Seats and billing for team roles
Your plan has two separate limits: seats for the team members who run your programs, and an active participant limit for the people going through them. Participants never use a seat, but each plan includes a set number of active participants.
The one rule that matters
One person equals one seat, regardless of how many roles they hold.
If the same user is an Admin at the organization level and a Program Facilitator in three programs and a Participant in two other programs, they still only count as one seat.
Which roles use a seat
| Role | Uses a seat? | Counts toward active participants? |
|---|---|---|
| Owner | Yes | No |
| Admin | Yes | No |
| Program Admin | Yes | No |
| Program Facilitator | Yes | No |
| Program Sponsor | Yes | No |
| Reporting Sponsor | Yes | No |
| Participant | No | Yes |
| Implementation Admin | No | No |
- Participants are the people going through your programs. They don’t use a seat, but each plan includes a set number of active participants. Team members who already use a seat aren’t counted again as participants.
- Implementation Admins are time-limited assistants, typically upcoach staff helping you set up. They expire automatically and don’t count against either limit.
Limits by plan
| Plan | Active participants included | Seats included |
|---|---|---|
| Starter | 25 | 1 |
| Pro | 100 | 2 |
| Business | 250 | 5 |
| Scale | 500 | 10 |
If you’re on an older plan, your plan’s own limits still apply. You can see them in Admin Area.
Need more? On Business and Scale you can add participants in blocks of 100 (Additional 100 Participants add-on) and add extra seats (Additional Admin Seat add-on) without changing plan. On Starter and Pro, upgrade your plan to get more.
Where to see your seat usage
Open Admin Area > Users. At the bottom of the table, a counter shows [X] / [Y] seats used. If your plan lets you buy more seats, the Owner sees an Add seats link next to it that opens Admin Area > Billing. On plans where seats can’t be bought from Billing, it says “To add a coach, use Invite” while you still have free seats.
What “boundary crossing” means
The seat count only changes when a user crosses into or out of the seat-consuming set:
- Adding a Participant role to someone who’s already a Facilitator elsewhere → no seat change
- Promoting a Participant to Facilitator → +1 seat
- Removing the last Facilitator/Program Admin/Sponsor/Admin role from someone, leaving them only as a Participant → −1 seat
- Deactivating a user with seat-consuming roles → −1 seat
What happens at a limit
Seats. If an invite, a program assignment or a role change would push you past your seat limit, upcoach blocks it and shows a message like:
No seats available. You’re using all [X] of your [X] seats. Upgrade your plan or remove a team member to free a seat.
Participants. If adding or reactivating participants would push you past your limit, upcoach blocks it and shows:
Your current plan allows up to [X] active participants.
Existing participants keep full access. The owner can upgrade from the same prompt (or, on older plans, contact Support).
Either block applies to a whole batch: if even one new person in a batch would push you over, the whole batch is rejected. A list can still reach the seat limit partway, for example when it gives a seat-using role to people already in your organization. The people invited before that point stay invited, and upcoach names them. The invite dialog keeps only the people not invited yet, ready to send once you have a free seat.
How to free a seat or a participant slot
- Remove a seat-consuming role from someone who has another role. If a user has both Facilitator and Participant assignments, removing Facilitator keeps them as a Participant and frees the seat.
- Deactivate a user. Deactivated users don’t count toward seats or active participants. Their data stays, and you can reactivate them later if you have room at that time.
- Delete a user. Permanent and not reversible.
See Manage your subscription and billing.
Increasing your limits
- Open Admin Area > Billing.
- Upgrade your plan, or on Business and Scale add the Additional Admin Seat or Additional 100 Participants add-on.
Coming from upcoach v2? Your participant limit starts at no less than the number of active participants you already have, so nobody loses access and you aren’t blocked on arrival. To add participants beyond that, upgrade or add capacity.