Locked company

What locks a company, what each person sees on the lock page, how an owner or admin chooses a plan, exports all company data or deletes it, and when the data is deleted for good.

What it is for

A company locks when its free trial, its paid plan or its complimentary plan has ended. A locked company shows no data to anyone. Every signed-in page goes to one page, the lock page.

This is true for the whole company:

• Every page of the office area, the crew app and the accountant area goes to the lock page.
• So does every print page, PDF preview, stored photo or file, and the company logo.
• Signing in and signing out still work. After signing in, the person lands on the lock page.
• Other software that reads your data through the API is refused. See What the API answers.

Nothing is deleted when the company locks. The data is kept until the deletion date, 30 days later. Until then an owner or admin can choose a plan and carry on where they left off.

Who can use it

What locks a company

A company locks at once when one of these happens. There is no read-only period.

• The free trial reaches its end date and no plan was chosen. See Trial and plans.
• A cancelled plan reaches the end of the period that was paid for.
• The payment provider ends the plan after failed payments.
• A complimentary plan with an end date reaches that date.

A failed payment alone does not lock the company. It keeps working while the state is Payment failed. See Billing.

What you see

Owners and admins

The browser tab is titled Company locked. The page shows, from top to bottom:

• A heading that says what ended: "Your FSMCore trial ended on (date)", "Your complimentary FSMCore plan ended on (date)" or "Your subscription ended on (date)".
• "(Company) is locked: nobody can open it until a plan is chosen."
• Choose a plan: a line with the plan that fits your company now, for example "With 4 people, the plan that fits is Small (€69.00 a month, + VAT where it applies). Accountants are free.", then the plan cards. See Choose a plan.
• Your company data: the deletion date, the export and the delete button. See Your company data.
• Sign out.

Everyone else

Supervisors, crew and accountants see a page (browser tab title Access paused) with one line: "(Company)'s FSMCore access is paused. Ask your admin." The only button is Sign out.

They see no plan, no price, no date and no company data. This is the same in the crew app and in the accountant area: every page there goes to this page while the company is locked.

They get no email and no notification about the lock.

The lock email

When the company locks, every owner and admin gets an email with the subject "(Company) is locked on FSMCore". It says:

• What ended and when, in the same words as the heading of the lock page.
• "Nobody can open the company until a plan is chosen."
• The plan that fits your company now, in the same words as on the lock page.
• "Under data protection law we do not keep your data after you stop using FSMCore. Your company data will be permanently deleted on (date)."
• "Until then an owner or admin can sign in to choose a plan and carry on, or to export all company data."

The button Choose a plan or export your data opens the lock page.

The email is sent even when the company has Email notifications switched off. When the payment provider ends a plan, the email goes at once. When a trial, a cancelled plan or a complimentary plan runs out, FSMCore sends the email at its next hourly check, so it can arrive up to an hour after the company locked. The lock itself does not wait for it.

Choose a plan

Owners and admins only.

1. Sign in. You land on the lock page.
2. Under Choose a plan, press Monthly or Yearly.
3. On the card of the plan you want, press Choose plan. The payment window opens on top of the page.
4. Pay. You come back to the lock page with the line "Thank you. Your company opens as soon as the payment is confirmed; this page updates by itself." The page reloads itself every 8 seconds meanwhile.
5. When the payment is confirmed, the company opens again.

The cards are the same as on Settings > Billing: the price for the period you picked, the yearly saving where there is one, and what the plan allows. A card with "Price coming soon" has no price in your company's currency yet and cannot be chosen. A card that says "You have N people; this plan allows M." is too small for your company and cannot be chosen. See The plans.

If the section shows "Payments are not switched on yet.", plans cannot be bought yet and the cards have no Choose plan button. A single card that says "This plan is not on sale yet" cannot be chosen yet; the other cards can.

What choosing a plan undoes

When the payment is confirmed:

• The company opens again for everyone, with everything as it was left.
• The deletion date is cleared. Nothing is deleted.
• A request to delete the data, if one was made and the data is still there, is cleared too.
• The deletion reminders stop.

The same happens when FSMCore gives the company a complimentary plan or a longer trial.

Your company data

Owners and admins only. The section starts with the deletion date:

"Under data protection law we do not keep your data after you stop using FSMCore. Your company data will be permanently deleted on (date). Choose a plan before then to carry on where you left off, or download a copy now."

The deletion date is 30 days after the moment the company locked.

Under it are two buttons: Export all company data and Delete my company data now.

Once the deletion date has passed, the section shows only: "Under data protection law we do not keep your data after you stop using FSMCore. Your company data was due to be permanently deleted on (date). No new export can be made; an export that is ready can still be downloaded until the data is deleted." Both buttons are gone. The list of exports stays, with Download on each export that is ready, until the data is really deleted.

Export all company data

1. Press Export all company data.
2. The page says "Export started. It is being prepared in the background; this page updates by itself."
3. The export shows in the list under the buttons. When its Status is Ready, press Download.

Under the buttons the page says: "The export is a ZIP file with every record, every stored file and a PDF of every issued document. It is kept for 7 days."

The list shows the newest 10 exports:

Rules:

• It is the same export as Settings > Export. What is in the ZIP file is explained on Export.
• You can export as often as you need until the deletion date. Wait for one export to finish before starting the next.
• The export closes when the deletion date has passed, and at once when an owner or admin asks to delete the data now. From then on the list of exports is gone and an export that was already made can no longer be downloaded. Download your ZIP file before that.

Delete my company data now

You do not have to wait for the deletion date. An owner or admin can ask for the data to be deleted now.

