Seats and billing for team roles
Seats and billing for team roles
Your plan includes a number of seats — the billable slots for team members in your organization. This article covers which roles use a seat, which don’t, and what happens when you hit the limit.
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? |
|---|---|
| Owner | Yes |
| Admin | Yes |
| Program Admin | Yes |
| Program Facilitator | Yes |
| Program Sponsor | Yes |
| Participant | No |
| Implementation Admin | No |
Five seat-consuming roles, two free roles. Participants and Implementation Admins can grow as much as you need without touching your plan.
Why these five
The seat-consuming roles are the ones that run programs — they author content, manage members, broadcast notifications, see reports. The two free roles are special cases:
- Participants are the end-users you’re serving. Charging per Participant would cap your business, so they don’t.
- Implementation Admins are time-limited assistants — typically upcoach staff helping you set up. They expire automatically and don’t count against your plan.
Where to see your seat usage
Open Admin Area > Users. At the bottom of the table, a counter shows [X] / [Y] seats used. The number on the left is users in seat-consuming roles right now. The number on the right is your plan’s limit.
If you’re at or over the limit, you’ll see a warning on the same footer with a link to upgrade.
What “boundary crossing” means
The seat count only changes when a user crosses into or out of the seat-consuming set. Most role changes don’t move the count:
- Adding a Participant role to someone who’s already a Facilitator elsewhere → no change (they were already counted)
- Promoting a Participant to Facilitator → +1 seat (they crossed the boundary)
- Removing the last Facilitator/Program Admin/Sponsor/Admin role from someone, leaving them only as a Participant → −1 seat (they crossed back out)
- Deactivating a user with seat-consuming roles → −1 seat (their assignments are paused)
What happens at the seat limit
When you try to invite, add to a space, or change a role in a way that would push you past your seat limit, upcoach blocks the action 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.
The message appears wherever the action was tried — the invite modal, the Users table, or the Members section of a program. A link takes you straight to Admin Area > Billing.
The block fires whether you’re inviting one user or twenty in a single batch. If even one of the people in a batch would push you over, the whole batch is rejected with the same message.
How to free a seat
Three options, ranked by reversibility:
- Remove a seat-consuming role from someone who has another non-seat role. If a user has both Facilitator and Participant assignments, removing the Facilitator role keeps them as a Participant — they keep their progress but stop using a seat.
- Deactivate a team member. Their data stays, no programs are deleted, and you can reactivate them later (subject to seats available at that time). Their seat is freed immediately.
- Delete a team member. Permanent and not reversible — their account data is removed.
For details on each option, see Manage your subscription and billing.
Upgrading your seat count
To buy more seats:
- Open Admin Area > Billing
- Click Contact Support below your payment method
Or add the Additional admin seat addon to your plan — it tops up your seat allowance without changing your plan tier.
Existing customers who used to pay for a separate “client cap” no longer have one — Participants are unlimited on every plan. If you had a numeric client cap before, it’s been removed at no extra charge.