Venue & Settings
Dedicated SMS Number Lifecycle Warnings
Last updated 8 July 2026
Dedicated SMS Number Lifecycle Warnings
TL;DR
- Dedicated SMS number lifecycle warnings appear when a trial venue has a dedicated number and the 14-day Pro trial has ended.
- Trial venues have a 14-day grace period after the trial ends before the number is eligible for release.
- The common mistake is dismissing the early banner and assuming the number is safe.
- Upgrade to PRO from Settings > Billing before the grace period ends to keep the number.
Dedicated SMS number lifecycle warnings tell a venue when its dedicated business SMS number may be released. They protect venues that provisioned a number during trial, then did not upgrade before the trial ended. OpenChair shows an in-app warning banner during the grace period and sends owner emails at three milestones before release.
When lifecycle warnings appear
Lifecycle warnings appear only when a venue is still trialing, has a dedicated SMS number, and is inside the 14-day grace period after the trial end date. OpenChair calculates the release date from the trial end date plus 14 days.
| Stage | What OpenChair does | User action |
|---|---|---|
| Trial active | No dedicated-number release banner is shown | Continue using the trial |
| Grace days 14 to 8 remaining | Shows an info banner that can be dismissed for the browser tab | Click Upgrade to PRO if you want to keep the number |
| Grace days 7 to 4 remaining | Shows a warning banner that can be dismissed for the browser tab | Upgrade from Settings > Billing |
| Grace days 3 to 1 remaining | Shows a destructive banner that cannot be dismissed | Upgrade immediately if you want to keep the number |
| After grace ends | The reaper job can release the number | Provision a new number if still eligible |
The in-app banner appears inside the main web app shell. When the phone warning is at 7 days or less, the standard mobile trial banner is suppressed so the phone-number warning stays visible.
Email warning schedule
OpenChair emails the venue owner at three lifecycle milestones. The email explains that the number will be released unless the venue upgrades, and links to the venue billing page.
| Lifecycle day | Timing | Email subject pattern |
|---|---|---|
| Day 14 | Trial ends and 14 days of grace remain | Your dedicated phone number - 14 days remaining |
| Day 21 | 7 days of grace remain | 7 days left: your dedicated phone number will be released |
| Day 27 | 1 day of grace remains | Final notice: your dedicated phone number is released tomorrow |
Each milestone email is claimed before sending so OpenChair does not send duplicate emails for the same venue and trial end date. If sending fails, the claim is cleared so the next run can try again.
Note
Warning emails are sent to the venue owner email address. If the venue has no owner email or trial end date, the warning email is skipped.
How to keep the number
To keep a dedicated SMS number after trial, upgrade the venue to PRO before the grace period ends. The banner action is Upgrade to PRO, and billing management is in Settings > Billing.
- Open the web app for the venue.
- Go to Settings > Billing.
- Choose the PRO plan and complete checkout.
- Return to Settings > SMS & Messaging.
- Confirm the Dedicated SMS number card shows Active and Active and receiving messages.
For non-trial billing cases, OpenChair also checks whether the venue has a real wallet balance of at least $6 before the release job runs. Trial-credit wallet balances do not count for this safeguard.
What release does
Release returns the dedicated SMS number to the carrier and removes it from the venue. OpenChair clears the stored phone number and Twilio SID, then marks the venue SMS state as Released.
After release:
- the Dedicated SMS number card shows Number released
- two-way SMS from the old number stops
- clients who saved the old number can no longer call or text the venue on it
- eligible AU and GB venues can provision a new number with Provision number
Warning
A released number is permanently gone from the venue. Provisioning later assigns a new number, not the old one.
Settings
| Setting or status | Options | Default |
|---|---|---|
| Trial grace period | 14 days after the trial end date | 14 days |
| Warning emails | Day 14, Day 21, Day 27 | Enabled by lifecycle job |
| In-app banner action | Upgrade to PRO | Shown during grace period |
| Twilio status | Active, Grace period, Released | Set by provisioning and release jobs |
| Wallet release safeguard | Skip non-trial release when real wallet balance is at least $6 | Applied by release job |
Who can use this
| Role | Access |
|---|---|
| Owner | Receives lifecycle warning emails, can open Settings > Billing, upgrade to PRO, top up the wallet, and provision or release numbers. |
| Manager | Can see the in-app warning while signed in, but cannot manage billing or provision/release numbers. |
| Team | Can see the in-app warning while signed in if they have app access, but cannot manage billing or provision/release numbers. |
Common mistakes
The most common mistake is treating Grace period as an active billing state. It means the number is still present, but release is scheduled unless the billing state changes.
Another common mistake is topping up with trial credit. The release safeguard only counts a non-trial wallet balance of at least $6.
Do not release a number manually from Settings > SMS & Messaging unless you really want to return it to the carrier. Manual release uses the same permanent carrier release as the automated lifecycle.
Troubleshooting
| Issue | Solution |
|---|---|
| The banner says the number will be released tomorrow | Go to Settings > Billing and upgrade to PRO immediately if you want to keep the number. The final banner is not dismissible. |
| The owner did not receive a warning email | Check that the venue owner has an email address and that the venue is still trialing with a dedicated number. Warning emails are owner-only. |
| The card shows Grace period | Review billing status in Settings > Billing. The number is pending release unless the venue upgrades or the billing state is corrected. |
| The number was already released | Go to Settings > SMS & Messaging and use Provision number if the venue is eligible. The old number cannot be restored. |
| A cancelled venue still has a number | OpenChair may skip release when a non-trial venue has a real wallet balance of at least $6. Review the wallet and billing status. |
FAQ
When does OpenChair warn me before a dedicated SMS number is released?
OpenChair warns trial venues during the 14-day grace period after the Pro trial ends. The in-app banner appears while 1 to 14 days remain, and owner emails are sent at 14 days, 7 days, and 1 day before release.
How do I keep my dedicated SMS number after the trial?
Go to Settings > Billing and upgrade to PRO before the grace period ends. The in-app warning banner also includes Upgrade to PRO, which opens the billing upgrade flow.
What happens when a dedicated SMS number is released?
The number is returned to the carrier, removed from the venue, and marked as Released. Two-way SMS from that number stops, and clients who saved it can no longer reach the venue on it.
Who sees dedicated SMS number lifecycle warnings?
Signed-in venue users can see the in-app banner during the trial grace period. Lifecycle warning emails are sent to the venue owner email address only.