Managing Seats

Seats determine how many team members can access your workspace. This guide covers understanding, adding, and managing seats.

Understanding Seats

What Is a Seat?

A seat represents one workspace member slot:

• Each member occupies one seat
• Seats include owners and team members
• Empty seats can be filled anytime

Seat Allocation

Seats by Plan

Trial

Basic

Professional

Viewing Seat Information

Accessing Seat Management

1. Navigate to Settings > Subscription
2. Find Seat Management section
3. View current allocation

Seat Display

You'll see:

• Total seats available
• Included seats (from plan)
• Additional seats (purchased)
• Occupied seats (in use)

Adding Seats (Professional Only)

Prerequisites

• Professional subscription required
• Workspace owner access
• Valid payment method

Step-by-Step

1. Go to Settings > Subscription
2. Find Seat Management section
3. Click Add Seats
4. Enter number of seats to add
5. Review cost ($6/seat/month)
6. Confirm purchase

Immediate Effects

Added seats:

• Available immediately
• Charged prorated for current period
• Included in next full billing

Cost Calculation

Removing Seats

When You Can Remove

Remove seats when:

• Seat is not occupied
• Team size reduced
• Cost reduction needed

Cannot Remove If

• Seat is occupied by a member
• Would go below included seats
• Would go below occupied count

Step-by-Step

1. Go to Settings > Subscription
2. Find Seat Management
3. Click Remove Seats
4. Enter number to remove
5. Confirm removal

Effect on Billing

Removed seats:

• Take effect at next billing cycle
• No refund for current period
• Reduced future charges

Filling Seats

Inviting Members

With available seats:

1. Create or access a team
2. Send invitation
3. Member accepts
4. Seat becomes occupied

Seat Occupied When

A seat is used when:

• Invitation accepted
• Member active in workspace

Seat Freed When

A seat becomes available when:

• Member removed from all teams
• Member leaves workspace
• Account deactivated

Seat Limits Reached

What Happens

When all seats occupied:

• Cannot invite new members
• Existing members unaffected
• Must add seats or remove members

Solutions

1. Add seats (Professional) - Purchase more
2. Remove members - Free up occupied seats
3. Upgrade plan - Get more included seats

Member vs. Seat

Important distinction:

One member = one seat, regardless of:

• Number of teams they're in
• Their role (Lead, Member, Viewer)
• Their activity level

Managing Large Teams

Planning Ahead

• Estimate team size needs
• Add seats before inviting
• Budget for additional costs

Cost Optimization

Bulk Seat Changes

For large seat changes:

1. Calculate total needed
2. Add all at once
3. Invite members
4. Review periodically

Seat Management Best Practices

Regular Review

• Audit seats monthly
• Remove unused seats
• Plan for growth

Documentation

• Track why seats added/removed
• Document member assignments
• Maintain capacity records

Communication

• Notify team of seat constraints
• Plan invitations around capacity
• Communicate limit increases

Troubleshooting

Cannot Add Seats

"Feature not available"

• Requires Professional plan
• Upgrade from Basic or Trial

"Payment failed"

• Verify payment method
• Update card if needed
• Contact support

Cannot Remove Seats

"Seats are occupied"

• Remove members first
• Then remove seats

"Cannot go below included"

• Can only remove additional seats
• Included seats are part of plan

Member Cannot Join

"No seats available"

• Add more seats
• Or remove inactive members
• Check current seat count

Related Topics

• Subscription Plans - Plan features
• Team Invitations - Adding members
• Invoices - Billing details