Plans and limits
An agency is always on one of three plans: Free, Studio or Agency. The plan decides two things — how many people and active projects you may have, and which features are unlocked. Which plan your agency is on, and how much of it you are using, every team member sees in a line at the top of the Dashboard, and an owner also at the top of the Branding page.
Comparing the plans
| Free | Studio | Agency | |
|---|---|---|---|
| People in the team | 1 | 5 | unlimited |
| Active projects | 3 | unlimited | unlimited |
| Portfolio archive window | 2 months | 12 months | unlimited |
| URL captures per month | 20 | 300 | 2000 |
| Custom branding — colour, logo, favicon, sender name | – | yes | yes |
| Analytics — your own website id | – | yes | yes |
| Custom domain | – | – | yes |
| Switching the "Powered by Pinfolio" line off | – | – | yes |
| Export | – | – | listed, but nothing uses it yet |
Everything else is on every plan, Free included: the agency's subdomain, projects, screens, versions, carrying open threads onto a new version, the project password, comments, approvals, team invitations, public personal portfolios (including the Allow public portfolios switch that turns them off for the whole agency) and the agency portfolio on the homepage — the only thing the plan changes about either portfolio is the archive window — and the MCP token for an AI client. Capturing screens from a URL is on every plan too, differing only in the monthly number of captures — provided capture is enabled on the installation. The agency name is never locked away either — an agency on Free introduces itself by its own name too.
What each feature does
Custom branding
Unlocks four fields on the Branding page: the brand colour, the logo, the favicon and the mail sender name.
Without it the client sees the default Pinfolio look: the rust accent colour on buttons, links and pins, the default favicon and no logo. Mail goes out under the agency name. The agency's name in the header, in page titles and in the footer is yours regardless, so a review page never looks like someone else's — it is just not in your colours.
Custom domain
Unlocks adding and verifying a custom domain for the review pages.
Without it the agency stays on its subdomain — which works from day one, on every plan, and needs no DNS work at all. On the Domains page you see the subdomain, but there is no Add domain button; above the table there is a line instead, naming the plan that includes custom domains and saying that your review pages stay on the subdomain. The procedure is in Custom domains.
A domain verified earlier keeps working
If the plan drops back to Free, a custom domain that is already verified does not stop answering — the review pages keep running on it. You just cannot add or verify another one, and the pages on it go back to the default Pinfolio look.
Switching the "Powered by Pinfolio" line off
Unlocks the toggle that hides the "Powered by Pinfolio" line under the cards of the public pages.
Without it the line is always shown — even when the stored setting says it should not be. It is the only place a client sees the name of the tool; the screen pages themselves have no footer.
Analytics
Unlocks the Analytics site id field, your own website id for measuring traffic on the review pages.
Without it nothing is measured. And note: even with it, nothing is measured when the installation has no analytics set up — the field's helper text tells you so outright. Ask the operator then.
Export
Export is only an entry on the list for now
The export feature is listed on the Agency plan, but nothing reads it today. There is no button in the administration for exporting approvals or comments, and no user-facing export exists yet.
A different thing entirely is having a whole agency's data taken out, which the operator can arrange — that does not depend on the plan, and there is no button for it in the administration.
Limits in practice
The disabled New project button on projects
When you have as many active projects as the plan allows, the New project button on the project list is disabled (not hidden) and the tooltip says: "Project limit reached — Your plan allows no more active projects. Archive one or upgrade your plan." Nothing else happens — the projects you have keep running. How many projects you have and how many the plan allows, every team member can see on the Dashboard (Users 3 / 5 · Active projects 3 / 3).
Archiving frees a slot. Only active projects count towards the limit, so as soon as you archive a finished one you can create a new project. Archiving does close the door on the client, though: the project's review URL stops working. If the client still goes back to older designs, changing the plan is better than archiving. Deleting a project frees a slot too, but irreversibly — every comment and image goes with it.
The disabled Invite button on the team
The same logic for people: with the limit used up, the Invite button on the Team page is disabled and the tooltip says how many users the plan allows; the current figure is also in the line at the top of the Dashboard. You free a seat by removing someone from the team. Only real accounts count towards the limit, not invitations you have sent — which is why the limit is checked once more when someone accepts one. The details are in Team and roles.
