The two models
Clinic & Hospital — seats are billed
Your plan sets a maximum, not an included allowance. Every billable seat is charged monthly from the very first one. 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
The cap
Uncapped does not mean free. Team and Enterprise still charge for every billable seat — they just do not stop you adding another.
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
What a seat costs
Indicative, in US dollars, per clinician per month:
Monthly and yearly billing are both available. Treat these as indicative — the plan page carries the current pricing, and your own rate is shown on the Staff Members card as, for example, “3 of 5 seats used · $40/mo per seat”.
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.
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
Remove the person from Settings → Staff & Teams → the row menu → Remove Staff. You get “Staff member removed successfully” and the seat is returned. On Clinic & Hospital the recurring charge stops with it. 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.Related
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.