Ability to Temporarily Suspend and Re-Enable Users (with Reduced-Rate Billing)

As an organisation admin

I want the ability to suspend user accounts temporarily at a reduced cost

So that I can manage seasonal or temporary workers without deleting their data, while keeping costs lower than active users.

Description

Organisations with seasonal staff need flexibility to pause user access. Currently, admins can only delete or retain users, which either creates unnecessary costs or forces re-invitations. Introducing a suspension state, billed at a reduced rate, provides cost savings while covering Knowby’s data retention and account management costs.

Acceptance Criteria

1. Suspend User

   • Admin can suspend a user from ‘Manage users’.

   • Suspended users cannot log in or access knowbys.

   • Suspended users retain their historical data, roles, and permissions.

   • Billing switches to the suspended user rate at the next billing cycle.

2. Re-Enable User

   • Admin can reactivate a suspended user with a single action.

   • Reactivated users regain their prior access, roles, and permissions.

   • Billing resumes at the active user rate at the next billing cycle.

3. Delete User

   • Admins retain ability to permanently delete users.

   • Deletion follows existing rules (loss of access, data retention policy applied).

   • Deleted users incur no further billing.

4. Visibility & Reporting

   • Suspended users are clearly labelled in ‘Manage users’ (status column: Active / Suspended / Deleted).

   • Admin reports include counts of Active, Suspended, and Deleted users.

   • Billing reports separate Active vs Suspended seats.

Pricing Model (Proposed - open to feedback)

• Active User: Standard rate (e.g. US$3/user/month).

• Suspended User: Reduced retention rate (e.g. US$0.50–1.00/user/month).

• Deleted User: Free, no retention.