Members and seats

Workover Essentials is billed per seat, per workspace. This page lists exactly who occupies a paid seat, who does not, and when a change to the seat count is charged. Use it to answer “why am I paying for this person?”

To see your current seats, open the workspace switcher, choose Workspace settings, then the Plan & billing tab. The Billable members list shows each person who occupies a seat once, with a pill that says how: their workspace role, or Project access if they are only on a project.

If you are unsure of the difference between a workspace and a project, read Core concepts first.

Who occupies a seat

A seat belongs to a distinct person. Someone who qualifies in more than one way is still billed once.

Who	Occupies a seat
Workspace member with the Owner, Admin or Member role	Yes
Project collaborator: anyone added to any project in the workspace, whether or not they are a workspace member	Yes
Guest: someone given access to a single document by sharing it, without being added to its project	No
Link viewer: someone who opens a document through an “anyone with the link” link	No
Pending invitation that has not been accepted	No

Things that surprise people:

• Project access alone costs a seat. Adding someone to a project occupies a seat whatever their role on that project. The boundary is project access, not workspace membership.
• You cannot make someone a Guest by hand. When you invite people to the workspace you choose Member or Admin. People become guests only by being shared a single document. If a guest is later added to that document’s project, or to the workspace, they occupy a seat from then on.
• Removing someone from the workspace does not remove them from its projects. If they are still on a project, they still occupy a seat. Remove them from each project too.
• The count never drops below 1, even in a workspace with nobody who qualifies.

When seat changes are charged

Change	What happens to the bill
Seat count goes up	The added seats are invoiced and charged straight away, prorated for the rest of the billing period. During a free trial nothing is charged.
Seat count goes down	The removed seats are credited against your next invoice. There is no immediate refund.
Count is unchanged	Nothing happens and no proration is created.
No plan started yet	Nothing is charged. When you start a plan, it begins with the seat count at that moment.

Because each increase is charged when it happens, adding people mid-cycle produces its own small invoice, separate from your renewal invoice.

How quickly the count updates

What changed	When the seat count updates
Someone is added to or removed from a project	Immediately
Someone is removed from the workspace	Immediately
Someone accepts a workspace invitation, or a guest is given a workspace role	Within the hour

Every workspace with a subscription, including one on a free trial or with a failed payment, is also re-checked once an hour. That hourly check catches anything an earlier update missed, and needs no action from you.

Related

• Plans and pricing
• Inviting your team
• Roles and permissions
• How to download invoices and set your billing details