Skip to main content
A seat is one staff account in one workspace. Two editions handle seats in completely different ways, and assuming the wrong one is the single most common billing surprise in the product.

​
The two models

Clinic & Hospital — a few seats are included, then billed

Essential and Team each include a number of seats in the base price. Once you pass that number, every extra billable seat is charged monthly. Three roles are free and count toward nothing.

Pharmacy and Diagnostics — seats are included

The seats your plan allows cost nothing extra, ever. When you reach the cap the next invitation is simply refused and you are offered the next plan up. Every account counts — there are no free roles.

​
Clinic & Hospital

​
Included seats and the cap

Free carries 2 staff seats and does not take extra seats — a third person needs Essential or above. Uncapped does not mean free. Team and Enterprise still charge for every seat beyond what is included — they just do not stop you adding another. A workspace still on the legacy Starter plan keeps Starter’s own cap; see Legacy plans.

​
The three free roles

These neither cost anything nor count toward the cap:
  • Supervisor
  • Biller — free only when that person is not also clinical
  • Scheduler — free only when that person is not also clinical
Someone who both bills and treats people is a clinician, and a clinician is a billable seat. In the invite wizard, a role that is free is badged Free on the Review step, so you can see the answer before you send.

​
What an extra seat costs

Per extra clinician per month, once the included seats are used: Monthly and yearly billing are both available. The plan page carries the current pricing, and your own rate is shown under Invite Staff on the Staff Members card — for example “4 of 5 seats used · $40/mo per seat”, where the per-seat price applies only to seats beyond your plan’s included ones.
Inviting a clinician beyond your included seats charges money immediately. The Review step tells you so: “A prorated charge will be applied immediately for the remaining time in your current billing period.” The seat is added to your recurring cost from then on. Removing the person later stops the charge; it does not refund the part-month. Inviting a clinician into one of your included seats costs nothing extra.
The Review step shows which case you are in: Included (2 of 3 included seats used) when the seat is covered by your plan, or Extra seat: $40/month (in your billing currency) when it will be charged. A workspace that subscribed on the older price list is charged for every seat after the owner’s own (the base price covers the owner), and the Review step says so with the per-seat price. If a charge fails, the new team member is not added. Inviting someone who is already on your team adds nothing and is not charged.

​
Seat checkout, and when it does not finish

On Clinic & Hospital, sending an invitation that needs a billable seat sends you to a checkout. If that checkout is abandoned or the card is refused, the invite does not vanish — it waits. The card explains itself: “Staff invites awaiting seat payment via Stripe Checkout. Use Retry to generate a new payment link or Cancel to discard.” Each row shows Name, Email, Role, Created and Expires.
1

Select Retry Payment to finish it

The button shows Redirecting… and takes you to a fresh payment link. Pay, and the invitation is sent.
2

Or cancel it

The cancel icon in the same row discards the pending invite. You get “Pending invite cancelled”. Nothing was charged and no account was created.
A pending seat payment has an expiry. Left alone past it, the link stops working and you invite the person again from scratch.

​
Pharmacy and Diagnostics

Nothing is ever billed per seat. Your plan includes a number of accounts, the Staff Members card counts them for you, and every account counts — a cashier, a phlebotomist and a manager all take one seat each. When you are full, the card says so plainly: “You’ve used all 5 seats on your plan.” alongside Upgrade to Business to add more team members, or add a +5 staff pack. and a View plans button. The invitation is refused rather than charged — there is no surprise on your card, but there is a wall.

​
Freeing a seat

Deactivate the person from Settings → Staff & Teams → the row menu → Deactivate, then confirm. You get “Staff member deactivated” and the seat is returned. On Clinic & Hospital the recurring charge stops with it. A deactivated person no longer counts toward your seats, and their name stays on the work they did. If you invite them again, they take a seat again. Cancelling a pending invitation also frees whatever it was holding — that is the Pending Invitations card, separate from Pending Seat Payments.

​
When the subscription lapses

A workspace whose subscription is not active or trialing is treated as being on Free, and that includes its seat allowance. Inviting someone while payment is overdue produces an upgrade prompt reading “Your subscription payment is past due. Please update your payment method to restore your plan’s staff capacity.” with a Fix Payment button. See Plans and what they include.

Invite someone to your team

The five-step invitation, from profile to sending.

Roles

Which role to give someone — including the ones that cost nothing.

Change your plan

Raise the cap, or move to an uncapped plan.

Your subscription invoices

Where the seat charges appear.

Legacy plans

Seat rules for a workspace still on Starter or an older price.