Auto-Add Seats

Auto-Add Seats is an optional toggle in your agency’s Settings. When ON, the agency plan automatically grows when a new clinician needs a seat and you’re at capacity — no manual intervention needed.

When to use it

Turn it ON if your agency is in a growth phase, you’re constantly hiring, and you’d rather pay for the seat than block the new clinician from getting started.

Leave it OFF if you want to manually approve every seat addition. The default is OFF.

How it works

Clinician signs up via /signup with your auto-join domain
   ↓
'Pending login' entry created (no seat consumed yet)
   ↓
Clinician logs in for the first time (4-digit code verifies the email)
   ↓
Capacity check runs:
   ├── Capacity available  → flip to 'Active', they're in
   ├── No capacity + Auto-Add ON → call Stripe to add 1 seat (prorated), flip to 'Active'
   └── No capacity + Auto-Add OFF → flip to 'Blocked', admin notified

Where to find it

/admin/agency → Settings tab → Auto-Add Seats card.

It’s a simple ON/OFF toggle. The setting is locked until your agency BAA is signed (same as every other seat-changing action).

Billing impact

When a seat is auto-added:

Stripe immediately charges the prorated difference for the rest of the current cycle
The added seat matches the seat type the clinician picked at signup (Base or Voice)
The seat is permanent — it stays on your subscription going forward, billed normally on subsequent invoices
You receive an email confirming the auto-add: “Auto-added 1 Voice seat for [email protected] — your next invoice reflects the change”

If a clinician later leaves the agency and you remove them, the seat stays on your subscription unless you also reduce your seat count manually in the Seats & Billing tab. This matches how seat purchases work for explicit invites — adding a clinician consumes a seat, removing a clinician frees the seat but doesn’t reduce your purchased count.

Built-in protection

Two safeguards are baked in by design:

Email verification gate. Auto-add only fires when a clinician actually logs in for the first time. A fake claim sits at Pending login forever — never consumes a seat, never triggers an auto-add. Login requires access to the verified email address.
BAA gate. Auto-Add can’t be enabled until your org BAA is signed. Same as every other admin action.

These mean Auto-Add is genuinely safe to leave ON. A bad actor can’t manufacture seat additions because they can’t log in.

What happens when Auto-Add is OFF and capacity is hit

If a clinician auto-joins your agency, attempts to log in, and you’re at capacity with Auto-Add OFF:

Their member status becomes Blocked (red badge in your Members tab)
You receive an email notification: “Join blocked — Jane Smith couldn’t activate at your agency because all Voice seats are full”
The clinician sees an error on sign-in: “This agency hasn’t completed setup yet” or “Voice seats are full”

To unblock:

Add a seat in Seats & Billing (or remove an inactive member to free one)
Click Re-invite next to the blocked row in Members. They get a fresh invite email with a one-click accept link.

Comparison

Auto-Add ON	Auto-Add OFF
Frictionless onboarding for new clinicians	Admin control over every seat
Seats added with proration as needed	Predictable monthly bill — never changes without admin action
Email after each auto-add	Email when a clinician is blocked
Best for growth-phase agencies	Best for steady-state agencies or strict-budget orgs

Both are valid. Pick whichever matches how you want to operate, and you can flip it anytime from Settings.

FAQ

Can I cap the auto-add limit? Not yet — the toggle is simple ON/OFF. The natural cap is your email verification gate (only verified logins trigger auto-add), so runaway auto-add isn’t possible in practice. If you need a hard ceiling, leave it OFF and add seats manually.

Does auto-add work for Base AND Voice seats? Yes. It adds the seat type the clinician picked at signup.

Does it work for explicit admin invites? Auto-Add is specific to the auto-join path. For explicit admin invites, capacity is checked at invite time — if you’re full, the invite is rejected with a clear error and you can add a seat manually.

Can I “un-add” a seat that was auto-added? Yes. Remove the clinician (frees the slot), then reduce your seat count in Seats & Billing. Stripe prorates the change.