File storage in Smart Way: capacity, buying extra space and renewing for the next period
File storage in Smart Way is the space used for company files that are uploaded to and used on the platform. It is used
to store training materials, documents, images, videos and other files your company works with.
This guide explains how much file storage is included with the ACADEMY subscription, how to buy extra space, how to
renew it for the next period, and what happens if the subscription ends.
Storage capacity included with ACADEMY
The ACADEMY subscription includes 50 GB of file storage. You can check the file storage capacity in the "File Manager"
section.
This 50 GB is provided for the same period as the ACADEMY subscription:
- if ACADEMY is paid monthly, the 50 GB is valid for that month;
- if ACADEMY is paid yearly, the 50 GB is valid for that year.
File storage is linked to the ACADEMY package. It does not work as a separate subscription with its own start and end
dates.
How the total storage capacity is calculated?
LMS Smart Way includes a base capacity of 50 GB with the ACADEMY package, and the company can buy additional capacity if
needed.
The total available capacity is calculated like this:
50 GB included with the ACADEMY package + additionally purchased capacity
Examples:
- if you have not bought extra file storage, you have the base 50 GB included with the ACADEMY package;
- if you have bought 50 GB, you have 100 GB available;
- if you have bought 100 GB, you have 150 GB available;
- if you have bought 150 GB, you have 200 GB available.
Important: when you buy 150 GB, this means 150 GB in addition to the base 50 GB from ACADEMY, not a total limit of 150
GB.
What Additional packages means?
In the file storage card, extra space is selected in 50 GB packages.
Examples:
- x1 - an extra 50 GB;
- x2 - an extra 100 GB;
- x3 - an extra 150 GB;
- x5 - an extra 250 GB.
This means you choose the additional file storage capacity yourself, and it is added to the base 50 GB already included
with the ACADEMY package.
Two ways to buy extra file storage
1. Increase storage space (buy extra space in the current period).
2. Renew the subscription (buy extra space with the next subscription).
These scenarios are similar, but they work differently.
Adding storage space to the current subscription
Use this option if your current ACADEMY subscription is still active, but you no longer have enough storage space.
In this case, you buy additional capacity until the end of the current ACADEMY period.
Example:
1. The company has an active ACADEMY subscription until 31 July and 50 GB available.
2. On 15 June, the company buys another 100 GB.
3. From 15 June to 31 July, 150 GB will be available.
The ACADEMY end date does not change. The additional space is valid until the same date as the paid ACADEMY package. The
price for the extra space is recalculated at the time of purchase based on the period remaining until the end of the
subscription.
Can extra file storage be bought several times in one period?
Yes.
If the ACADEMY subscription is still active, the company can buy additional file storage several times within the
current period. All active purchased capacities are added to the total limit.
Example:
1. The company has the base 50 GB included with the ACADEMY package.
2. On 10 June, the company buys 50 GB.
3. The available capacity becomes 100 GB.
4. On 20 June, the company buys another 100 GB.
5. The available capacity becomes 200 GB.
All these additional capacities will be valid until the current ACADEMY subscription ends.
How the period is calculated when buying extra storage mid-subscription?
Extra storage added to the current subscription is not valid for a full new month or year. It is valid only until the
end of the current ACADEMY period. The invoice amount depends on how much time is left until the end of the current
subscription.
If 170 days remain until ACADEMY ends, the additional storage will be purchased for those 170 days. You cannot buy a
storage increase for a separate period because storage is linked to the ACADEMY end date.
Renewing storage space for the next period
Use this option when you are preparing the subscription for the next period.
Renewed storage space starts from the start date of the next ACADEMY subscription.
Example:
1. The current ACADEMY subscription is valid until 30 June.
2. On 20 June, the company wants to pay for the next ACADEMY subscription from 1 July.
3. In the same invoice, the company adds 150 GB of file storage.
4. The old capacity remains in effect until 30 June.
5. From 1 July, 200 GB will be available: 50 GB included with ACADEMY plus an extra 150 GB.
Paying early does not move the new storage space into the current period. It starts when the new ACADEMY period starts.
Can storage be renewed together with ACADEMY in one invoice?
Yes.
If you are creating an invoice for the next ACADEMY period, you can add file storage for the next period to the same
invoice.
In this case, the storage starts together with the new ACADEMY subscription.
For example:
- the invoice includes an ACADEMY package for the next month;
- the invoice includes 100 GB of file storage;
- after the next month starts, 150 GB will be available: 50 GB from ACADEMY plus an extra 100 GB.
Can only file storage be renewed separately?
Yes, but only if the company already has a paid future ACADEMY subscription.
