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TeamBusinessEnterprise

Seat management

Seats on PulsVault Team, Business and Enterprise plans — see who holds each seat, buy seats before you invite, what you are charged now and on your next invoice, and how to remove seats nobody uses.

Team Business Enterprise

A seat is one person's place on your organization's plan. Team, Business, and Enterprise plans are priced per seat, and they all work the same way: you buy a seat, then you invite someone into it. An invitation never charges you by itself — it can only use a seat you have already paid for.

Two numbers matter, and the Seats card under Billing → Overview shows both, together with the price per seat and your estimated next invoice:

  • Paid seats — how many seats you have bought. This is the most people (members plus invitations waiting to be accepted) your organization can hold.
  • Seats in use — everyone who holds a seat: you, every member (a suspended member keeps their seat), and every invitation that has been sent but not yet accepted or expired.

When every paid seat is in use, the next invitation needs a new seat first.

Manage seats#

Select Manage seats on the Seats card to open a side panel with everything about your seats in one place:

  • The numbers — paid seats, members (and how many are suspended), pending invitations, and free seats.
  • Add seats or Remove unused seats — see the two sections below.
  • Who is using seats — every member and pending invitation, with their status and since when. Search by name or email. If you also manage members, select a member to open their details.
  • Next invoice — what your next invoice will charge and when, line by line, with links to past invoices and your payment method.

Anyone who can read your organization's billing can open it. Buying and removing seats needs permission to manage the subscription; without it, the panel shows the numbers and the invoice but no buy or remove action.

Plan Seats
Team 2 to 10
Business 3 to 500
Enterprise As agreed in your contract

The lower number is the plan's minimum: Team always bills at least 2 seats, Business at least 3. The higher number is the ceiling — how many seats you can buy on that plan.

Family accounts use members, not seats

The Family plan has a member limit (up to 6) at one flat price — see family members. Nothing on this page applies to it.

During your free trial#

Seats are free while you trial a Team or Business plan. Invite up to your plan's maximum; when you subscribe, checkout bills one seat for each person in your organization at that moment (never fewer than the plan's minimum).

Anyone you invite while checkout is still open is not charged automatically — nobody saw a price for them. They keep their access, and the seat card says how many people hold seats that are not paid for yet. Buy those seats before inviting anyone else.

Buying seats#

You can buy seats ahead of time — say you know five people start next week — or right where you need one: when you add a member and every paid seat is in use, the Add a member panel offers Buy seat & send invite in place of Add member. One action buys the seat and, once it is paid, sends the invitation. Add several members does the same for a whole list: Buy N seats & send N invites.

Either way, a confirmation opens before anything is charged. It shows the seats you are adding, the prorated amount, the tax, the total charged now, what your renewals cost afterwards, and the card that will be charged. Nothing happens until you select Pay.

To buy seats ahead of time:

  1. Open Billing → Overview and select Manage seats.
  2. Under Add seats, enter how many seats to add. The price appears as you type: the prorated amount, the tax on it, and the total charged now — then your estimated next invoice with the new seat count.
  3. Select Buy N seats, check the confirmation, and select Pay. The total is charged on the payment method saved for your subscription, and the seats are yours as soon as the payment succeeds.
  4. Select Invite people to add someone into a seat you just bought.
The price you see is the price you pay

The total is everything on the invoice the purchase creates. If your account owes a balance or has other pending charges, they are on that invoice too, and the confirmation shows them on their own line. If anything changes between the price you saw and your confirmation — the seat price, the tax, a balance, or a colleague buying seats at the same moment — nothing is charged and you're shown the new price to confirm instead. Plan upgrades follow the same rule.

What you pay

A seat bought mid-period costs only the part of the period that is left — buying one seat halfway through a monthly period costs about half a month. From the next renewal on, every paid seat is billed at the full price.

During a trial with a card on file

Seats you buy while the trial runs cost nothing until it ends; the first invoice then bills every paid seat.

When your bank asks you to confirm, or the card is declined#

Some banks ask you to confirm a payment (3-D Secure), and sometimes a card is declined. In both cases no seat is added yet — the purchase waits for its payment:

  1. The confirmation tells you what happened — for a declined card, the reason your bank gave.
  2. Select Continue on Stripe. Stripe's secure payment page opens in a new tab, where you confirm with your bank or pay with another card.
  3. Come back to PulsVault. The confirmation updates on its own once the payment succeeds, and the invitation you were sending goes out.

