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Update managing subscriptions docs #2604

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merged 7 commits into from
Jan 10, 2025
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Update managing subscriptions docs #2604

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a326c93
update managing subscriptions docs
dylan-gordon-octopus Jan 8, 2025
3cca5e5
Update access docs
dylan-gordon-octopus Jan 8, 2025
3d15da2
update spellcheck dictionary
dylan-gordon-octopus Jan 9, 2025
3cfe91e
Update casing
dylan-gordon-octopus Jan 9, 2025
a32b2ac
add contact link
dylan-gordon-octopus Jan 9, 2025
77061b7
Merge branch 'main' into dg/update-control-center-manage-subscription
dylan-gordon-octopus Jan 9, 2025
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remove roadmap notes
dylan-gordon-octopus Jan 9, 2025
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4 changes: 4 additions & 0 deletions dictionary-octopus.txt
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Expand Up @@ -5,6 +5,7 @@ advfirewall
ALLUSERSPROFILE
anglin
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apikey
apikeys
APPNAME
Expand Down Expand Up @@ -90,6 +91,7 @@ DESTKEY
DIND
Directorygroup
Distro
distros
Dockerfiles
dockerhub
Domainname
Expand Down Expand Up @@ -224,6 +226,7 @@ MTTR
myapplication
Myatt
myfeature
myfile
navigationid
NETBIOS
netcore
Expand Down Expand Up @@ -475,3 +478,4 @@ xmark
xvzf
xxlarge
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Zuora
165 changes: 93 additions & 72 deletions src/pages/docs/getting-started/managing-octopus-subscriptions.md
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@@ -1,7 +1,7 @@
---
layout: src/layouts/Default.astro
pubDate: 2023-01-01
modDate: 2024-08-05
modDate: 2025-01-09
title: Managing Octopus subscriptions
description: Control Center is where you manage your Octopus subscriptions and their associated user access.
navOrder: 40
Expand All @@ -14,90 +14,73 @@ There are 2 types of Octopus subscriptions:
1. **Cloud instances**: Deployments-as-a-service
2. **Server licenses**: Octopus on your infrastructure

This page focuses on Control Center V2, our new system for managing Octopus subscriptions.

## Control Center V1 and V2

### Explaining the two versions of Control Center

In October 2022, we moved to Stripe as our payment gateway, so we needed a new system for integration with Stripe. We refer to the new system as Control Center V2, and it replaces the original Control Center V1.

### I can't work out how to do something in Control Center V2 that I used to do in V1

There are some Control Center V1 features that we haven't included in V2 yet. This is only temporary while we gain feature-parity for Control Center V2.

If you can't see how to do something in V2 that you could do in V1, please contact our [support team](https://octopus.com/support).

### Locating subscriptions

Most subscriptions (Cloud instances and Server licenses) are accessible from Control Center V2. Some legacy subscriptions are only accessible from Control Center V1.

## Finance
## Billing

### Upgrading a trial to a paid subscription

Cloud instance:

1. Navigate to your Cloud Instance in Control Center V2.
2. Click **UPGRADE PLAN**.
3. Choose your plan and complete the purchase through Stripe.
1. Navigate to your Cloud instance in Control Center.
2. Click **Upgrade Plan**.
3. Choose your plan and complete the purchase through our checkout.

Server license:

1. Navigate to your Server License in Control Center V2.
2. Click **UPGRADE PLAN**.
3. Choose your plan and complete the purchase through Stripe.
1. Navigate to your Server License in Control Center.
2. Click **Upgrade Plan**.
3. Choose your plan and complete the purchase through our checkout.

### Changing payment method or billing information (Cloud only)
### Paying an invoice

1. Navigate to your Cloud instance or Server License.
2. Click **FINANCE** in the left sidebar.
3. Click **MANAGE SUBSCRIPTION**.
4. Use the options to edit and/or add payment methods and update your billing information.
We will share a unique payment link with you to pay your invoice via Zuora's secure payment page. Be weary of phishing attempts and ensure the correct invoice number is displayed to verify the pages authenticity.

### Updating billing information

Please [contact sales](https://octopus.com/company/contact) to update your billing information. We'll continue to improve the billing experience throughout 2025.
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I don't think hinting at a roadmap in the docs is useful, and may set expectations. We can probably drop the last sentence of this paragraph.

