You'll find your seat details in Settings → Plans & Billing (on the web app). On a monthly plan you'll see:
License seats — the total number of seats you're paying for.
Unused licenses — seats you're paying for but not currently using. You'll see these whenever you have fewer active people than license seats.
Period Peak — the most seats you've used so far this billing period. You won't be charged again unless you go above it.
Your bill doesn't change when your active people drop below your license seats. To pay for fewer seats, you lower your license seats yourself. This lets you swap people in and out of open seats without being re-charged.
Adding people
Your license seats go up two ways: automatically, when your active people go above your current license seats, or when you raise the count yourself in Settings → Plans & Billing. Either way, the new seats are charged pro-rated for the rest of the current billing period and added as a line item on your next invoice. A seat counts the moment you send an invite, not when it's accepted.
Example
You're on the Time Tracking plan, paying $8 per seat monthly. Ten days into your billing period you add a team member, with 20 days remaining. The pro-rated charge is ($8 ÷ 30 days) × (20 days) = $5.33, added to your next invoice.
Removing people
Deactivating a team member removes their access to Workyard, but it doesn't lower your bill on its own. To pay for fewer seats, lower your license seats in Settings → Plans & Billing. The lower count takes effect on your next billing period — there's no mid-period credit or refund, because the current period is already paid for.
Period Peak: re-adding seats within a period
Within a billing period, you only ever pay up to your Period Peak — the highest number of seats you've reached. Re-adding seats up to that peak is free, because you've already paid for them.
Example
You start the month with 140 seats. You add 4, bringing you to 144, and you're charged for those 4 new seats. Later you remove 1, dropping to 143. If you add that seat back — or any seats up to a total of 144 — you won't be charged again, because you've already paid for 144 seats this period. You'd only be charged if you went above 144.
Annual plans
On an annual plan, your License seats are made up of two parts:
Base licenses — the seats on your annual plan.
Flex licenses — any seats above your base. These are billed monthly, at the monthly rate.
You can add or remove flex licenses yourself anytime. To change your annual base seat count, contact your account manager.
Where you can make changes
You can add or reduce license seats, and activate or deactivate users, yourself in Settings → Plans & Billing on the web app (not the mobile app). Changing the base seat count on an annual plan is handled by your account manager.
If your invoice looks different than expected
We bill ahead. Your invoice covers the upcoming period, so a seat change can show up as a pro-rated charge for the period just closed plus the standard charge for the period ahead.
Seat changes during the cycle. Any seats you added during the period appear as a separate pro-rated line on your next invoice.
Still have questions? Send us a message through the Messenger on this page with your invoice details handy.