> ## Documentation Index
> Fetch the complete documentation index at: https://docs.prospecthq.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Membership, billing, and member access

> Manage subscriptions, organization members, team members, athletes, and guardians.

# Membership, billing, and member access

Billing controls product access. Membership controls which organization, team, or athlete records a signed-in user can reach.

## Manage a subscription

Open the organization and select **Billing**. Organization owners and authorized administrators can review the active plan, switch billing period or plan, update payment details, or cancel through the billing interface.

<Steps>
  <Step title="Confirm the correct billing owner">
    Billing changes should be made while the correct organization is active.
  </Step>

  <Step title="Open Billing">
    Review the current plan, player and team allowances, trial status, and subscription state.
  </Step>

  <Step title="Choose the change">
    Upgrade, change the billing period, update payment details, or cancel. Follow the confirmation steps shown by the secure billing provider.
  </Step>

  <Step title="Return and refresh access">
    After checkout, return to ProspectHQ and refresh the organization page. Billing updates can take a short time to synchronize.
  </Step>
</Steps>

<Note>
  Canceling does not immediately delete stored records. Access normally continues through the paid or trial period, then the workspace becomes read-only and AI tools pause until an eligible plan is active.
</Note>

## Manage organization members

Organization owners and administrators can invite members from the organization member area.

* **Owner**: top-level organization and billing responsibility
* **Administrator**: broad organization management without transferring ownership
* **Organization staff**: access based on the assigned organization role and team permissions

Each person should use a unique account. Remove organization membership when access is no longer required.

## Manage team members

Open the team and use the team-access or member-management section.

* **Coach** and **manager** roles can be granted access to the team page, roster, assigned player records, imports, performance data, and supported media tools
* Team managers should not receive access to other teams unless separately invited
* Team management accounts are different from public website staff biographies

<Warning>
  Adding a coach biography to the public team page does not create an account. Inviting a coach as a team member does not automatically publish a biography.
</Warning>

## Athlete and guardian access

Athletes and guardians can manage only the profiles they created or were invited to manage.

<Steps>
  <Step title="Open the player">
    An authorized coach or organization manager opens the player's private management page.
  </Step>

  <Step title="Choose the correct invitation">
    Invite the athlete or guardian using the appropriate access tool and their own email address.
  </Step>

  <Step title="Recipient accepts">
    The recipient signs in or creates an account, then accepts the invitation before management access is active.
  </Step>

  <Step title="Review control and privacy">
    The athlete or guardian can manage the profiles assigned to them and retain supported privacy controls. A guardian may manage multiple invited or individually created players.
  </Step>
</Steps>

## What happens when a plan ends?

ProspectHQ retains the organization's records and changes the workspace to read-only. Editing and AI coaching pause. Public or retained data behavior remains subject to profile visibility, the service terms, and any deletion request from an authorized user.

## Troubleshoot plan changes

<AccordionGroup>
  <Accordion title="I upgraded but the old plan still appears">
    Confirm you upgraded the organization—not only an individual user plan—and that the correct organization is active. Refresh the Billing and Overview pages. If access remains incorrect, contact support with the organization name, expected plan, approximate checkout time, and payment receipt reference. Do not send a card number.
  </Accordion>

  <Accordion title="Restart access does not change anything">
    Open Billing and confirm an active subscription exists for the current organization. A restart link cannot restore editing until the billing provider reports an eligible active plan.
  </Accordion>

  <Accordion title="A member cannot see a team">
    Confirm the person accepted the organization invitation and was separately assigned to that team with the correct role.
  </Accordion>
</AccordionGroup>