Plans
The Free, Pro, and Business plans, what minutes each one includes, how the limit scales with paid seats, and how bonus minutes work.
Every organization is on a plan that sets how many transcription minutes it can use. See your current plan and usage on Settings > Billing.
The three plans
| Plan | Price | Transcription minutes |
|---|---|---|
| Free | €0 | 300 minutes, once |
| Pro | €29 + VAT per paid seat / month | 1,000 minutes per paid seat, every month |
| Business | €49 + VAT per paid seat / month | No limit |
On Pro and Business, a paid seat is anyone with the Owner, Admin, or Member role. Viewer doesn't use a seat. Free has no paid seats and no limit on members. Seats and roles covers who counts and who doesn't.
How the limit scales
Free gets 300 minutes once, for the whole organization, and they never reset. There is no monthly refill and no scaling by people: however many Members and Admins a Free organization adds, they all share one 300 minute allowance for as long as it exists. What happens when they run out is under When minutes run out.
On Pro, the monthly minutes multiply by the number of paid seats and are pooled across the organization. Three Members and an Admin get 4,000 minutes a month between them, not 1,000 each. Add a fifth paid member and the pool becomes 5,000 as soon as that seat is active. The pool resets on your billing date, the day of the month your subscription renews, not on the 1st.
Business has no minute cap, whatever the seat count. It also includes the audit log, where the Owner and Admins see who opened, shared, exported or changed what in the organization over the last 12 months. Business also includes the team activity, the weekly owner digest and oversight for admins (see Private meetings).
Every transcribed meeting counts its recorded length against the limit, whether it was uploaded, recorded in the app, or recorded by the meeting bot (Google Meet, Microsoft Teams, Zoom, Webex). Deleting a meeting doesn't give its minutes back. On Pro and Business the figure covers the current billing period; on Free it covers every meeting the organization has ever completed, which is what makes the 300 minutes one-time.
Seeing your minutes
Everyone except a Viewer sees the organization's minutes on the home page and on New Meeting, as a bar and a line of text. On Free it reads like "218 of 400 free minutes · lifetime · ≈ 4 meetings left", counting a meeting as 45 minutes. On Pro it reads like "1,500 of 3,000 minutes this month · resets 1 Nov". Business shows "Business plan · uncapped" instead.
On the Upload File tab, once you pick a file, a line under it compares the file with what's left, for example "This file is 47 min. Your team has 182 left."
In the phone app, Settings shows the same figures for everyone except a Viewer: the share used, a line like "142 of 300 free minutes used" (on Pro, "840 of 5,000 minutes used", with the limit for all your seats), and when the minutes reset, if they do. The Record tab shows how many minutes the team has left under the microphone button. See What the app can do.
When minutes run low
Once the organization has used half its minutes, the home page shows a note with how many are left. Close it with the X and it stays closed in that browser.
From 80%, an amber banner on the home page and on New Meeting says how many minutes are left. Owners and Admins also get a link to the upgrade dialog. On Free, every Owner and Admin also gets one email with the minutes left and what VoiceCap has captured for the organization so far.
When minutes run out
When a Free or Pro organization has no minutes left, the next attempt to capture a meeting opens a screen instead of an error. That covers uploading a file, recording in the browser, adding the meeting bot to a call, and turning on Record for a calendar meeting. The screen says how many meetings, decisions and action items the notetaker has captured so far. A recording you had already started in the browser before the minutes ran out can still be saved and transcribed.
- An Owner or Admin sees the plans on the same screen, with Pro picked, and can upgrade from there. See Managing billing.
- A Member can't change the plan, so the screen offers Ask Rokas to upgrade (with your Owner's name), which sends the request to the Owner and Admins. See Managing roles.
The phone app shows no plans, so nobody upgrades there. When the minutes have run out, recording, uploading and sending the bot from the phone show the same message instead, and a Member gets the same Ask Rokas to upgrade button. An Owner or Admin changes the plan on the web. See Recording on your phone.
Calendar meetings that were set to be recorded show Paused · out of free minutes (on Pro, Paused · out of this month's minutes) and get their bot back after an upgrade. See Calendar sync.
If the organization still has minutes but a file is longer than what's left, the upload is refused with a message that gives both numbers. An Owner or Admin on Free sees, for example:
You have 30 minutes remaining of your one-time Free minutes, but this file is approximately 47 minutes long. Please upgrade your plan to Pro or upload a shorter file.
A Member sees "This file is 47 min. Your team has 30 left. Ask Rokas to upgrade or upload a shorter file."
Bonus minutes
VoiceCap can add bonus minutes to an organization on top of the plan limit above. They add to whichever limit the plan has, so a Free organization with 100 bonus minutes has 400 minutes once, and a one-seat Pro organization has 1,100 a month. Bonus minutes stay on the account until VoiceCap changes them, so a new billing period doesn't clear them. Business has no cap for them to add to, so they change nothing there. The usage meter on Settings > Billing shows how many bonus minutes are included when your organization has any.
Earn up to 120 extra minutes
A Free organization earns bonus minutes twice:
- 60 minutes the first time someone in the organization connects a calendar.
- 60 more the first time someone records a meeting with the VoiceCap phone app. This needs the latest version of the app. Uploaded files don't count.
Each one happens once per organization, so a Free organization can earn 120 minutes at most: 300 + 120 = 420 minutes, once. Earned minutes stay after you upgrade, and organizations already on Pro or Business don't earn them.
Business and fair use
Business has no minute limit. Settings > Billing still counts your minutes and shows how many the organization used in the current billing period, because the number is worth seeing. A meeting is never refused or cut short on Business for being over an allowance. What counts as fair use of an uncapped plan is set out in the Terms of Service.