Overview
Enterprise (Starter) accounts include specific limitations designed to provide core functionality while maintaining cost-effectiveness. This guide explains each limitation, how the system manages them, and your options when you reach these limits.
Staff User Limitations
What's Included
5 Staff Users: Included in your base Starter plan
Collaborative Access: All staff can access and work within your organisation
Role-Based Permissions: Assign different permission levels to each staff member
Site Assignment: Staff can be assigned to specific Sites within your organisation
Additional Staff Pricing
Cost: $35 per user per year (beyond the included 5)
Billing: Additional users are automatically charged annually
No Upgrade Required: You don't need to upgrade to Pro for additional Staff
How Staff Limits Work
Adding Your 6th User:
When you try to invite a 6th staff member, you'll see:
Cost Notification: "Additional users will incur an annual cost (a standard licence $35 per year)"
Information Panel: Displays when 5 or more staff have been added
Automatic Tracking: System counts active staff weekly
Email Notifications: Automatic notification to Account Owner about additional costs
Site Limitations
What's Included
5 Sites Maximum: Total limit for Starter accounts
Full Site Features: Each site has complete functionality
Site Management: Add/remove Sites, assign Staff, upload documents
Location Settings: Default location and settings applied automatically
Site Limit Management
Reaching the 5-Site Limit:
When you have 5 sites and try to add more:
Information Panel: "You've reached the maximum number of Sites for your Starter plan"
Disabled Add Button: "Add Site" button becomes non-functional
Upgrade Required: Must upgrade to Pro plan for additional sites
Site Creation Process:
Default Settings: Each new site gets a default location and settings
Account Owner Assignment: You're automatically assigned to each site
Staff Assignment: Other staff can be assigned after site creation
Site Documents: Upload area available immediately
Upgrade Process for Sites
Manual Process: Contact ComplyFlow Admin for account upgrade
Data Preservation: All sites, documents, and settings are maintained
No Downtime: Upgrade happens without service interruption
Pro Features: Immediate access to unlimited sites after upgrade
Inspection Template Limitations
What's Included
5 Inspection Templates: Maximum for Starter accounts (incl. 2,000 Inspection p.a.)
Full Template Features: Complete inspection template functionality
Question Types: All question types available within templates
Template Sharing: Templates can be shared across Sites
Template Limit Management
Reaching the 5-Template Limit:
When you try to create a 6th inspection template:
Information Panel: "You've reached the maximum Templates for your Starter plan"
Disabled Add Button: "Add Template" button becomes non-functional
Upgrade Required: Must upgrade to Pro plan for additional templates
Template Strategy for Starter Accounts
Maximising Your 5 Templates:
General Purpose Templates: Create versatile templates that work across multiple sites
Modular Sections: Use template sections that can be reused in different contexts
Site-Specific Customisation: Use conditional logic rather than separate templates
Regular Review: Periodically review and consolidate unused templates
Supplier and Contractor Limitations
What's Included
Unlimited Supplier Invitations: No limit on number of suppliers
Company Categories: Full access to company categorisation
Prequalification Process: Standard supplier prequalification workflow (including insurance documents, Worker compensation, etc.).
What's Restricted
Worker Roles: Limited worker role functionality
Worker Documents: Worker-specific documents require Worker licences
Advanced Compliance: Some advanced compliance features require a Pro upgrade
Supplier Billing Model
Contractor Pays System:
Prequalification Fee: $79 per contractor (if new to ComplyFlow)
Existing Prequals: No additional fee if contractor already has ComplyFlow prequalification
Client Cost: No direct cost to you for supplier invitations
Supplier Responsibility: Contractors pay their own compliance costs
Billing Information Panel:
Incident Type Limitations
What's Included
1 Incident Type: One incident type is included with the Starter plan
Customisable Questions: Can edit existing questions within the incident type
Full Incident Features: Complete incident reporting and management
Corrective Actions: Full corrective action tracking and assignment
What's Restricted
Multiple Types: Cannot create additional incident types
Type Categories: Limited to single incident classification
Advanced Workflows: Some advanced incident workflows require a Pro upgrade
Working Within Incident Limitations
Maximising Your Single Incident Type:
Comprehensive Questions: Create detailed question sets that cover various incident scenarios
Custom Fields: Leverage custom fields for additional incident classification
Form Creation Limitations
What's Not Included
Custom Form Creation: Cannot create custom forms from scratch
Advanced Form Builder: Pro-level form-building tools are not available
Complex Workflows: Advanced form workflow automation restricted
What's Available
AI Prequal Template: Pre-built AI-generated prequalification template
Template Modification: Can modify existing templates within limits
Standard Forms: Access to standard ComplyFlow forms and templates
Alternative Solutions
Working with Form Limitations:
Use Standard Forms: Leverage built-in ComplyFlow forms for common processes
Upgrade Consideration: Consider Pro upgrade if custom forms are essential
Account Upgrade Options
When to Consider Upgrading
Upgrade Indicators:
Multiple Site Locations: Need more than 5 sites
Large Team: Frequently adding staff beyond included limits
Advanced Features: Need custom forms, multiple incident types, or advanced integrations
Complex Workflows: Require advanced automation and workflow capabilities
Upgrade Process
How Upgrades Work:
Contact CF Admin: Account upgrades handled manually by ComplyFlow Administration
Seamless Transition: All data, settings, and configurations preserved
No Downtime: Upgrade occurs without service interruption
Immediate Access: Pro features available immediately after upgrade
Billing Adjustment: Pro billing begins immediately, Starter billing prorated
Upgrade Benefits:
Unlimited Sites: No restrictions on number of locations
Unlimited Templates: Create as many inspection templates as needed
Unlimited Staff: No additional per-user fees
Advanced Features: Custom forms, multiple incident types, advanced integrations
Priority Support: Enhanced support options and response times
Cost Considerations
Comparing Costs:
Starter with Additional Staff: Base plan + ($35 × additional staff)
Pro Plan: Fixed annual fee (contact sales for pricing)
Break-Even Analysis: Pro plan may be cost-effective with significant staff additions
Feature Value: Consider value of unlimited features vs. current limitations
Getting Help
When to Contact Support:
Billing Questions: Any questions about additional staff charges
Limit Errors: System errors related to plan limitations
Upgrade Information: Questions about Pro plan features and pricing
Technical Issues: Problems with limit notifications or system behavior
Support Information:
Email: support@complyflow.com.au
Response Time: Standard support response within 24-48 hours
Billing Queries: Dedicated billing support for payment and invoice questions