The portfolio archive window
An archived project that is in someone's portfolio or in the agency portfolio stays there for the plan's archive window, counted from the day it was archived; then it leaves the portfolio. Nothing is deleted — the project and the portfolio entry stay, and upgrading to a plan with a longer window brings the project back. Active projects have no window. The window is the same for both portfolios. The Portfolio and Agency portfolio pages show, next to each entry, until when an archived project is public or that its window has run out.
URL captures per month
The URL captures per month limit says how many captures the agency may take with Add screens from URL, Recapture, Retry and Recapture all (see Screens from a URL).
- Each view is one capture. An address captured on desktop and mobile uses two; ten addresses on desktop only use ten.
- It is counted per calendar month and starts again from zero on the first day of the next month. Unused captures do not carry over.
- A failed capture is refunded. When a capture fails — including one that does not finish within 20 minutes — it does not count against the limit.
- A capture counts when it starts, not when it finishes. That is why the limit is checked up front, for the whole action at once: Add screens from URL with five addresses and both views needs ten captures left, otherwise no screen is created and a notification says why.
- A disabled button with a hint. When an action would exceed the limit, its button is unavailable and the hint reads "Your plan allows 20 URL captures a month; the count resets on Oct 1, 2026." — with your plan's limit and the day the count resets.
How many captures you have used this month is shown in the usage line on the Dashboard (URL captures this month 12 / 20) and in the plan overview on the Branding page. When capture is not enabled on the installation, neither the line nor the buttons are shown.
"Unlimited" means unlimited
Where the table says unlimited, nothing is checked: no hidden ceiling, no slowdown, no warning at some number. In the overview on the Branding page and in the usage line on the Dashboard you see unlimited instead of a figure.
A plan whose expiry has passed
A plan can have a date it is valid until. Once that date passes, the agency falls back to Free — but not without warning:
- the agency's owners get a reminder at their own account address (not the notification e-mail) 14 days before the end, 3 days before the end and once after expiry, each only once and in the agency's language;
- the Dashboard shows every team member an amber The … plan ends on … notice for the last 14 days and a red The … plan expired on … notice after expiry — it stays until the operator changes the plan or its date.
The reminders and notices cover only a paid plan with an expiry date; Free, or a plan without a date, never gets them. When the plan is renewed to a date more than 14 days away, the reminders are sent again before the next end. After expiry the overview on the Branding page says Free. (The operator also sees which plan expired on the agency's row.) Nothing is deleted.
What that costs you:
| What happens | What it means |
|---|---|
| The user limit drops to 1 | Nobody loses access, but you cannot invite anyone else until the team is down to one person, or the plan is restored. |
| The active-project limit drops to 3 | The projects you have keep running — even if there are ten of them. You cannot create a new one until you are under three active projects. |
| Custom branding switches off | The colour, logo, favicon and sender name stop being used. The values stay saved and come back when the plan does. |
| The "Powered by Pinfolio" line returns | It is shown even with the toggle saved as off. |
| Analytics switches off | Traffic on the review pages is no longer measured. |
| Custom domains | A domain already verified keeps answering; a new one cannot be added or verified. |
| The URL capture limit drops to 20 a month | What you have already captured this month counts; if it is more than that, the next capture has to wait until next month. |
| The portfolio archive window shrinks to 2 months | Archived projects older than Free's window leave portfolios at once; they come back when the plan is renewed. |
The same happens when the agency holds a plan the installation does not know (one that was renamed or removed, for instance): Free applies, because the lowest plan is the safe answer.
The values come from the installation's configuration
The figures and features in the table above are the defaults of a Pinfolio installation, not a fixed property of the program. The operator can put the plans together differently — other limits, another split of features, everything in a single plan if they like. The plan names (Free, Studio, Agency) are fixed; what they contain is not. What yours is set to is a question for the operator.
So if your administration shows different figures from these, the documentation is not wrong — your installation has its plans set up its own way. What counts is the overview on the Branding page.
How to change a plan today
Billing is not built yet
There is no upgrade button in the administration and no payment details. Changing a plan today means an e-mail to the operator, at the address printed in the Plan overview on the Branding page. They set the plan on your agency, with an expiry date if there is one, and the change takes effect at once — the unlocked fields and the higher limits work with no further step, and nobody has to sign out.
Where to next
- Branding and settings — the plan overview and the fields a plan unlocks.
- Team and roles — invitations and the team's user limit.
- Custom domains — a feature of the Agency plan.
- Projects and screens — screens from a URL.
- Documentation home