Provided Services / Data Processing,"
 - Our business is based in Austria; therefore, Austrian customers will always receive an invoice including tax.
 - Customers from other EU countries without a VAT ID will receive invoices with their local VAT rate (under the OSS / One-Stop Shop program).
 
-### How Payment Data is Stored
+## How Payment Data is Stored
 
 We partner with "Stripe" to securely manage your payment data. Your payment details (credit card number and CVC/check digits or IBAN for SEPA) are **never** transmitted to Kimai's server.
 
 Stripe has anonymous access to certain data for informational and fraud prevention purposes:
 - The card issuer (CC) or bank details (SEPA), including country
 - Expiration date (CC)
 - Last four digits of the card (CC) or IBAN (SEPA)
-
-### User Licenses
-
-Typically, each registered user of Kimai Cloud incurs a charge, but we prioritize fairness:
-
-- **Active users** consume one license.
-- **Deactivated users** do not consume a license. Once deactivated, a license becomes available for another account. If a previously deactivated user is reactivated, a license is consumed again.
-
-If you lack sufficient licenses to create a new account or activate an existing one, additional licenses can be purchased at [My Cloud](https://www.kimai.cloud/my-cloud/).
-
-### User-Based Billing
-
-Accounts still using the deprecated **metered plans** `Plus` and `Premium` follow a different billing model (these plans are not available for new customers).
-
-- **Active users incur charges**
-- Deactivated users incur charges **if they have been active within the last month**, such as:
-    - The user was registered within the last month
-    - The user logged in within the last month
-    - The user made a time booking within the last month (or later)
+

_documentation/cloud/cloud-user-licenses.md

@@ -0,0 +1,40 @@
+---
+title: User licenses
+description: How the seat-based licensing works in Kimai-Cloud
+---
+
+Kimai uses a **per-seat licensing model**, where each active user account consumes one license. 
+However, the system is designed with fairness in mind, so deactivated accounts do not consume licenses. 
+
+Here's a breakdown of how the licensing works:
+
+## Licensing Rules
+
+- **Active users**: Each active user consumes one license.
+- **Deactivated users**: Do not consume a license. This allows the license to be reassigned to another user.
+
+### Managing User Accounts
+
+- When a user leaves the company, you can deactivate their account, freeing up the license for another user.
+- If a deactivated user is reactivated, they will once again consume a license. Reactivation is only possible if there are available licenses.
+- New user accounts can only be created if there are free licenses available.
+
+### Before Subscription Purchase
+
+- When registering for a plan, the system displays the minimum number of licenses you need to purchase based on your current number of active users.
+- If you see more licenses than necessary, you can deactivate any extra accounts and reload the page to adjust the displayed license count.
+
+### Purchasing Additional Licenses
+
+- If you lack sufficient licenses to activate an existing account or create a new one, you can purchase additional licenses through the [My Cloud](https://www.kimai.cloud/my-cloud/) portal.
+
+## Deprecated Metered Plans
+
+For users still on the deprecated **metered plans** (`Plus` and `Premium`), which are no longer available to new customers, billing is based on usage:
+- **Active users incur charges**.
+- **Deactivated users incur charges** if they were active within the last month. This includes:
+    - Users who registered within the last month.
+    - Users who logged in within the last month.
+    - Users who made time bookings within the last month (or later).
+
+This system ensures flexibility in managing user accounts while maintaining fairness in licensing costs.