You can also select Later and finish from Add a member or Manage seats — a purchase waiting for payment is shown there with Finish payment. While it waits, no other seat can be bought. Cancel purchase drops it, and nothing is charged.

An unpaid purchase is cancelled automatically

A purchase that is not paid within 23 hours (sooner if your renewal or trial end comes first) is cancelled with no charge, and no seat is added.

Buying seats needs permission to manage your organization's subscription. A colleague who can add members but not manage billing is told, when the invitation is refused, that every paid seat is in use — a billing admin buys the seat, then the invitation goes through.

Each plan has a ceiling — Team stops at 10 seats and Business at 500. To go past 10, move to Business under Billing → Subscription; past 500, contact us about Enterprise. On Enterprise the ceiling is in your contract; your account manager raises it.

Freeing up a seat#

Removing a member or revoking an invitation that was never accepted frees a seat but does not refund it. The seat stays paid until you remove it, so the next person you invite takes it at no extra cost.

Removing seats nobody uses#

In Manage seats, choose Remove unused seats, enter how many seats to keep, and select Remove. This lowers how many seats you pay for:

  • The seats are removed straight away, so you can invite fewer people from that moment.
  • Your next invoice bills the lower number. There is no refund or credit for what is left of the current period — remove seats close to your renewal date if you want to use what you paid for.
  • You can't go below the number of seats in use, or below your plan's minimum. Remove members or revoke invitations first.

Adding several people at once#

When you add several people in one go, the whole list has to fit in your free seats. If it doesn't, nobody is added — the panel tells you how many seats you need and how many are free, so you can buy the difference or shorten the list. Resending an invitation that is already pending never needs a new seat; it already holds one.

Enterprise contracts#

An Enterprise contract is paid before it is used, like every other plan. Your billing admin opens Billing → Overview and selects Activate contract to pay the first period for the seats your contract commits to; until then nobody can be invited. From then on seats are bought and removed exactly as on Team and Business, at your contract's per-seat price, up to the ceiling your contract sets.

How payment is handled#

Seat payments are charged to the payment method on your subscription. When there is none, or your bank asks to confirm, or the card is declined, you pay on Stripe's secure page instead — with any card. Every payment appears on your invoices (Billing → Invoices). Payments are processed by Stripe in PCI-compliant hosted forms.

Card details never touch PulsVault

Your full card number is never handled by or stored in PulsVault. See Billing settings.

Troubleshooting#

Symptom Cause & fix
Add member is replaced by Buy seat & send invite Every paid seat is in use. Buy a seat, or free one by removing a member or revoking an unaccepted invitation.
Finish payment & send invite instead of a price A seat purchase is waiting for payment — your bank asked to confirm it, or the card was declined. Finish it on Stripe's page, or cancel it.
"A seat purchase is waiting for payment." The same, reported when you tried to buy or remove seats. Finish or cancel the waiting purchase first.
"All paid seats are in use. Buy a seat to invite someone." The same, reported when the invitation was sent. Buy a seat and send it again.
"The payment was declined" Nothing was added. The reason your bank gave is shown. Select Continue on Stripe to pay with another card, or Cancel purchase.
Seats in use is higher than the people who have joined It counts you, every member, and every invitation that has been sent but not yet accepted.
I removed a member but my next invoice did not go down Removing a member frees the seat but keeps it paid. Use Remove unused seats to bill fewer.
Can't buy more seats on Team Team stops at 10 seats. Move to Business under Billing → Subscription.
Can't buy more seats on Business Business stops at 500 seats. Contact us about Enterprise, where the ceiling is set in your contract.
Can't move from Business to Team You pay for more seats than Team includes. Use Remove unused seats first.
"The price changed from … to … since your quote." The seat price, tax, or seat count changed before you confirmed. Nothing was charged — check the new price and select Pay again.
"These invitations need N seats and M are free." A list of people doesn't fit in your free seats, so nobody was added. Buy the missing seats or shorten the list.
Manage seats shows no buy button You can see billing but not manage the subscription. Ask whoever manages it to buy the seats.
"We couldn't check your seats" in Add a member The seat count didn't load, so nothing can be sent yet. Select Retry seat check.
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