---
title: What happens to features and data when you downgrade
description: When your Toggl organization moves to a lower plan, features lock but your data is preserved. Learn what changes on Free, what stays accessible, and how long inactive data is kept.
---
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# What happens to features and data when you downgrade
## This guide is for anyone moving their Toggl organization to a lower plan — through a downgrade, a cancellation, or the end of a trial. It explains when each change takes effect, which features become locked, what happens to the data created with those features, and the limits and add-on rules that apply afterwards.
When your organization moves to a lower plan, features that require a higher tier become locked. Your data is preserved — it is not deleted — but you may not be able to view or edit it until you upgrade again.
There are three ways an organization can move to a lower plan:
| How | When it takes effect |
| --- | --- |
| **Downgrade between paid plans** (e.g. Premium to Starter) | Immediately on a monthly plan. On an annual plan, a downgrade is usually scheduled for the end of your prepaid term, and you keep your current plan until then. The confirmation dialog shows the date. |
| **Cancel a paid subscription** (paid to Free) | At the end of the current billing period — your paid plan stays active until then |
| **Trial ends without a subscription** | Immediately — the trial ends and the organization moves to Free |
### What happens to your data
Your data is not deleted when you downgrade. Time entries, projects, tasks, reports, custom fields, and other data created while on a higher plan remain in your organization. What changes is **access**: features that require a higher plan become locked, and their data may be view-only or hidden until you upgrade.
For example:
- **Billable rates** — existing rates are preserved but cannot be edited or applied to new time entries on plans that don't include billable rates.
- **Profitability and Labor cost reports** — the reports are not available, but the underlying time and cost data remains.
- **Custom fields** — existing field values are preserved, but editing or creating fields may be restricted depending on the plan.
- **Project dashboards** — dashboards created on Premium are not accessible on lower plans, but the projects and their data remain.
- **Time entry locking** — the lock stops being enforced, so members can change time logs on or before the lock date again. The lock date is kept, and the lock applies again if you upgrade. See [Required Fields and Locking Past Time Logs](https://docs.toggl.com/required-fields-for-tasks-in-toggl?hsLang=en).
### What happens to features
Features that become locked after a downgrade show an upsell prompt or a locked indicator. Admins see an option to upgrade; other members see a prompt to ask their admin.
The features that may become locked when moving from Premium to Starter, or from any paid plan to Free, include:
- Billable rates (Starter and above)
- Split time logs (Starter and above)
- Per-member-per-project billable rates (Premium and above)
- Profitability report and Labor cost (Premium and above)
- Workload and Utilization reports (Premium and above)
- Report forecasting (Premium and above, with the Capacity Management Add-on)
- Report scheduling (Premium and above)
- External report sharing with public links (Starter and above)
- Timesheet approvals (Premium and above)
- Required fields for tasks and time logs (Premium and above)
- Time entry locking (Premium and above)
- Project dashboards and recurring dashboards (Premium and above)
- Bulk edit for projects and tasks (Premium and above)
- Jira and Asana integrations (Premium and above)
- Reminders and project alerts (Premium and above)
- User-level custom fields (Premium and above)
- SSO / SAML (Premium and above)
- Custom access levels (Enterprise only)
- Workspace audit log (Enterprise only)
See [Toggl plans: what's included](https://docs.toggl.com/toggl-plans-whats-included?hsLang=en) for the full feature comparison.
### Free plan limits
When your organization moves to the Free plan, the following limits apply in addition to locked features:
- **Member limit.** The Free plan supports a limited number of members. If your organization exceeds this limit, it will be suspended until you remove or deactivate the exceeding members. The current limit is shown on **Explore plans**.
- **Report views.** The Free plan has a limited number of report views per period. Each report refresh — loading, changing filters, grouping or dates — counts as one view. When the limit is reached, reports are unavailable until the period resets.
- **Attachment storage.** Free workspaces have a limited attachment storage capacity. When storage is full, new attachments cannot be uploaded until existing ones are removed or the organization upgrades.
- **Milestones.** The Free plan includes a limited number of milestones per workspace.
### Inactive data on the Free plan
If you stop tracking time while on the Free plan, your inactive data will be stored for six months and then deleted, based on Toggl's inactive account policy. Paid plans retain inactive data indefinitely.
This means an organization on the Free plan with no new time entries for six months may have its data deleted. To keep data longer, upgrade to a paid plan or ensure someone tracks time regularly.
### Add-ons after a downgrade
If your organization has the [Time Off Management Add-on](https://docs.toggl.com/time-off-management?hsLang=en) or the [Capacity Management Add-on](https://docs.toggl.com/capacity-management-add-on?hsLang=en) and downgrades to the Free plan, the add-ons can no longer be used — they require an active paid plan. Cancelling an add-on never affects your core Toggl plan.
If you downgrade between paid plans (e.g. Premium to Starter), add-ons remain active because they work with any paid plan. The Capacity Management Add-on stays active on Starter, but its forecasting in reports stops, because forecasting needs Premium.
If a Capacity Management trial ends without a subscription, the add-on's features are locked. Draft projects are kept but hidden until you subscribe.
### What happens when a trial ends
If a Premium trial ends without a subscription:
- The organization moves to the Free plan immediately.
- The first login after the trial ends shows a **Your trial has ended** message with **Upgrade** and **Stay on Free** options.
- All Premium and Starter features become locked.
- Data created during the trial is preserved.
See [Your free trial: what's included and what happens when it ends](https://docs.toggl.com/your-free-trial-whats-included-and-what-happens-when-it-ends?hsLang=en) for more.
### Common questions
#### Is my data deleted when I downgrade?
No. Your data is preserved. Features that require a higher plan become locked, but the data itself is not removed. If you upgrade again, the features and their data become available. The one exception is the inactive account policy on the Free plan: if no new time entries are logged for six months, the data may be deleted.
#### What's the difference between downgrading and cancelling?
Downgrading moves you to a lower paid plan (e.g. Premium to Starter) and takes effect immediately on monthly plans, or at the end of the prepaid term on annual plans. Cancelling stops your subscription and moves you to the Free plan at the end of your current billing period. See [Cancelling your subscription or deleting your organization](https://docs.toggl.com/cancelling-your-subscription-or-deleting-your-organization?hsLang=en).
#### Can I still see my reports on the Free plan?
The Summary and Time logs reports are available on the Free plan, with a limited number of report views per period. Workload, Utilization and Profitability need Premium or Enterprise.
#### Why is my organization suspended after downgrading to Free?
The Free plan has a member limit. If your organization has more members than the Free plan allows, it is suspended until you remove or deactivate the exceeding members. The current limit is shown on **Explore plans**.
#### Will I lose my billable rates if I downgrade?
Existing billable rates are preserved in your data, but you cannot apply or edit them on plans that don't include billable rates. If you upgrade again, the rates become editable.
#### Do add-ons still work after I downgrade?
If you downgrade between paid plans (e.g. Premium to Starter), add-ons remain active, although Capacity Management forecasting in reports needs Premium. If you cancel your subscription and move to Free, add-ons stop working because they require an active paid plan. Your add-on data is preserved.
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