For example:
1. The company has already paid for ACADEMY for the next period.
2. Later, it decides to add file storage to that next period.
3. In this case, a separate invoice can be created only for file storage.
4. The storage starts from the start date of the future ACADEMY subscription.
If there is no future ACADEMY subscription and ACADEMY has not been added to the invoice, an invoice only for storage
renewal cannot be created.
Can storage be bought together with other services?
File storage cannot be added to an invoice in every situation.
Main rules:
- storage renewal for the next period can be added to one invoice with ACADEMY;
- storage increase for the current period is issued as a separate invoice;
- AI tokens are issued separately from storage and subscription packages.
If the system does not allow an invoice to be created with the selected combination of services, check that the correct
scenario has been selected: adding to the current subscription or renewing for the next period.
What happens if the next subscription has less storage?
During renewal, you can choose the same, a larger or a smaller additional file storage capacity than you had in the
current period.
The new capacity starts from the beginning of the next ACADEMY subscription.
Example:
1. In the current period, 200 GB is available: 50 GB from ACADEMY plus 150 GB bought additionally.
2. For the next period, the company buys only an extra 50 GB.
3. From the beginning of the next period, 100 GB will be available: 50 GB from ACADEMY plus an extra 50 GB.
Additional space from the previous period is not carried over automatically. For the new period, only the capacity paid
for that specific period applies.
What happens if the next ACADEMY is paid without additional storage?
If the company renews ACADEMY but does not buy file storage for the next period, only the base 50 GB included with the
ACADEMY package will be available.
Example:
1. In the current period, 200 GB is available.
2. The next ACADEMY package is paid without additional storage.
3. From the beginning of the next period, the base 50 GB will be available.
Important: if the company is already using more space than will be available in the new period, new files cannot be
uploaded until you free up space or buy additional storage capacity.
What happens if the ACADEMY package is not renewed?
If the ACADEMY package is not renewed, the available storage space linked to ACADEMY also ends after the paid period
ends.
This applies to:
- the 50 GB included with the ACADEMY package;
- any additional space bought for that period.
The end of a subscription does not mean files are automatically deleted. However, if there is no active ACADEMY,
uploading new files or increasing file storage will be unavailable until the subscription is renewed.
What happens if more space is used than is available after the subscription changes?
Sometimes, after moving to a smaller file storage capacity, the company may have more files than the new limit allows.
In this situation, you should:
1. Check which files take up the most space.
2. Delete unnecessary files if possible.
3. Or buy additional storage space.
How to choose the right scenario for buying extra file storage?
Choose adding to the current subscription if:
- ACADEMY is already active;
- you need more space right now;
- you need to increase storage until the end of the current period;
- you are not renewing ACADEMY in the same invoice.
Choose renewal for the next period if:
- you are creating an invoice for the next ACADEMY;
- you want to set the storage capacity for the new period in advance;
- the current capacity does not need to change right now;
- a future ACADEMY has already been paid for and you are adding storage to it separately.
Where to buy or renew file storage?
Users with access to service payments can go to the "Services and prices" section.
In this section:
1. Find the file storage card.
2. Select the required scenario: add space to the current subscription or renew for the next period.
3. Enter the number of additional 50 GB packages.
4. Add the item to the invoice.
5. Create and pay the invoice.
After payment, the new capacity becomes available according to the selected scenario:
- for the current period - after payment;
- for the next period - from the start date of the next ACADEMY.
Checklist before payment
Before creating the invoice, check:
- whether you need to increase storage now or prepare it for the next period;
- what total capacity the company needs;
- how much of this capacity is already included with the ACADEMY package;
- how many additional 50 GB packages you need to buy;
- whether there is an active or future ACADEMY subscription.
Frequently asked questions
If I buy 150 GB, will that be 150 GB in total?
No. It will be 150 GB in addition to the 50 GB included with the ACADEMY package. The total capacity will be 200 GB.
Will the ACADEMY date change if I buy storage in the middle of a subscription?
No. The ACADEMY date will not change. The additional storage will simply be valid until the same date as the current
ACADEMY. Only the price for the additional storage is recalculated according to the number of days remaining until the
subscription ends.
Can I buy storage without ACADEMY?
No. File storage is linked to ACADEMY. To buy or renew storage, there must be an active ACADEMY subscription or an
ACADEMY subscription for the next period must be added to the invoice.
If I pay early for the next period and storage, will it immediately increase the current limit?
No. If this is renewal for the next period through the "Renew subscription" button, the new capacity starts from the
beginning of the next ACADEMY, not on the payment date.
Will files be deleted if the subscription ends?
The end of the subscription does not, by itself, mean files are automatically deleted. However, without active ACADEMY
or sufficient available capacity, uploading new files will be unavailable.
What should I do if there is not enough file storage space?
Check whether unnecessary files can be deleted. If you still need more space, buy additional file storage for the
current ACADEMY or add a larger capacity to the next subscription.
