Seats and billing for teams

What it is

A seat is a place in your workspace. Your plan includes a number of them, and three things consume one:

1. You, the owner. You always occupy a seat, even in a workspace with no members at all.
2. Every member who has accepted. Regardless of role — a Viewer costs exactly the same seat as an Admin.
3. Every invitation still pending. An invitation you sent last month and forgot about is holding a seat as if the person had joined.

That third one is the rule that surprises people, and it is deliberate: without it, an owner could send unlimited invitations and blow past the cap the moment several were accepted at once.

Seats are not a separate product you buy. They come with the plan, so more seats means a different plan.

When you would use it

• Invite member is blocked and you want to know why.
• You are choosing a plan and need to know how many people it covers.
• Someone accepted an invitation and got an "account full" error.
• You are wondering whether a pending invitation is really costing you a seat. It is.

Where to find it

The meter lives on Dashboard → Settings → Members, at the top of the page, labelled Team seats.

Plan changes live on Dashboard → Settings → Billing, and the public comparison is at Pricing. Both are owner-only.

Steps

1. Open Dashboard → Settings → Members in the workspace you own.
2. Read the Team seats meter. It shows used against included — for example, three of five. Unlimited plans say so instead of showing a number.
3. Count what you expect: yourself, plus each accepted member, plus each row under Pending invitations. That total is the "used" figure.
4. If you are full and some pending invitations will never be accepted, revoke them. Each one frees a seat immediately.
5. If everybody on the list genuinely belongs there, the owner opens Settings → Billing and moves to a plan with more seats.
6. Return to Settings → Members and send the invitation again.

What you will see

The meter reads used of included, with a hint spelling out that seats cover the owner, every member, and pending invitations.

When you have no room left, the Invite member drawer opens on a No team seats left notice with a View plans button instead of the invitation form. It is not an error — it is the seat cap doing its job.

How much does a seat cost?

There is no separate seat price. Seats are bundled into each plan alongside chatbots, message credits, and knowledge capacity, so "buying a seat" means moving up a plan.

Deliberately, this page does not print how many seats each plan includes or what each plan costs. Those figures are published live on Pricing and inside Settings → Billing, and any number written here would eventually be wrong. Check the live pages — they are always right, and this article never will be.

What is worth knowing about the shape of it:

• The entry-level and free tiers can include only the owner's own seat, which means no invitations at all until you upgrade.
• Paid plans step up in seats along with everything else. Going up for seats also raises your chatbot count, message credits, and knowledge capacity.
• Some plans have unlimited seats. Where that applies, the meter says Unlimited rather than showing a number.

Add-ons do not add seats

Extra chatbots and extra knowledge capacity are separate add-ons you can buy on top of a plan. Neither of them adds a seat. See Extra chatbots and knowledge.

If you need more people, the plan itself has to change. See Plans and what you get.

Being a member costs you nothing

Joining somebody else's workspace does not use a seat in your own. Seats are counted per workspace and charged to that workspace's owner.

An agency consultant who owns a small workspace and is a member of ten client workspaces occupies one seat of their own and ten seats belonging to their clients. Their own bill is unaffected by the client work.

What happens if you downgrade

Nothing is removed automatically. Members are not kicked out and invitations are not cancelled when a smaller plan takes effect.

What changes is what happens next. The seat cap is checked again at two moments:

• When you send an invitation. Over the cap, and the invitation is refused with a seat-limit message.
• When somebody accepts one. An invitation sent before the downgrade can still be sitting in an inbox. If accepting it would take you past the new cap, acceptance fails with an "account full" message. The invitation stays pending — it is not destroyed — so it works as soon as you free a seat or upgrade again.

If you are downgrading on purpose, tidy up first: remove members you no longer need and revoke stale invitations, so nobody hits a confusing wall days later.

Limits and plan notes

• Seats count the owner plus members plus pending invitations, on every plan.
• Every role costs one seat. There is no cheaper read-only seat.
• Only the owner can change the plan. Admins cannot, whatever else they are allowed to do. See Why Billing is owner-only.
• Separately from the plan cap, a single workspace can hold at most 20 pending invitations at a time. On a large plan you will hit that ceiling before the seat cap if you send invitations in bulk.
• Removing a member or revoking an invitation frees the seat immediately — no waiting period, no billing cycle to sit through.

Common problems

Invite says the seat limit is reached, but I only have two members.

Count the pending invitations too. They are on the same page, just below the members table, and each one holds a seat. Revoking the ones nobody will accept is usually the whole fix.

I upgraded but Invite is still locked.

Refresh the Members page so the new entitlement is read. Then confirm you are in the workspace you own rather than a client's — the sidebar shows an Acting in {account} line when you are somewhere else.

A teammate accepted and got "account full".

You downgraded, or somebody else accepted first and took the last seat. Free a seat or upgrade; their invitation is still pending and will work afterwards without being re-sent.

Can I buy one extra seat without changing plan?

No. Seats come with the plan. The extra-chatbot and extra-knowledge add-ons do not include seats.

Does a Viewer really cost a full seat?

Yes. Seats count people, not capability.

Can I create a second workspace to get more free seats?

You can create a second login, but it is a genuinely separate workspace: separate chatbots, separate knowledge, separate credits, separate bill, and no shared view. Splitting one team across two workspaces costs more time than the seat was worth.

Does removing somebody give me the seat back straight away?

Yes, immediately. Same for revoking a pending invitation.

Do seats have anything to do with message credits?

No. Seats limit how many people can sign in and work. Credits are spent when a chatbot answers a visitor. A workspace can run out of one while having plenty of the other.