💾Extended Storage

Extended Storage keeps all the call and form records of a workspace, however old they are, instead of removing them at the end of your plan's retention window. You turn it on per workspace and pay only for the older data it keeps: $1.00 per GB per month, averaged over the month.

The Extended Storage page under Settings, with the workspaces table, this billing period, the spend alert, and your invoices

Extended Storage is available on every plan, including lifetime deals, while your plan is active. Only the workspace owner can turn it on or off.

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How it works

• Nothing is deleted for age while Extended Storage is on, and the deletion‑warning banner disappears for that workspace.

• You pay only for the older data: the records older than your plan's retention window. Newer records are part of your plan.

• You can turn it off at any time. A 14‑day removal period starts, and billing continues through it. After it, records older than your plan's window are removed.

🗄️Data Retention

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Turn on Extended Storage

1

Open the "Keep everything" window

Start from any of these places:

• Settings → Extended Storage: click Keep everything on the workspace's row.

• Dashboard: click Keep this data on the deletion‑warning banner. It acts on the workspace you are in.

• Data Retention page: click Keep everything from $1.00/GB/mo.

2

Review the terms

The window shows the workspace, the price, today's estimate ("Today: about [size] → about [amount]/month"), how you will be billed, and what is kept: call records, transcripts, and form submissions. Call recordings are not included.

If the Agency plan would give you a longer window, the window also offers or upgrade to Agency for 12 months.

The Keep everything window with the price, today's estimate, how it is billed, and what is kept

3

Confirm

The window says	Click	What happens
"Billed monthly in arrears to [card] •••• [last 4 digits]…"	Keep everything	Your saved card is used, and Extended Storage turns on at once.
"Billed monthly in arrears on your existing Extended Storage subscription…"	Keep everything	The workspace joins the Extended Storage subscription you already have, and turns on at once.
"You'll add a card on the next screen."	Continue to checkout	A secure checkout page asks for your card and billing address, then returns you to Ring Tonic.

The message "Extended Storage is on for [workspace]" confirms it. The status changes to On since [date], and you receive a confirmation email. Your card is charged with the first monthly invoice.

You can turn on one workspace at a time. If your bank needs to confirm a payment, our payment provider, Stripe, emails you a link to confirm it.

If Ring Tonic needs your billing address

Tax is calculated from your billing address. If your account has none, the window shows "We need your billing address to calculate tax — nothing was changed. Add it in the Billing Portal, then try again".

1. Click Open Billing Portal and add your billing address.

2. Return to Ring Tonic and click Keep everything again.

The Keep everything window asking for a billing address, with the Open Billing Portal link

Nothing is charged and nothing is turned on until you try again.

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How billing works

Item	Details
Price	$1.00 per GB per month, charged per day: one GB kept for one day costs $1.00 ÷ 30.4375 (the length of an average month)
What counts	Call and form records older than your plan's retention window, in each workspace with Extended Storage on
Measurement	Once a day for each workspace. A day that could not be measured is not billed.
Invoice	Monthly in arrears, on its own subscription and invoice, separate from your plan. One invoice covers all your workspaces.
After you turn it off	Billing continues through the 14‑day removal period, then stops

The Est. $/month column shows today's size multiplied by the price. For a workspace that is on, it comes from the latest daily measurement. For a workspace that is off, click Estimate on its row. The estimate grows as more records pass your plan's window.

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The Extended Storage page

Go to Settings → Extended Storage:

• Workspaces: every workspace you own, with its status, estimated size, what is kept, estimated monthly cost, and actions.

• This billing period: the GB‑months kept so far (one GB kept for an average month), their cost, and the next invoice date.

• Spend alert: see Spend alert.

• Invoices: your last 12 Extended Storage invoices, with a View link. An invoice marked (late usage) bills usage that reached our billing provider after its regular invoice, at the price you had on those days.

• Meter health: the last reported day and any days waiting. If it says "We are checking your usage records with our billing provider", nothing is needed from you.

If the page shows Extended Storage needs an active plan or Extended Storage is not available yet, your plan's retention window applies.

Status and actions

Status	Meaning	Actions
Off	Your plan's retention window applies.	Estimate, Keep everything
Enabling…	An enable is in progress. See Finish or abandon an enable.	Resume checkout, Abandon
On since date	Nothing in the workspace is deleted for age.	Turn off
Cancels date via billing portal	On, but the subscription was cancelled in the Billing Portal and ends on that date.	Turn off
Removing — billed until date	Turning off. Billing continues until the removal date.	Resume
Removing — billing stopped	The subscription has ended. The removal period continues without billing.	Turn back on

While an enable is in progress for one of your workspaces, no row offers Keep everything, Resume, or Turn back on.

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Turn off Extended Storage

1

Click "Turn off"

Click Turn off on the workspace's row. The window explains that billing continues until your data is removed, about 14 days from now. To keep a copy, click Download my data first.

The Turn off Extended Storage window with the removal terms and the Download my data button

2

Confirm

Click Turn off. The status changes to Removing — billed until date, and you receive an email.

