Managing Seats and User Licenses

On paid plans, Loomstack bills per seat — one seat for each member who can log in and edit. This guide explains how seats are counted, how to add and free them, and how to keep your seat count matched to your actual team.

What Counts as a Seat

• Admins, Project Leads, and Members each occupy one paid seat
• Guests (read-only with commenting) are free and unlimited on Pro and Enterprise
• Pending invites do not use a seat until the person accepts

Your current usage is always visible at Settings > Billing > Seats, shown as “23 of 25 seats used.”

Adding Seats

Seats are added automatically or manually, depending on your preference:

1. Go to Settings > Billing > Seats
2. Choose a seat mode:
   • Auto-expand (default) - Inviting a member beyond your seat count adds a seat and prorates the charge automatically
   • Fixed - Invites beyond the limit are blocked until an Admin adds seats manually
3. To add manually, click + Add Seats, enter a quantity, and confirm

Fixed mode is recommended for teams with procurement approval processes, since it prevents surprise charges.

How Seat Proration Works

• Adding a seat mid-cycle charges only the remaining days of the cycle
• Removing a seat mid-cycle issues a credit on your next invoice
• Annual plans prorate the same way, against the remaining months

Every seat change appears as its own line item on your next invoice, so finance can trace each charge.

Freeing Up a Seat

When someone leaves your team:

1. Go to Settings > Team Members
2. Click the member’s name and select Remove from Workspace
3. Choose what happens to their work:
   • Reassign tasks to another member (recommended)
   • Unassign tasks, leaving them open for triage
4. The seat is freed immediately and credited on your next invoice

Removed members’ comments and activity history are preserved and attributed to “Former member” for context.

Converting a Member to a Guest

If someone only needs visibility — a stakeholder or client — convert them instead of removing them:

1. Go to Settings > Team Members
2. Click the member’s name and change their role to Guest
3. Their seat is freed, but they keep read and comment access to their projects

Finding Inactive Seats

Audit your seats quarterly to avoid paying for unused licenses:

1. Go to Settings > Team Members
2. Sort by the Last Active column
3. Anyone inactive for 60+ days is flagged with a gray badge
4. Convert inactive users to Guests or remove them to free their seats

Enterprise workspaces can automate this with Settings > Security > Auto-deactivate rules.

Summary

Seats are only used by editing roles — Guests are free. Use Fixed seat mode if you need spending control, reassign work when removing people, and run a quarterly Last Active audit so every seat you pay for is one your team actually uses.