Seat-Based Billing
This guide explains our seat-based billing model, how subscription changes are managed, and the specific rules that apply to different plans.
What is a User Seat?
Instead of paying for specific individuals, your subscription is based on the number of user seats you purchase. A seat is a spot in your account that a user can occupy. You are billed for the total number of seats you have, regardless of whether they are filled.
- Occupied Seats: A seat is considered occupied by any user who is active, has been invited to join your workspace, or was converted from an external user into a regular team member.
- Flexibility: If an employee leaves, you can free up their seat by deactivating, archiving, or deleting their account. You can then invite a new user to fill that same seat without any changes to your billing.
Managing Your Billing and Subscription
You can adjust your plan and seat count at any time from your subscription settings. All payments, prorated calculations, and invoicing are handled by our payment partner, Paddle.
Adding Seats
You can add more seats whenever you need them. The change is effective immediately.
✅ You will be charged a prorated amount for the new seat(s) to cover the remainder of your current billing period.
✅ Your next renewal invoice will reflect the new total number of seats.
Removing Seats
You can reduce your seat count if your team size changes. The change takes effect immediately.
Important: You cannot reduce your seat count to a number lower than your current number of active and invited users. For example, if you have 8 users, you can only reduce your seat count to a minimum of 8.
We do not issue refunds for removed seats. Instead, a prorated credit for the unused time is generated. This credit is automatically applied to your future invoices.
Changing Your Subscription Plan
Upgrading Your Plan
When you upgrade to a higher-tier plan, the change is applied immediately. You will be charged a prorated amount for the difference in cost for the rest of your current billing period.
Downgrading Your Plan
If you are within the new plan’s limits: The downgrade will take effect immediately. A prorated credit for the price difference will be applied to your account to be used for future payments.
If your usage exceeds the new plan’s limits: The downgrade cannot be processed automatically. The system will require you to reduce your usage to meet the new plan's quotas before you can complete the change.
Changing Your Billing Cycle
- From Monthly to Annual: This change takes effect immediately. You will be billed a prorated amount for the new annual subscription.
- From Annual to Monthly: This change is also effective immediately. The remaining value from your annual plan is converted into account credit, which will be used to cover your upcoming monthly payments until it runs out.
If your subscription was started on one of our previous pricing plans, you will not be able to switch to the new plans automatically through your subscription settings. However, migration to a new plan is possible. To make the switch, please contact our support team.
Plan-Specific Billing Rules
Different subscription plans have unique rules for managing seats:
- Trial Plan: Your trial includes all the features of the Advanced plan but is limited to a maximum of 2 user seats.
- Free Plan: This plan includes a fixed number of 2 user seats. You cannot add or remove seats. To get more seats, you must upgrade to a paid plan.
- Essential Plan: You can have up to 20 user seats.
- Advanced Plan: You can have up to 40 user seats.
- Ultimate Plan: This plan is for teams with 40+ users and operates on a custom basis. On this plan, you will not have options to manage the seat count, change your plan, or select a billing cycle directly from the subscription page.
Canceling Your Subscription
You can cancel your subscription at any time. The cancellation is managed through our payment partner, Paddle.
Your subscription will remain active and fully functional until the end of your current paid billing period, after which it will not renew.
While a cancellation is pending, you cannot make changes to your plan, such as adding or removing seats.
If you have any issues or concerns, please contact our customer support via in-app chat or email us at [email protected]
