Downgrading or Cancelling Your Digital Name Card Plan: What to Check Before You Switch

Every so often an owner looks at the monthly bill for a digital name card plan and wonders whether it is still worth it. Perhaps the team has shrunk, perhaps the card is rarely scanned, perhaps the business is changing direction. The question is usually phrased as “what happens to my card if I downgrade or cancel?” and it is a fair one, because a card is not only a page on a screen. It is a QR code printed on a flyer, a link in an email signature, an NFC card in someone’s wallet.

This guide is a preparation checklist, not a prediction. It will not tell you what the platform does after a plan change, because the facts Gotka holds do not cover it. What it will do is help you measure what you use, see what would no longer fit a lower plan on paper, find every place your card is out in the world, keep your own copies, and ask the right questions in writing before you press any button.

What this guide can and cannot tell you

Gotka’s digital name cards run on the share2.io platform. The verified information we hold is what each subscription plan allows (profiles, card widgets, QR codes, short links and card scans) and what each plan and card option costs. It does not cover what happens to existing profiles, widgets, QR codes, short links, scan history or physical NFC cards when a plan is downgraded or cancelled.

• So this guide makes no claim either way. It does not say your data is kept, hidden, locked or deleted, and it does not say your links or QR codes keep working or stop. Treat every “what happens” as unknown until you have it in writing.
• Other services are not a guide. From public help pages, other digital card and QR-code services set their own, different rules after a plan lapses, and some are strict while others are relaxed. That tells you why not to assume, not what this platform does. Confirm anything that matters with the official source.
• The limits in this guide are quoted from Gotka’s published figures. Plans and prices change, so check the current numbers at share2.io/shop before you decide.

What each plan allows, and what it costs

These are the listed figures for the three subscription plans. They are the yardstick for the rest of this guide:

Two things are worth noticing before any decision. First, the subscription is only one of two separate parts: physical NFC cards are ordered as card options (Digital Only with self setup at RM0, Digital Only with We Design at RM48, Design-Ready at RM118, Custom-Design at RM338), in gold or silver. Second, the figures say how many card scans a plan lists, but not over what period they are counted. That is one of the questions to ask support later.

For help choosing a plan in the first place, see Free vs Pro vs Team: which digital name card plan do you need?, and for what you spend on a profile versus a physical card, how much a digital name card costs in Malaysia. This guide is about the step after that: moving down, or out.

Step 1: Count what you use today

Before comparing anything, write down your current numbers. Do not estimate from memory, because the figure that surprises people is usually the QR code or short-link count, which grows quietly over time. A small table in your notes is enough:

Be honest about duplicates. Many accounts hold a second QR code made for a campaign that ended, or a profile for someone who left. They count toward the limits on paper, but do not delete anything yet. Whether a deleted item can be restored is not something this guide can tell you, so tidy up only after you have the answers.

Step 2: Compare your numbers with the lower plan

Put your counts next to the plan you are thinking of moving to. The question at this stage is narrow: on paper, does my current use fit the lower plan’s listed numbers? It is not “what will happen if it does not fit”, because that is for support to answer.

Here is an invented example, clearly made up: a small trading company with 8 profiles, its busiest profile holding 35 card widgets, 12 QR codes, 6 short links, and a recorded scan figure of 90.

Read that table carefully. It says this company’s current use fits Pro’s listed numbers and not Free’s. It does not say what would happen to the 5 extra profiles or the 9 extra QR codes on a move to Free, and it does not say a move to Pro would be trouble-free. It only tells the owner which conversation to have: moving to Pro is a comparison of a price, while moving to Free means working out which three profiles and which three QR codes matter most, and asking what happens to the rest.

Do the same for each plan you are considering, and write the “over by” numbers down. Those are the items you will ask support about by name.

Step 3: List every card, code and link in circulation

This is the step owners skip, and it is the one that matters most. A profile you can edit in a minute is easy to fix. A QR code printed on 2,000 flyers is not. Before changing plan, make a list of everything that points at your card:

For each printed item, note roughly how many are out there and how long ago you printed them. If you have not checked how your codes were set up, the guide to QR codes versus short links on a digital name card explains how the two relate. For anything you plan to reprint later, how to print the QR code so it scans first time covers size, contrast and testing, so you do not trade one problem for another.

This list also tells you which plan limit is a real constraint. A plan that fits your numbers on paper is cold comfort if one of the items on this list would be expensive to replace and you do not yet know how it behaves after the change.

Step 4: Save a copy of what you can see

Do this before you change anything, whatever answer support gives. It costs an afternoon at most and means a plan change can never leave you starting from a blank page.

• Copy the text of each profile. Name, job title, company, phone numbers, email, website, address and every link, into a document you control.
• Screenshot each profile. A full-page screenshot on a phone and on a computer shows the layout, the order of the widgets and the buttons.
• Keep the image files. Profile photo, logo and any banner, in the original size you uploaded.
• Record the destination of each QR code and short link. One line each: what it points to, where it is used, who uses it.
• Write down the scan figures you can see, with today’s date. Whether history can be exported is a question for support; a dated note is a free backup.
• Keep the design files for any physical card if you ordered a design, so a replacement does not mean starting again.

