Licences and seats
The owner buys licences and shares them across the team. Every role needs one to be invited. Available = purchased − assigned − pending.
Licences are per person, per role. The owner buys them on the Billing page, and those seats are shared out across the team — each person you invite takes one for their role.
Which roles need one
Owner, Manager and Inspector each take a licence when you invite them.
Customer seats are free — invite as many read-only customers as you need; they never appear on your invoice.
How seats are counted
what you purchased − people already assigned − invitations still pending
That last term is the one that catches owners out. A pending invitation holds its seat until it is accepted or expires, so you can count fewer people than licences and still be told there is no room. Cancel the stale invitation to release the seat.
The Owner Licence gates everything
Without an active Owner Licence, the whole organisation loses access — not just the owner. An active subscription on its own is not enough; the Owner Licence has to be there too.
If everyone is suddenly locked out and billing looks paid, this is the first thing to check. See Why am I locked out?.
Freeing one up
Removing someone releases their seat immediately for reuse.
Releasing a seat is not the same as reducing what you pay for. If someone has left for good and you do not need the seat, reduce the quantity on the Billing page — otherwise it sits there, paid for and empty.
Who can buy them
The owner, and only the owner.
Still stuck? Open the support assistant in the bottom-right corner and we'll take it from there.