1. If you want a copy, export first and download the ZIP file. The export closes the moment you ask, and an export already made can no longer be downloaded.
2. Press the red Delete my company data now button.
3. The window Delete my company data now? says: "This permanently deletes (company) and all its records and files. It cannot be undone."
4. In Type the company name to confirm: (company), type the company name as shown. Capital letters and extra spaces do not matter.
5. Press Delete my company data now. Press Cancel to close the window without asking.

What happens then:

• The page says "Your request is recorded. The company data will be permanently deleted tonight (after 04:30 Irish time). No new export can be made; an export that is ready can still be downloaded until then."
• Nothing is deleted at that moment. The request is recorded and the data is deleted that night. See What is deleted and when.
• No new export can be made from that moment, by anyone. An export that is already ready can still be downloaded by an owner or admin until the data is deleted that night.
• From then on Your company data shows: "(Name) asked on (date) to delete the data of (company). It will be permanently deleted tonight (after 04:30 Irish time). No new export can be made; an export that is ready can still be downloaded until then." The two buttons are gone. The list of exports stays, with Download on each export that is ready.
• The other owners and admins get an email with the subject "(Company): company data will be deleted". It says: "(Name) asked to permanently delete (company) and all its records and files on FSMCore." "No new export can be made. An export that is ready can still be downloaded on the lock page until the data is deleted tonight (after 04:30 Irish time). If this is a mistake, reply to this email at once."
• No bell notification is sent: a locked company shows no bells. The email is what tells the other owners and admins.
• The person who asked gets no email.
• No more deletion reminders are sent.

Deletion reminders

Every owner and admin of a locked company is reminded by email 7 days and 1 day before the deletion date. Each reminder is sent once.

• Subject: "Your FSMCore company data will be deleted on (date)".
• Text: "Your company data will be deleted on (date). Export it or choose a plan."
• Button: Choose a plan or export your data, which opens the lock page.

These are emails only. There is no bell, because a locked company shows none. No reminder is sent once somebody asked to delete the data now.

What is deleted and when

Every night at 04:30 Irish time FSMCore deletes each locked company whose deletion date has passed. That is the first 04:30 after the deletion date (30 days after the company locked), or the first 04:30 after an owner or admin asked to delete the data now.

What is deleted, for good:

• Every record of the company: clients, sites, jobs, estimates, invoices, crew invoices, hours, snags, the price list, settings and the history of changes.
• Issued invoices, estimates and crew invoices go with the company.
• Every stored photo and file, and the export ZIP files.
• The sign-in of each person who belongs to no other company on FSMCore, with their profile and certificates. A person who also belongs to another company keeps their sign-in and only leaves this company. A person who belongs to no other company but is still named in a record of another company (for example a role there, or a record they made there) also keeps their sign-in.

It cannot be undone, and the company cannot be opened again afterwards.

A company is never deleted while:

• It is not locked.
• Its deletion date has not passed.
• It is complimentary.
• It has a plan that is running or has a failed payment.
• It is the only company on FSMCore.

After the deletion

The owners and admins the company had get an email with the subject "Your FSMCore company data has been deleted". It says:

• "(Company) and all its records and files on FSMCore have been permanently deleted."
• "An owner or admin asked for this on the lock page." or "The company was locked and its data was not kept past the deletion date."
• "Copies in our backups are not used and expire on their normal schedule."
• "Your FSMCore sign-in was deleted with it, unless you also belong to another company on FSMCore or a record of another company still names you: then your sign-in is kept."

The company's web address stays taken after the deletion. Nobody can sign up with it until FSMCore frees it.

Sign out

Sign out is at the foot of the lock page for every person. It signs you out and takes you to the sign-in page of your own area on the company's address: the office sign-in for an owner, admin or supervisor, the crew app sign-in for crew, the books sign-in for an accountant.

What the API answers

While the company is locked, every call to the API is refused with the status 402 and the error "company_locked". No data is returned. The calls work again when the company opens, if its plan includes the API. See API.

Common mistakes

I only see "access is paused" and no way to pay. Only owners and admins see the plans and the company data. Ask your admin.

"Type the company name exactly as shown to delete its data." The name typed for Delete my company data now did not match. Type it as it is shown above the box. Capital letters do not matter.

"Only an owner or admin can delete the company data." Only an owner or admin can ask to delete the data.

"Only an owner or admin of this company can export its data." Only an owner or admin can export all company data.

"The date for deleting the data of this company has passed, so exporting all company data is closed." The deletion date has passed. No new export can be made. An export that is ready can still be downloaded until the data is deleted.

"Deleting the data of this company was asked for, so exporting all company data is closed." An owner or admin asked to delete the data now. No new export can be made from that moment. An export that is ready can still be downloaded until the data is deleted that night.

"An export of this company is already being prepared. Wait until it is ready, then start a new one if you need to." One export is still being prepared. Wait until its Status is Ready, then start the next.

The Export all company data button is gone. The deletion date has passed, or somebody asked to delete the data now.

Somebody asked to delete the data by mistake. Reply at once to the email "(Company): company data will be deleted". The data is deleted that night, after 04:30 Irish time. FSMCore can move the deletion date later. When it does, the delete request is taken back, the data can be exported again, and the reminders are sent again before the new date.

The Download link is missing on an export. The export is still being prepared, it failed, or its 7 days are over. Start a new export while the deletion date has not passed.

I did not get the lock email or the reminders. They go to owners and admins only. Check your spam folder.

I want my old web address for a new company. The address of a deleted company stays taken until FSMCore frees it.