Seat Management

Seat Management

Understand and manage your organization's user seats.

What is a Seat?

A seat is a user license that allows one person to access SenseiiWyze:

• Each active user requires one seat
• Each pending invitation uses one seat
• Seats are tied to your subscription plan

Viewing Seat Usage

1. Go to Settings > Billing
2. View the Seats section:
   • Used seats: Active users + pending invitations
   • Available seats: Remaining licenses
   • Total seats: Your plan limit

Seat Status Breakdown

Managing Seat Usage

Freeing Up Seats

To make seats available:

1. Delete inactive users

   • Go to Users
   • Find users who are no longer needed
   • Delete them to free seats

2. Cancel pending invitations

   • Go to Users > Invited
   • Cancel invitations that won't be accepted
   • Seat is freed immediately

3. Remove duplicate accounts

   • Identify users with multiple accounts
   • Delete duplicates

Adding Seats

If you need more seats:

Option 1: Upgrade your plan

1. Go to Settings > Billing
2. Click Change Plan
3. Select a plan with more seats

Option 2: Add seats to current plan

1. Go to Settings > Billing
2. Click Add Seats
3. Enter the number of seats
4. Confirm purchase

Option 3: Contact sales For volume discounts or custom configurations:

• Email: sales@senseiiwyze.com
• Phone: 313-444-4885

Seat Limits by Plan

What Happens at Seat Limit?

When you've used all available seats:

• You cannot invite new users
• New invite code signups fail
• Existing users continue to work
• Alert appears in admin dashboard

Monitoring Seat Usage

Dashboard Widget

The admin dashboard shows:

• Current seat usage
• Usage trend
• Approaching limit warning

Email Notifications

You'll receive alerts when:

• 80% of seats are used
• 90% of seats are used
• 100% of seats are reached

Seat Allocation Best Practices

1. Audit regularly - Review users quarterly
2. Clean up immediately - Delete departing employees promptly
3. Cancel stale invites - Remove invitations older than 30 days
4. Plan ahead - Add seats before hitting limits
5. Monitor trends - Track growth to anticipate needs

Prorated Billing

When you add seats mid-cycle:

• You're charged prorated from the add date
• Seats are available immediately
• Full price applies on the next cycle

Example: Add 5 seats on day 15 of a 30-day cycle = 50% of monthly seat cost for those 5 seats.

Removing Seats

To reduce your seat count:

1. First, delete users until you're at or below the new limit
2. Go to Settings > Billing
3. Click Manage Seats
4. Reduce the seat count
5. Changes apply at next billing cycle

Note: You cannot have fewer seats than active/invited users.

Seat Usage Report

Generate a detailed report:

1. Go to Settings > Billing
2. Click Seat Report
3. View:
   • Active users list
   • Pending invitations
   • Last login dates
   • Seat assignment dates

Identifying Unused Seats

Look for users who:

• Haven't logged in for 90+ days
• Never completed an assessment
• Have no team assignment
• Were invited but never accepted

These may be candidates for seat recovery.

Bulk Seat Operations

For large organizations:

Export Users

1. Go to Users
2. Click Export
3. Review all users in spreadsheet
4. Identify seats to free

Bulk Delete

1. Go to Users
2. Select multiple users
3. Click Bulk Actions > Delete
4. Confirm deletion

Seat Transfer

Seats cannot be transferred between users. Instead:

1. Delete the departing user (frees seat)
2. Invite the new user (uses freed seat)

The new user starts fresh with no previous data.

Enterprise Seat Management

Enterprise plans include:

• Unlimited seats
• No usage limits
• Custom user tiers
• Department allocation
• Advanced reporting

Contact your account manager for enterprise features.

Common Questions

Q: Why does an invited user use a seat? Invitations reserve seats to ensure the person can join when they accept.

Q: What happens to data when I delete a user? The seat is freed. User data is handled per your retention policy (usually anonymized for reporting).

Q: Can I reserve seats for future hires? Not directly, but you can:

• Add seats when needed
• Keep invitations until hires are ready

Q: Are seats shared across billing periods? No, seat limits apply continuously, not as a pool.

Need Help?

• Plans Comparison - Plan features and limits
• Deleting Users - Freeing seats
• Inviting Users - Using seats
• Contact billing: billing@senseiiwyze.com