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Seat Management

The Growth plan uses seat-based billing, where you pay per team member. This guide explains how seats work and how to manage them effectively.

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Understanding Seats

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What is a Seat?

A seat represents one team member’s access to your Porcia workspace:

One Seat = One User

Each team member requires one seat

$20 per Seat

Each seat costs $20/month

Minimum 3 Seats

Growth plan requires minimum 3 seats

Auto-Provisioning

Seats added automatically when needed

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Seat Basics

Growth Plan Pricing:
  • $20 per seat per month
  • Minimum 3 seats required ($60/month minimum)
  • Seats scale with your team
  • Prorated billing for mid-cycle changes
Example pricing:
  • 3 seats: $60/month
  • 5 seats: $100/month
  • 10 seats: $200/month
  • 20 seats: $400/month
The Starter plan has 1 seat ($15/month) and Enterprise has unlimited seats (custom pricing). Seat management only applies to the Growth plan.

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How Seats Work

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Automatic Seat Provisioning

When you invite a new team member:
1

Invite Team Member

You invite a new team member to your workspace
2

Check Available Seats

Porcia checks if you have unused seats
3

Add Seat if Needed

If all seats are used, a new seat is automatically added
4

Prorated Charge

You’re charged prorated for the remainder of your billing cycle
5

User Joins

The new team member can immediately access your workspace
Example:
  • You have 3 seats, all in use
  • You invite a 4th team member
  • A 4th seat is automatically added
  • You’re charged prorated $20 for the remainder of the month
  • Next month, you’re billed for 4 seats ($80/month)

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Manual Seat Management

You can also manually add or remove seats: Add Seats:
  1. Go to Settings → Billing → Seats
  2. Click Add Seats
  3. Enter number of seats to add
  4. Confirm and pay prorated amount
Remove Seats:
  1. Go to Settings → Billing → Seats
  2. Click Manage Seats
  3. Reduce seat count (minimum 3)
  4. Confirm change (takes effect at next renewal)
You can only remove unused seats. If all seats are in use, you must remove team members first.

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Viewing Seat Usage

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Seat Usage Dashboard

Check your current seat usage:
  1. Go to Settings → Billing
  2. View Seat Usage section
Information displayed:
  • Total seats purchased
  • Seats currently in use
  • Available (unused) seats
  • Cost per month
  • Next billing date
Example display: 
Seat Usage: 7 of 10 seats used
Available: 3 seats
Cost: $200/month
Next billing: [your next billing date]

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Seat History

View your seat usage history:
  1. Go to Settings → Billing → Seat History
  2. See timeline of seat changes:
    • When seats were added
    • When seats were removed
    • Who triggered the change
    • Cost impact

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Seat Optimization

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Right-Sizing Your Seats

Optimize your seat count to avoid paying for unused seats: Monthly review:
  1. Check seat usage in billing settings
  2. Identify unused seats
  3. Remove inactive team members
  4. Reduce seat count if needed
Optimization tips:
  • Review team membership monthly
  • Remove inactive users promptly
  • Use guest access for occasional users (coming soon)
  • Plan seat additions before inviting

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Identifying Unused Seats

Find team members who aren’t using their seats:
  1. Go to Settings → Team
  2. Sort by Last Active
  3. Identify members inactive for 30+ days
  4. Consider removing inactive members
Common reasons for unused seats:
  • Employee left company
  • Role changed (no longer needs access)
  • Trial user never activated
  • Duplicate account

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Cost Savings

Example (illustrative):
  • 10 seats with 3 unused = wasted spend each month
  • Removing unused seats through regular audits can save 10-30% on seat costs
Set a calendar reminder to review seat usage monthly. This simple habit can save hundreds or thousands per year.

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Seat Billing

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Prorated Billing

When seats are added mid-cycle: How it works:
  1. New seat added on day 15 of 30-day cycle
  2. 15 days remaining in cycle
  3. Prorated charge: 20×(15/30)=20 × (15/30) = 10
  4. Charged immediately
  5. Next full cycle: Full $20 for the seat
Example:
  • Current plan: 5 seats ($100/month)
  • Add 2 seats on day 10 of 30-day cycle
  • Prorated charge: 40×(20/30)=40 × (20/30) = 26.67
  • Charged immediately: $26.67
  • Next month: 7 seats ($140/month)

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Seat Removal Billing

When seats are removed: How it works:
  1. Request to remove seats
  2. Change takes effect at next renewal
  3. No immediate refund
  4. Next cycle billed at reduced rate
Example:
  • Current plan: 10 seats ($200/month)
  • Remove 3 seats on day 15
  • Current month: Still billed $200
  • Next month: 7 seats ($140/month)
  • Savings: $60/month going forward
Seat removals take effect at renewal to avoid complex prorated refunds. Plan seat reductions before your renewal date.

