Cavalry for Teams

Intro

Deploy Cavalry throughout an organisation with unified billing and volume licence management.

Several individual licences can be grouped as part of a Team providing organisations with a way to consolidate multiple licences under one invoice. Any user assigned a licence will have access to the same features as a Professional licence.

Team Hierarchy

A Team consists of users with the following roles:

• Owner - The owner of the team.
• Admin - Add and assign licences.
• Member - Licences can be assigned to Team Members by Admins/Owners.

Permission	Owner	Admin	Member
Create Team	✔️
Manage Stripe customer portal¹	✔️
Delete Team²	✔️	✔️
Assign/Remove Admin Role	✔️	✔️
Add/Remove Members	✔️	✔️
Add/Remove Licences	✔️	✔️
Assign Licences	✔️	✔️
Be Assigned a Licence	✔️	✔️	✔️

¹ The Stripe customer portal includes viewing invoices, updating payment method, billing address and tax Id or cancelling the subscription.

² A team can be deleted by setting the number of licences to 0 or by cancelling the subscription in the Stripe customer portal. See FAQs.

Onboarding

To create a new team:

1. Go to https://welcome.scenegroup.co.
2. Enter the email for the team's Owner.
3. Enter a name and set a password.
4. This will trigger a verification step. Enter the code sent via email to confirm your identity.
5. Enter the Team Name and optionally add a domain.
6. Enter payment details for any future payments. There are no charges made on this step.
7. Confirm the number of licences required. Your card will be charged at this point.
8. Optionally invite Members to the team and assign licences. This will send emails to the Members and onboard them if they do not already have an account. Click Add Myself to assign a licence to the Owner. Alternatively, this step can also be completed via the Team Portal.

EU VAT Numbers

EU customers registered for 'intracommunity operations' should enter valid VAT/tax information including a country code (e.g. GB123456789). Any tax is applied on a 'reverse-charge' basis (removed from your invoice).

This information can be retrospectively updated via the Profile section of the Team Portal.

Team Portal

The Team Portal is accessible to users with the Owner or Admin role and can be used to manage a team.

Active user

A green profile icon indicates that user is currently signed in.

Team

An overview of the current status of the team including the ability to:

Add/remove Users

Click the 'Add Users' button to invite new users to join the team. Invited users will be sent an email which includes an invite. Once redeemed, they will appear in the list of users in the Team Portal.

If 'Assign available Licences' is checked when inviting users then a licence will be assigned to a user if one is available at the time the invite is redeemed.

Add/remove Licences

Click the 'Add Licences' button at the top of the window to manage the number of licences available to the Team. On opening this window, the value in the Qty column will represent the current number of licences.

Adding Licences

To add more licences, increase the value in the Qty column. As this value increases, the payment information will update. Additional licences are charge on a pro-rated basis meaning that charges are based on a percentage of the remaining time between now and the renewal date.

Removing Licences

To reduce the number of licences available in the Team's pool, decrease the value in the Qty column. There will be no charges or refunds at this stage. Any existing licences will remain active until the renewal date at which point the number of available licences will be reduced. If any of those licences are assigned to users, the Member(s) with the least recent activation date will lose access to the Pro features (you snooze, you lose).

Assign licences.

To assign a licence to a user either:

• Click the 'Assign licence' button on a user's row.
• Use the ... icon to the right of the row and choose Assign Licence.

If there are unused licences available one will be assigned to that user. If there are no licences available then an inline checkout will appear. On completion of the checkout the new licence will be assigned.

Unassign licences.

To unassign a licence, use the ... icon to the right of the row and choose Unassign Licence. This will return the licence to the pool of available licences.

Assign Admin role (Owner only).

To assign Admin permissions to a user, Owners can use the ... icon to the right of the row and choose Assign Admin Role.

Billing

Review details of the current subscription including renewal date, number of licences and future costs.

Use the link to the Stripe customer portal to manage billing information including payment method, billing address and tax and access invoices.

Profile

Team Profile

Click the 'Edit Team profile' button to update the Team Name or Team Domain.

Your Profile

To update details related specifically to your user, use the 'Manage User profile' button to link to your Account.

FAQs

Is there a monthly payment option?

No, an annual subscription is the only option.

Is there a minimum order?

A minimum order of 1 licence is required to create a team.

Can I add a different email to send invoices to?

This is not currently possible via the Team Portal but can be requested via email by an admin user. Please ensure you provide details of the team in your request.

What happens if a new licence is added part way through a subscription?

Additional licences are charged on a pro-rata basis meaning that if the annual subscription is half way through then the remaining 6 months of the annual subscription will be charged. This keeps renewal dates in sync across the team. When the renewal date arrives, that licence will be charged at full price for the following year.

What happens if a licence is cancelled part way through a subscription?

The licence will be removed on the renewal date. It will remain active until that time and not be charged going forward. There are no refunds offered.

What happens if all licences are cancelled?

All licences will expire on the renewal date and the team will be removed. If you change your mind before the renewal date, add 1 or more licences via the Team Portal.

How can I delete a Team?

Either reduce the number of licences to 0 in the Team Portal or click the Cancel Subscription button in the Stripe customer portal via the Billing section of the Team Portal. The team and all licences will remain active until the renewal date at which point the team will be removed. If you change your mind before the renewal date, add 1 or more licences via the Team Portal and/or click the Renew Subscription button in the Stripe customer portal.

Do you offer PO/Invoicing?

Use of the Team Portal requires card payment but please contact us if invoicing is required.

Do you offer payment in other currencies?

Use of the Team Portal currently requires card payment in GBP but please contact us if you would like to discuss payment in EUR or USD.

How can I transfer ownership of the Team?

This is not possible directly via the Team Portal so please contact us from the owner's email with details of the new owner.

Notes

Some example scenarios and the resulting outcomes:

Scenario 1

• 4 licences are added to a subscription and assigned to team members.
• The number of licences is later reduced to 3 via the Team Portal.

Result - All 4 licences remain active but, on the renewal date, the Member with the least recent activation date will lose access to the Pro features (you snooze, you lose). Use the Team section of the Team Portal to make any changes.

Scenario 2

• A big project ends so the number of licences is reduced from 10 to 0 via the Team Portal.
• Later, a new project comes in which is expected to remain active beyond the renewal date so the number of licences is increased to 5.

Result - On the renewal date, the number of available licences will be reduced from 10 to 5 and charged accordingly. Any assigned licences will be removed from the Members with the least recent activation dates (you snooze, you lose). Use the Team section of the Team Portal to make any changes.

Scenario 3

• The number of licences is reduced from 5 to 3 via the Team Portal.
• The number of licences is later increased to 6.

Result - A additional licence is charged at a pro-rated amount and the number of available licences will increase from 5 to 6. On the renewal date, a charge will be made for 6 licences.