# Managing Seats (https://yapl.app/en/docs/user-guides/billing/managing-seats)

# 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

| Type | Description |
|------|-------------|
| Included seats | Part of your plan |
| Additional seats | Extra purchased seats |
| Occupied seats | Currently used |
| Available seats | Empty, ready to fill |

## Seats by Plan

### Trial

| Aspect | Details |
|--------|---------|
| Seats | 10 (included) |
| Additional | Not available during trial |
| Duration | 14 days |
| Use | Team collaboration testing |

### Basic

| Aspect | Details |
|--------|---------|
| Seats | 3 (fixed) |
| Additional | Not available |
| Use | Small team |

<Callout type="info">
Basic plan cannot add seats. Upgrade to Professional for larger teams.
</Callout>

### Professional

| Aspect | Details |
|--------|---------|
| Included seats | 10 |
| Additional seats | Unlimited |
| Additional cost | $6/seat/month |
| Use | Growing teams |

## 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

| Seats Added | Monthly Cost |
|-------------|--------------|
| 1 | +$6/month |
| 5 | +$30/month |
| 10 | +$60/month |

## 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

<Callout type="warn">
You cannot remove seats that are currently occupied. Remove team members first.
</Callout>

### 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:

| Concept | Description |
|---------|-------------|
| **Seat** | Slot in your subscription |
| **Member** | Person using a seat |

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

| Strategy | Benefit |
|----------|---------|
| Right-size regularly | Avoid paying for unused seats |
| Remove inactive members | Free seats for active users |
| Annual planning | Predictable costs |

### 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](/docs/user-guides/billing/subscription-plans) - Plan features
- [Team Invitations](/docs/user-guides/teams/team-invitations) - Adding members
- [Invoices](/docs/user-guides/billing/invoices) - Billing details