What is an active user?
An active user is anyone who has been added to your Workyard account, either by inviting them directly or by importing them from your accounting or payroll system.
A user takes up a license seat as soon as their invite is sent, even before they accept it.
Active users vs. license seats
Active users are the people currently using seats on your account.
License seats are the seats you pay for.
You can see both in Settings → Plan & Billing under Total Licenses (for example, "133 / 140 licenses used, 7 unused").
If your active users go above your license seats, your seats increase automatically. The new seats are charged pro-rated for the rest of the billing period. On annual plans, any seats above your base licenses are flex licenses, which are billed monthly at the monthly rate.
Does deactivating a user lower my bill?
Not on its own. Deactivating a user removes their access and frees up a seat, but you keep paying for that seat until you lower your license count.
To lower your license count:
Log in to Workyard on the web app.
Go to Settings → Plan & Billing.
Under Total Licenses, click − to reduce your seat count.
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.
Annual plans: To change your base licenses, contact your account manager.
How to deactivate users
Go to Team Members on the Workyard web app.
Click the ellipses button (⋯) to the right of the team member and select Deactivate.
Click Mark as deactivated.
Deactivated users can no longer log in to the Workyard mobile or web apps. Their time cards and history stay in your account.
How to reactivate users
Go to Team Members on the Workyard web app.
Change the Status filter to Deactivated.
Click the ellipses button (⋯) next to the team member and click Activate.
Reactivating a user uses an unused seat if you have one. If you don't, a new seat is added and charged pro-rated.
Related articles
Our customer support team is always here to help if you have questions or need assistance:
Chat: Message us via the Help icon
Email: Email us at help@workyard.com
Phone: Call us at (213) 348-7631