Seats, and what happens when you run out

Every active staff member holds one. How to free one up, or buy more.

Who can use it: Clinic admins
Plans: Paid plans
Where: Account SettingsStaff

Every staff member who can sign in and see clients holds one seat, held while they are Active.

When there are none left

Inviting a staff member, or activating one, stops and tells you:

You do not have enough seats to do this. You can either remove a seat from another member or add more seats.

Add seat on that message does not buy anything. It takes you to Subscriptions, which is where the number is actually changed.

Buying more

The top of the Subscriptions page. A line reads zero seats available and five seats total. Below it, a card headed Subscription for the clinic shows five seats, the next bill date and the monthly price, with Monthly Subscription on the right and a full width Manage Seats button across the bottom. — Seats are bought here. The count at the top is what the staff page is reading from.

Seats are bought here. The count at the top is what the staff page is reading from.

Manage Seats is the button that changes how many seats you have. Open Account Settings › Subscriptions to reach it.

Select Manage Seats.
Set Total Seats under New Quantity to the number you want in total, not the number you are adding.
Check New Total and Prorated Amount Due.
Select Pay $16.97, which names the amount.

The Subscriptions page greyed out behind a two column dialog. Behind it the settings menu runs down the left and the page reads zero seats available and five seats total. The left column of the dialog, headed Current Quantity, shows the price per seat per month, Billed Monthly, Total Seats five, a Total of one hundred and forty nine dollars seventy five, the card on file and a link offering twenty percent off for annual billing. The right column, headed New Quantity, has a stepper set to six with minus and plus buttons, a discount code box with an Apply button, then Discount, New Total of one hundred and seventy nine dollars seventy, and Prorated Amount Due of sixteen dollars ninety seven in bold. Below that a line explains the prorated amount is charged immediately, the renewal date, a Cancel button and a Pay sixteen dollars ninety seven button. — Manage Seats opens over the Subscriptions page, going from five seats to six. The left column is what you have now, the right is what you are changing it to, and the bold Prorated Amount Due is what leaves your card today.

Manage Seats opens over the Subscriptions page, going from five seats to six. The left column is what you have now, the right is what you are changing it to, and the bold Prorated Amount Due is what leaves your card today.

The number in the stepper is the total, so one more person means six rather than one. The two figures underneath are different things and both matter:

New Total is your new monthly bill from the next cycle on.
Prorated Amount Due is charged now, and covers only the days left before your renewal date. It is smaller than a full month because you are buying part of one.

Prorated amount will be charged immediately, and your new total will take effect on your next billing cycle.

Removing seats works the other way and is not a refund: The prorated amount will be credited to balance in the next billing cycle.

Free one up instead

Deactivating a staff member releases their seat. You are asked first: Deactivate and unseat Anthony Keene?

Bringing them back asks the same way: Activate and assign seat to Anthony Keene?

Deactivating keeps the account and its history. It is the right move for a staff member on leave, and for somebody who has left it keeps their past sessions attributable.