Agency seats
How seats are counted, reserved, and billed.
Agency is billed per seat. A seat is one person in your workspace.
Who takes a seat
Every live workspace role does:
- Owner: one seat
- Admin: one seat
- VA / Team Member: one seat
Reserved vs billed
Two numbers, and they are deliberately different.
Reserved: accepted members plus pending invitations. This is what your seat limit is checked against, so you cannot send twenty invitations against five seats and discover the problem when people start accepting.
Billed: accepted members only. An invitation that was mistyped, ignored, or expired never costs anything.
Cancelling a pending invitation releases its reserved seat immediately. See Invite and manage members.
Check your seat usage
Go to Settings → Subscription. It shows how many seats you hold and how many are in use.
The workspace page header also shows the current member count.
Add seats
- Go to Settings → Subscription.
- Change the seat quantity to what you need.
- Confirm the change.
Your subscription is updated and billing adjusts on your next invoice. The new seats are available straight away.
Reduce seats
- Remove the members you no longer need. See
- Go to Settings → Subscription.
- Lower the seat quantity.
What happens when you run out
Inviting someone with no free seat fails and tells you so, with the option to add seats. Nothing is silently over-committed.
What happens to a removed member
- Their seat is freed for someone else.
- Their sponsored Pro ends, and their personal
account returns to whatever they pay for themselves.
- Their tasks, comments, and tracked hours stay in the workspace.
- Recurring series assigned to them are kept and can be reassigned.
During the beta
While VA To-Do is in closed beta, agency workspaces may be granted free unlimited seats. If that applies to your workspace, Settings → Subscription says so and the seat purchase controls are replaced by a beta notice. Real membership is still counted throughout, so the number is accurate the moment billing switches on.