Licenses

Manage every license your store has issued — extend, cancel, refund or change a customer's plan. The screen you will use most for customer support.

What this does

Every time a customer buys a subscription product, SubscriptionFlow creates a license for them. The Licenses page lists them all and lets you:

Search and filter licenses by status.
Open any license to view and edit its details.
Run lifecycle actions (cancel, reactivate, expire, revoke, refund).
Change a customer’s plan, allowed sites, or expiry.

Where to find it: SubscriptionFlow → Licenses.

The list at a glance

Each row shows:

Column	Meaning
License Key	The unique key issued to the customer.
Customer	The buyer’s email/account.
Plan	The plan tier (Starter/Pro/Agency or your custom plan).
Status	Active, Free Trial, Grace Period, Pending Cancellation, On Hold, Expired, Cancelled, or Revoked.
Product	The WooCommerce product that created the license.
Activated Website(s)	Where the license is currently in use.
Expires	The expiry date (or “Never” for lifetime).
Trial Ends	When a free trial ends, or `—` if the license has no trial.
Next Payment	The next scheduled renewal date, if any.

Use the status filter above the table to narrow the list (for example, show only Expired licenses).

Editing a license

Click Edit on any row to open the license detail screen. There you can:

Core details

Change the Status, Plan, Allowed Sites, and Expiration Date.
Regenerate the license key (issues a new key for the same license).

Lifecycle actions

Quick buttons for common support tasks:

Action	What it does
Cancel at Period End	Stops future renewals; access continues until the paid period ends.
Reactivate	Restores a cancelled/expired license.
Expire Now	Immediately marks the license expired.
Revoke	Terminates the license and releases all its sites.
Full Refund	Records a full refund and revokes the license.

Change plan (upgrade / downgrade / switch)

Move a customer to a new plan, adjust allowed sites, and optionally change the duration (which recalculates expiry from today).

History & invoices

The edit screen also shows the customer’s invoices (their WooCommerce orders) and a full license history log of every status change.

Tips & Best Practices

Prefer “Cancel at Period End” over “Revoke” for normal cancellations — it’s customer‑friendly and keeps access until they’ve used what they paid for.
Use “Regenerate” if a key leaks. It invalidates the old key while keeping the subscription intact.
Check the history log before acting. It shows exactly what happened and when, which prevents mistakes during support.
Filter by status for bulk oversight — e.g. review all “Grace Period” licenses weekly to catch failing renewals.

Frequently Asked Questions

What’s the difference between Expire, Cancel, and Revoke?

Cancel at Period End stops renewals but keeps access until the period ends. Expire Now ends access immediately. Revoke terminates the license and frees all its sites (use for abuse or refunds).

Does refunding here also refund the payment?

The Full Refund action records the refund and revokes the license inside SubscriptionFlow. Process the actual money refund in WooCommerce/your gateway as usual.

Can I manually extend a customer’s license?

Yes — edit the Expiration Date (or change the Duration in “Change plan”, which recalculates expiry).

What happens to the customer’s activated sites when I revoke?

They’re released, so the license can no longer be used on those sites.

Can shop managers access this page?

Yes — users with the Manage WooCommerce capability can manage licenses.

Where do these licenses come from?

They’re created automatically when a customer buys a product that has Enable License Product turned on. See First Subscription Product.