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@dylan-gordon-octopus dylan-gordon-octopus Jan 9, 2025 •
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yeah I agree, updated these


### Viewing orders

1. Navigate to your subscription.
2. Click **FINANCE** in the left sidebar.
3. Choose your option for viewing orders:
- For recent orders, click **VIEW SUBSCRIPTION**.
- For older orders, click **CONTACT SALES**.
2. Click **Billing** in the left sidebar.
3. Click **Contact Sales**.
4. Complete the form and we'll get back to you with the order details.

### Configuring maximum deployment targets (legacy Cloud only)
### Changing your plan

To help you manage your monthly spend, you can set a maximum number of deployment targets for a Cloud instance.
To modify your plan:

1. Navigate to your Cloud instance.
2. Click **FINANCE** in the left sidebar.
3. Click **SET MAXIMUM TARGETS** to configure a maximum number of targets.
1. Navigate to your subscription.
2. Click **Billing** in the left sidebar.
3. Click **Get in Touch** under the change plan section.
4. A contact sales dialog will appear for you to request changes to your plan.

### Canceling your plan (Cloud only)
### Canceling your plan

To modify your plan:
To cancel your plan:

1. Navigate to your Cloud instance.
2. Click **FINANCE** in the left sidebar.
3. Click **CANCEL SUBSCRIPTION**.
4. A confirmation dialog will appear for you to confirm cancellation.
1. Navigate to your subscription.
2. Click **Billing** in the left sidebar.
3. Click **Get in Touch** under the change plan section.
4. A contact sales dialog will appear for you to cancel your plan.

## Configuration

### Changing outage windows (Cloud only)

We use outage windows to perform updates to the Octopus Deploy software, so you can take advantage of fixes and enhancements.
1. Navigate to your subscription.
2. Click **CONFIGURATION** in the left sidebar.
3. Click **CHANGE OUTAGE WINDOW**.
2. Click **Configuration** in the left sidebar.
3. Click **Change Window**.
4. Specify the start and end times.
5. Click **SUBMIT**.
5. Click **Submit**.

### Changing the instance URL (Cloud only)

1. Navigate to your subscription
2. Click **CONFIGURATION** in the left sidebar.
3. Click **CHANGE URL**.
2. Click **Configuration** in the left sidebar.
3. Click **Change URL**.
4. Specify the new URL.
5. Click **SUBMIT**.
5. Click **Submit**.

## Access control

Expand All @@ -108,8 +91,6 @@ There are 2 levels of access you can provide users in Control Center. Each level
1. **Subscription Group access** provides management of a group of subscriptions plus access to all current and future subscriptions in the group.
2. **Direct access** provides access to individual subscriptions.

Changes to access control in Control Center V1 will only affect subscriptions located in Control Center V1 and changes in Control Center V2 will only affect subscriptions located in Control Center V2.

### Subscription Group access

Below are the roles for Subscription Group access, the permissions they provide for the group, and the subscriptions in the group:
Expand All @@ -120,42 +101,56 @@ Below are the roles for Subscription Group access, the permissions they provide
| Delete and rename group | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Access Control | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| **Subscriptions within Group** |
| Server: View Overview | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Cloud: View Overview | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> |
| Cloud: Manage Billing | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> | <i class="fa-circle-check"></i> |
| Server: View License Key | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Server: Manage Billing | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> | <i class="fa-circle-check"></i> |
| Server: Manage Access Control | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Cloud: View Overview | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> |
| Cloud: Manage Billing | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> | <i class="fa-circle-check"></i> |
| Cloud: Manage Configuration | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Cloud: Manage Access Control | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Instance access | <i class="fa-circle-check"></i> Admin | <i class="fa-circle-check"></i> Octopus Manager | <i class="fa-solid fa-circle-xmark"></i> |

**Note:** Management of billing information will be handled via the sales team temporarily while we enhance this functionality throughout 2025.
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I think we should drop this - if we want to communicate a roadmap there are more maintainable ways.


#### Inviting users to Subscription Group access

1. Navigate to the dashboard and locate your subscription group.
2. Click **ACCESS CONTROL**.
3. Click **INVITE USER**.
4. Enter the user's details and click **INVITE**.
2. Click **Access Control**.
3. Click **Invite User**.
4. Enter the user's details and click **Invite**.