If the platform offers a way to export or download your details, use it too. This guide does not say that it does or does not; a screenshot and a notes file work either way.

Step 5: Tell the people who rely on it

A plan change that is invisible to you can still be visible to others. Before you act:

• Staff with their own profile. Tell them the date and what you know. If the lower plan lists fewer profiles than you have staff, decide in advance who keeps one, and be fair about it. If someone has already left, what happens to a digital name card when an employee leaves covers the housekeeping.
• Whoever prints or sends your link. Marketing, sales, front-desk and anyone with a signature or template. Ask them to hold new print runs until the change is done and tested.
• Key clients and partners. If you gave them a physical card or a link, a short note (“if my card ever fails to open, WhatsApp me on this number”) is a cheap safety net.
• Yourself. Put the date in your calendar, with a reminder to test everything the day after.

Keep one fallback that does not depend on the card at all, such as your WhatsApp number or an email address printed in plain text somewhere. If the card ever fails, people still know how to reach you.

Questions to ask support before you change plan

Ask in writing so that you have a record, name your plan and the plan you are considering, and keep the replies with your copies. For Gotka you can raise a ticket through the client-area ticket system at gotka.com/clients/submitticket.php, or message WhatsApp +60 11-6331 6630 (Monday–Friday, 9am–6pm MYT); questions about how the platform itself behaves may need to go to share2.io. This guide does not say who can answer which question, which is why the right-hand column below is the same for every row.

If the answers are unclear or missing, treat that as information. A change you cannot get described in writing is a change to postpone until you can.

A decision table

This table sorts the common situations. It uses only the listed plan limits for the “compare” column, and every row ends with the same rule: ask first, then act.

Money should be one input, not the whole decision. Pro is listed at RM39/mo (RM2.60/profile) or RM368/yr, and Team at RM104/mo (RM2.08/profile) or RM1,088/yr. Weigh the saving you would make against the cost of something going wrong: re-ordering a physical card is a card option purchase (Design-Ready at RM118, Custom-Design at RM338), and reprinting flyers and re-briefing staff cost time on top. Whether any of that would actually be needed is exactly what the questions above are for.

After you switch: a short test routine

Whenever the change takes effect, plan to test the next working day, ideally within Gotka’s support hours so you can ask for help the same day. Keep it to a short routine:

1. Scan every printed QR code from your list with a phone camera, on both an iPhone and an Android phone if you can. Note which page opens.
2. Tap each physical NFC card against a phone. If one does not respond, work through what to check when an NFC business card does not tap before assuming the cause is the plan change, since a switched-off NFC setting, the wrong spot on the phone, or a thick case or metal object are common reasons for a failed tap.
3. Click every short link in your signature, social bios and templates.
4. Open each profile and compare it with your screenshots: details, buttons and widgets.
5. Write down what you found with the date, and send it to support if anything differs from what you were told.

Common mistakes

• Assuming the answer. “It will probably just keep working” and “it will probably vanish” are both guesses. Get it in writing.
• Deleting first. Trimming profiles and codes to fit a lower plan before you know whether deletion can be undone.
• Forgetting the printed items. The profile is easy to fix; the 2,000 flyers are not.
• Checking the price only. A small saving per month can cost more than it saves if a printed code or a card in a client’s wallet stops opening your page.
• Changing plan on a Friday evening. Do it early in the week, so you can test and ask questions while support is available.
• Leaving staff out. A team member who finds their card changed without warning is a small crisis that a two-line message avoids.

Where Gotka Technologies fits

Gotka’s Digital Name Card service runs on the share2.io platform, where subscriptions and cards are ordered at share2.io/shop. Cards are shared by QR code or NFC tap, they save to the visitor’s contacts, and the profile is editable. The plan figures and prices in this guide are the ones Gotka publishes: Free, Pro at RM39/mo or RM368/yr, and Team at RM104/mo or RM1,088/yr.

This guide describes no downgrade or cancellation terms, no data-retention policy and no behaviour of existing QR codes, short links or NFC cards after a plan change, because Gotka’s published facts do not cover them. If you would like a website to sit behind your card as well, Gotka’s web design service covers building one.

Key terms used in this guide

• Downgrade: moving to a plan with lower listed limits, such as Team to Pro or Pro to Free.
• Cancel: ending a paid subscription entirely.
• Profile: one digital name card page, usually for one person or role.
• Card widget: a content block on a profile, such as a link, button or gallery.
• QR code: a scannable code that opens a profile or page from a phone camera.
• Short link: a brief web address that opens a profile or page, used in messages and bios.
• Card scan: a counted opening of a card, listed per plan as an allowance.
• In circulation: printed, sent or posted somewhere you can no longer easily change.
• Inventory: your written list of profiles, codes, links and cards, kept before any plan change.