After you turn it off:

1. The 14‑day removal period starts, and the Data Retention page shows the removal date.

2. If the workspace has records older than your plan's window, you receive the retention warning email, and the Dashboard shows the deletion date.

3. On or after the removal date, those records are removed, and the workspace shows Off.

Removal is permanent. Use Download my data before the removal date to keep a copy.

Resume or turn back on

Before the removal date, you can stop the removal from the Extended Storage page or the Data Retention page:

• Resume: while the Extended Storage subscription is still active. One click; billing continues without a break.

• Turn back on: after the subscription has ended (Removing — billing stopped), for example when a payment could not be collected. It shows the full terms again. The workspace joins your active Extended Storage subscription if you have one, or a new subscription starts.

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Finish or abandon an enable

A workspace shows Enabling… while an enable is not complete, for example when you left the checkout page.

• Resume checkout reopens the checkout page, for up to 24 hours.

• Abandon, then Yes, abandon, cancels the enable. Nothing is charged and nothing is turned on.

• An enable left unfinished for more than 24 hours is abandoned automatically.

While it is in progress, the Dashboard banner shows "Extended Storage is being enabled for this workspace", with a link to finish or abandon it.

A workspace row with the Enabling… status and the Resume checkout and Abandon buttons

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Spend alert

A spend alert emails you when this billing period's Extended Storage charges pass an amount you choose.

1. In Spend alert, enter a whole‑dollar amount, from $1 to $100,000.

2. Click Save. To turn the alert off, clear the field and click Save.

The Spend alert section with the amount field and the Save button

The alert is sent at most once per billing period, and again if you change the amount. It is only an email: it never turns Extended Storage off.

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Emails and notices

The workspace owner receives these emails:

Email	When
Extended Storage is on (or resumed) for [workspace]	After you turn it on or resume it. It shows the price, today's estimate, and your next invoice date.
Extended Storage is turning off for [workspace]	After you turn it off, or when your plan or the subscription ends. It shows the removal date, Download my data, and a button to keep the data.
Extended Storage passed your [amount] alert this billing period	When your spend alert amount is passed
Your Extended Storage estimate on the [plan] plan	After you change your plan while Extended Storage is on. It shows the old and the new estimate for each workspace.

The "on", "resumed", and "turning off" messages also appear as a notice on your Dashboard. Click Dismiss to remove one. The retention warning email includes a Keep this data button when you can turn on Extended Storage for that workspace.

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Who can see what

	Owner	Admins and managers	Members
Extended Storage page	Every workspace you own	The current workspace: status, estimated size, what is kept	Not shown
Prices, charges, invoices, and the spend alert	✅	❌	❌
Turn on, turn off, resume, abandon	✅	❌	❌
Extended Storage state on the Data Retention page	✅ with the actions	✅ state only	✅ state only

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Frequently asked questions

What data does Extended Storage keep and bill?

• ✅ Call records, with their transcripts and the details stored with each call.

• ✅ Form submissions.

Only records older than your plan's window count. These are never billed:

• ❌ Call recordings. Retention never deletes them. With external storage, they stay in your own bucket.

• ❌ Aggregated analytics. Totals, trends, and charts are kept for all time on every plan.

What happens if a payment fails?

1. Extended Storage stays on while the payment is retried, and nothing is deleted. If your bank needs to confirm the payment, Stripe emails you a link.

2. The invoice shows Payment failed in Invoices. Click View to open it.

3. If the payment still cannot be collected, the subscription ends. Your workspaces change to Removing — billing stopped, and you receive an email. Usage before that is still owed.

4. To keep the data, click Turn back on before the removal date.

How is the estimate calculated?

1. Ring Tonic counts the workspace's call and form records older than your plan's window, and the details stored with those calls.

2. It multiplies each count by the average space that kind of record takes, adds a safety allowance for database overhead, and rounds up to the next whole MB.

3. The monthly cost is that size, in GB, multiplied by the price.

The Estimate button can show a figure up to one hour old.

What happens if the price changes?

• You always turn Extended Storage on at the price you see. If it changed after you opened the page, reload the page.

• Your current billing period closes early and is invoiced at the old price. Each day is billed at the price your subscription had on that day.

What happens when my plan ends or changes?

• Plan ends: every workspace with Extended Storage on starts the 14‑day removal period, billing continues through it, and you receive an email for each workspace. An enable in progress is abandoned. If you subscribe again before the removal date, click Resume.

• Plan changes: the billed data depends on your plan's window. For example, moving from Agency (365 days) to Indie (180 days) makes more records count. The plans page shows "Extended Storage estimate on [plan]: [old] → [new]/month", and you receive an email after the change.

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Best practices

• Set a spend alert. Your charges grow as more records pass your plan's window.

• Download a copy before you turn it off. Use Download my data in the turn‑off window or on the Data Retention page.

• Turn it on only where you need it. You pay only for the workspaces whose history you keep.