In Upwex a seat (sometimes called a license) is what entitles one team member to use the paid features of your plan. Seats are managed automatically – there is no separate “Assign License” / “Unassign License” action on the Team page. You add a seat by inviting someone, and you free a seat by removing them.

How seats are added – invite

When an Owner or Admin invites someone via Invite + on the Team page:

  1. Upwex checks whether your plan still has free seats. If not, it expands your subscription by one seat.
  2. The seat is reserved immediately, before the invitee accepts.
  3. Your subscription is charged a prorated amount for the days remaining in the current billing cycle (shown in the modal as Charged now (prorated)).
  4. The new monthly total is shown as New monthly total – that’s what you’ll pay from the next renewal.

Pending invites still occupy a seat and count toward your monthly total – same as Active members. See Invite a team member.

Invite Team Member modal – green +1 seat will be added banner with Charged now (prorated) and New monthly total lines, Email address field, Add Seat & Send Invite button

How seats are released – remove

When you remove a member from the Team page (⋮ menu → Remove):

  1. The seat is released back to the pool.
  2. If the member was paid, your subscription seat count is reduced by 1 with prorated credit applied at the next invoice.
  3. The monthly total decreases starting from the next renewal.

Cancelling a Pending invite frees its seat the same way – see Remove a team member.

Status column meanings

The STATUS column on the Team page shows the seat / subscription state for each member:

  • Active (green) – paid seat, member can use all features
  • Pending (yellow) – invite sent, seat reserved, awaiting acceptance
  • Trial (blue) – member is covered by an active trial; seat free during the trial period
  • Past Due (orange) – subscription payment failed; resolve in the Billing page
  • Canceled (grey) – subscription was cancelled; member loses paid features at the end of the cycle
  • No Plan (grey) – no active subscription; only the Owner has limited free access

Team page – Total Members 3 / Active 1 / Pending 2 / AI Credits 2994 of 3000 stat cards above the members table; rows show STATUS column with Active and Pending pills

Where to see your seat usage

The four stat cards at the top of the Team page give you the live count:

  • Total Members – every seat (Active + Pending)
  • Active – seats that have accepted the invite
  • Pending – seats reserved by invites that haven’t been accepted yet
  • AI Credits – X of Y – combined AI usage allowance for the team (scales with seat count)

Prorated billing – at a glance

  • Adding a seat mid-cycle = prorated charge for the days that are left.
  • Removing a seat mid-cycle = prorated credit applied to your next invoice.
  • The new monthly total takes effect from the next renewal date.
  • You can scale your team up or down at any time without waste.

Plan seat counts

Each plan ships with a default seat count, and additional seats are added per-seat as you invite. To see exact prices and your current seat usage, open the Billing page.