Changing seats and plan
Seats and plan are both changed from the same Billing page, and both changes take effect immediately with proration handled automatically on your next invoice.
What it is
Surveyor seats are your licensed count of the surveyor role; office seats are an add-on purchased above each plan’s included office-user bundle (owner, org-admin, manager, coordinator and finance all count as office users — viewers never do). Changing either updates your live subscription directly; changing plan moves you to a different tier’s checkout, carrying your chosen seat counts with you.
Before you start
Changing seats or plan needs Edit-level access to Billing, and an active subscription already in place — a Solo organisation with no subscription changes plan through checkout instead (see How to do it, step 4).
How to do it
- Open Settings → Billing.
- To change surveyor seats on an active subscription, enter the new count under Change seats and select Update seats — you can’t reduce below the number of surveyors currently active.
- To change extra office seats, use the Office users & viewers card’s own quantity field and select Update.
- To move to a different plan (including from Solo), choose a tier and interval under Upgrade / Change plan, set your seat counts, and select Checkout — this redirects to secure Stripe checkout.
- For anything Stripe checkout can’t handle directly — a manual arrangement, or billing that isn’t live in your environment yet — contact support and seats can be provisioned manually.
How it integrates
Seat and plan changes are mirrored back onto your organisation record by Stripe’s own webhook, not written directly by the checkout or update action itself — so the figures on the Billing page are always the subscription’s own source of truth, never a client guess. Office-seat and surveyor-seat quantities are tracked as separate line items on the same subscription and can be changed independently. Reducing seats below your current active headcount — surveyors or office users — is refused outright; remove the person first, then reduce the seat count.
Common problems
- “You can’t reduce seats below N” when I try to lower the count. That many people in that category are currently active — remove or deactivate someone first, then reduce seats.
- I changed seats but the number on screen hasn’t moved. The change is confirmed by Stripe’s webhook, not the update action itself — refresh in a moment if it doesn’t update immediately.
- Checkout says billing isn’t live yet. Online billing isn’t switched on in this environment — contact support and seats will be provisioned manually; everything else keeps working as normal.
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