Nova Billing and Auto-Disable

This guide explains how Nova billing works and how the auto-disable feature helps you manage your costs and usage effectively.

Overview

Nova uses a subscription model where you pay based on the number of jobs you have with Nova enabled. To help you manage costs and avoid unexpected charges, Nova includes an inactivity auto-disable system that automatically disables jobs that haven't processed applications recently.

How Nova Billing Works

Billing Periods

Your Nova billing is based on monthly billing periods that start from your plan's start date:

Example:

• Plan Start Date: January 15th, 2024
• First Billing Period: January 15th - February 14th, 2024
• Second Billing Period: February 15th - March 14th, 2024
• And so on...

Plan Types

Metered Plans (Starter, Growth, Scale):

• Have a base allocation of jobs included in your monthly fee
• Jobs beyond your base allocation are charged at an overage rate

Unlimited Plans (Enterprise):

• No job limits or usage tracking
• Custom pricing arrangements

Usage Tracking

Nova tracks your usage in real-time:

• Base Jobs: Jobs within your plan's base allocation (included in monthly fee)
• Overage Jobs: Jobs beyond your base allocation (charged per job)
• Total Usage: Complete count of Nova-enabled jobs

Auto-Disable System

The auto-disable system helps you manage costs by automatically disabling Nova for jobs that are no longer needed or active.

Why Auto-Disable?

• Cost Control: Prevents charges for inactive jobs
• Clean Management: Automatically removes Nova from dormant job postings
• Billing Transparency: Ensures you only pay for jobs you're actively using

Types of Auto-Disable

1. License Expiry Auto-Disable

What it does:

• Automatically disables Nova when a job's license expires (30/90/365 days based on your plan)
• Prevents jobs from continuing to process applications after their license period ends

How it works:

1. Each job gets a license when Nova is enabled (duration based on your plan's billing cycle)
2. When the license expires, Nova is automatically disabled for that job
3. You can re-enable the job at any time from your dashboard (which starts a new license period)

2. Inactivity Auto-Disable

What it does:

• Automatically disables Nova for jobs that haven't processed applications in 30 days (configurable)
• Helps clean up dormant job postings that are accumulating costs

How it works:

1. Nova tracks when each job last processed an application
2. After 30 days of inactivity, the job is automatically disabled
3. You receive a notification email when jobs are disabled
4. You can re-enable any job immediately from your dashboard

What counts as activity:

• Successfully processing candidate applications through Nova
• Applications with scores, rejections, or interview question generation
• Any candidate evaluation activity

Managing Auto-Disable

From Your Dashboard

Re-enabling Auto-Disabled Jobs:

1. Go to your Nova dashboard
2. Look for jobs marked as "Auto-Disabled"
3. Click "Re-enable" for any job you want to restore
4. The job immediately starts processing applications again

Viewing Auto-Disable Status:

• Job cards show auto-disable status and dates
• Clear indicators for license expiry vs inactivity disable reasons
• Last activity timestamps for each job

Proactive Management

Regular Review:

• Monitor your usage dashboard regularly
• Identify inactive jobs that can be manually disabled
• Re-enable jobs when you have active recruitment campaigns

Manual Control:

• You can manually disable Nova for any job at any time
• Manually disabled jobs don't count toward your usage
• Re-enable jobs when needed for new hiring campaigns

Understanding the Impact

On Your Billing

When Jobs Are Auto-Disabled:

• They immediately stop contributing to your usage count
• Billing calculations update in real-time
• No charges for disabled jobs in the current or future periods

When You Re-Enable Jobs:

• They immediately start contributing to usage again
• May affect your base vs overage allocation
• Real-time billing dashboard shows the impact

On Your Hiring Process

Auto-Disable Does NOT:

• Delete or modify your job postings
• Remove existing candidate data or scores
• Affect your ATS integration or job visibility
• Impact applications already in your pipeline

Auto-Disable DOES:

• Stop Nova from processing new applications for that job
• Remove the job from Nova's scheduled review process
• Stop generating new candidate scores and interview questions
• Reduce your Nova usage count for billing

Auto-Disable Settings

Company Settings (SuperAdmin Only)

Your account administrator can configure:

Inactivity Threshold:

• How many days of inactivity before auto-disabling jobs
• Default: 30 days

Plan-Specific Behavior

All Plans:

• License expiry based on plan billing cycle (30/90/365 days)
• Inactivity auto-disable after 30 days (configurable)
• Real-time usage tracking and billing

Troubleshooting

Common Issues

Job Was Disabled Unexpectedly:

• Check if it was due to inactivity (30+ days without applications)
• Check if the job's license expired
• Look for system notifications in your dashboard

Billing Questions:

• View your real-time usage dashboard
• Check the audit log for job enable/disable history
• Contact support for detailed billing explanations

Getting Help

Dashboard Resources:

• Real-time usage and billing information
• Auto-disable status for all jobs
• Historical data and audit logs

Email Support:

• All notification emails include support contact information
• Include your company name and specific job details

Account Management:

• Contact your account manager for plan changes
• Discuss auto-disable settings customization
• Review billing arrangements and special requirements

Frequently Asked Questions

Q: Can I disable the auto-disable feature completely? A: The license expiry auto-disable is part of the plan structure and cannot be disabled. The inactivity auto-disable can be configured by your account manager.

Q: What happens when my job's license expires? A: Nova stops processing new applications for that job. You can re-enable it anytime, which starts a new license period.

Q: Can I change the 30-day inactivity threshold? A: Yes, your account manager can configure the inactivity threshold based on your company's needs.

Q: Do auto-disabled jobs affect my ATS? A: No, auto-disable only affects Nova's processing. Your job postings remain active in your ATS and continue receiving applications normally.

Q: Can I see a history of auto-disable actions? A: Yes, your dashboard includes information showing auto-disable actions and reasons.

Q: What if I have questions about my bill? A: Your dashboard shows real-time usage and billing calculations. For detailed questions, contact support with your company name and billing period information.

Getting Started

First-Time Setup

1. Review Your Plan: Understand your base allocation and overage rates
2. Set Expectations: Share this guide with your hiring team
3. Monitor Usage: Watch your usage patterns to understand your needs

Ongoing Management

1. Monitor Dashboard: Check usage and auto-disable status regularly
2. Review Patterns: Analyze which jobs typically become inactive
3. Proactive Management: Manually disable Nova for filled positions

The auto-disable system is designed to help you manage costs while ensuring Nova is available for your active hiring needs. Jobs can always be re-enabled when you need them.

For additional support or questions, contact our team through your dashboard.