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Seat Limits

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Minimum Seats

Growth plan requires minimum 3 seats: Why 3 seats minimum?
  • Enables team collaboration
  • Justifies Growth plan features
  • Differentiates from Starter plan (1 seat)
If you need fewer than 3 seats:
  • Use Starter plan ($15/month for 1 user)
  • Or keep Growth plan with 3 seats for future growth

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Maximum Seats

No maximum seat limit on Growth plan: Large teams:
  • 100+ seats: Consider volume discounts
  • 200+ seats: Consider Enterprise plan
  • Contact sales for custom pricing
Volume discounts:
  • 100-200 seats: 10% off
  • 200-500 seats: 15% off
  • 500+ seats: 20% off or Enterprise pricing

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Common Scenarios

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Scenario 1: Seasonal Team

Situation: Team size varies by season Solution:
  • Add seats during busy season
  • Remove seats during slow season
  • Time changes around renewal dates
  • Use guest access for temporary help (coming soon)
Example (illustrative):
  • Busy season: 15 seats
  • Off-season: 8 seats
  • Removing unused seats during slower periods can lead to meaningful annual savings

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Scenario 2: Rapid Growth

Situation: Hiring quickly, adding many team members Solution:
  • Add seats in batches to minimize prorated charges
  • Plan seat additions before hiring
  • Consider annual billing for predictability
  • Negotiate volume discounts
Example (illustrative):
  • Hiring 10 people over 3 months
  • Adding seats in one batch rather than one-by-one reduces billing complexity

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Scenario 3: Team Reduction

Situation: Downsizing, need to reduce seats Solution:
  • Remove team members first
  • Then reduce seat count
  • Time reduction before renewal
  • Export data before removing users
Example (illustrative):
  • Reducing from 20 to 12 seats
  • Timing the change before renewal maximizes savings going forward

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Scenario 4: Department Access

Situation: Only finance team needs access Solution:
  • Start with 3 seats (minimum)
  • Add seats only for active users
  • Use view-only access for stakeholders (coming soon)
  • Share reports instead of adding seats

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Seat Management Best Practices

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For Workspace Admins

  1. Regular audits - Review seat usage monthly
  2. Remove promptly - Remove inactive users immediately
  3. Plan additions - Add seats before inviting to avoid auto-provisioning
  4. Monitor costs - Track seat costs in billing dashboard
  5. Optimize timing - Time seat changes around renewal dates

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For Growing Teams

  1. Forecast needs - Estimate seat needs for next quarter
  2. Batch additions - Add multiple seats at once
  3. Annual billing - Lock in pricing with annual plan
  4. Volume discounts - Negotiate discounts for large teams
  5. Budget planning - Include seat costs in hiring budget

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For Cost Optimization

  1. Identify waste - Find and remove unused seats
  2. Right-size - Match seats to active users
  3. Use alternatives - Share reports instead of adding seats
  4. Negotiate - Ask for volume discounts
  5. Consider Enterprise - May be cheaper for large teams

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Troubleshooting

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Can’t Add Team Member

Error: “No available seats” Solution:
  1. Check seat usage in billing settings
  2. Add more seats manually
  3. Or remove inactive team member first
  4. Then invite new team member

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Unexpected Charge

Issue: Charged for seat you didn’t add Explanation:
  • Seat was auto-provisioned when you invited someone
  • This is normal behavior on Growth plan
  • You can prevent by adding seats manually first
To avoid:
  1. Check available seats before inviting
  2. Add seats manually if needed
  3. Then invite team members

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Can’t Remove Seats

Error: “Cannot reduce below minimum” or “Seats in use” Solutions:
  • Minimum 3 seats required (can’t go below)
  • Remove team members first if all seats in use
  • Wait until renewal for change to take effect

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Billing Discrepancy

Issue: Billed amount doesn’t match expected Common causes:
  • Prorated charges for mid-cycle additions
  • Previous month’s seat changes
  • Annual vs monthly billing confusion
Solution:
  1. Check seat history for changes
  2. Review invoice details
  3. Contact support if still unclear

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Next Steps

Pricing Plans

Compare all pricing plans

Subscription Management

Manage your subscription

Team Management

Invite and manage team members

Contact Support

Get help with billing