The invited user will receive an email to accept the invitation. If they already have an [Octopus ID](/docs/security/authentication/octopusid-authentication) (Octopus Deploy account), they can accept the invite and **Sign in** to view the Octopus instance. Otherwise, they will first need to **Register** a new account using the email address the invitation was sent to.
The invited user will receive an email to accept the invitation. If they already have an [Octopus ID](/docs/security/authentication/octopusid-authentication) (Octopus Deploy account), they can accept the invite and **Sign in** to view the related subscriptions and instances. Otherwise, they will first need to **Register** a new account using the email address the invitation was sent to.

If the invited user already has an Octopus ID, they must still accept the invite sent via email to complete the process.

### Direct access (Cloud only)
### Direct access

Below are the roles available for Direct access:

| | Cloud Owner | Cloud User |
| ---------------------------- | ----------- | ---------- |
| Cloud: View Overview | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> |
| Cloud: View Overview | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> |
| Cloud: Manage Billing | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Cloud: Manage Configuration | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Cloud: Manage Access Control | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Instance access | <i class="fa-circle-check"></i> Admin | <i class="fa-circle-check"></i> User |
| Instance access | <i class="fa-circle-check"></i> Admin | <i class="fa-circle-check"></i> User |

| | Server License Owner | Server License Viewer |
| ---------------------------- | ----------- | ---------- |
| Server: View License Key | <i class="fa-circle-check"></i> | <i class="fa-circle-check"></i> |
| Server: Manage Billing | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |
| Server: Manage Access Control | <i class="fa-circle-check"></i> | <i class="fa-solid fa-circle-xmark"></i> |

**Note:** Management of billing information will be handled via the sales team temporarily while we enhance this functionality throughout 2025.
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Similar to other comments, this note doesn't add much value and sets expectations that may be unrealistic.


#### Inviting users to Direct access

##### Cloud

1. Navigate to your Cloud instance.
2. Click **ACCESS CONTROL** in the left sidebar.
3. Click **INVITE USER**.
4. Enter the user's details and click **INVITE**.
2. Click **Access Control** in the left sidebar.
3. Click **Invite User**.
4. Enter the user's details and click **Invite**.

The invited user will receive an email to accept the invitation. If they already have an [Octopus ID](/docs/security/authentication/octopusid-authentication) (Octopus Deploy account), they can accept the invite and **Sign in** to view the Octopus instance. Otherwise, they will first need to **Register** a new account using the email address the invitation was sent to.

Expand All @@ -165,6 +160,17 @@ If the invited user already has an Octopus ID, they must still accept the invite
**Note:** The user is only added to the Octopus Cloud instance after they sign in for the first time. After signing in, that user gets assigned to the **“Everyone”** team (if they’re a Cloud User) or the **“Octopus Managers”** team (if they’re a Cloud Owner).
:::

##### Server

1. Navigate to your Server License.
2. Click **Access Control** in the left sidebar.
3. Click **Invite User**.
4. Enter the user's details and click **Invite**.

The invited user will receive an email to accept the invitation. If they already have an [Octopus ID](/docs/security/authentication/octopusid-authentication) (Octopus Deploy account), they can accept the invite and **Sign in** to view the Server License.

If the invited user already has an Octopus ID, they must still accept the invite sent via email to complete the process.

### Changing user roles

To change a user's role, you must remove that user's access and then re-invite them to the role you want them to have.
Expand All @@ -174,13 +180,28 @@ To change a user's role, you must remove that user's access and then re-invite t
Deleting Subscription Group access users:

1. Navigate to the dashboard and locate your subscription group.
2. Click **ACCESS CONTROL**.
2. Click **Access Control**.
3. Locate the user in the table and click the trash icon.
4. Click **DELETE** in the confirmation dialog.
4. Click **Delete** in the confirmation dialog.

Deleting Direct access users:

1. Navigate to your Cloud instance.
2. Click **ACCESS CONTROL** in the left sidebar.
1. Navigate to your subscription.
2. Click **Access Control** in the left sidebar.
3. Locate the user in the table and click the trash icon.
4. Click **DELETE** in the confirmation dialog.
4. Click **Delete** in the confirmation dialog.

## Help and support

The question mark icon in the top right of the Control Center provides a menu of helpful links to the docs, to contact support, and to upload support files.

## FAQ

### Locating subscriptions

Most subscriptions (Cloud instances and Server licenses) are accessible from the dashboard of Control Center. Some legacy subscriptions are only accessible from the legacy Control Center V1.
If you need help please contact our [support team](https://octopus.com/support).

### What is Control Center V1?

Control Center V1 is the legacy Control Center and currently provides access to legacy subscriptions, you'll only have access to Control Center V1 if you need it to manage a legacy subscription.
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