Managing Seats and Billing

Your agency’s seat count, billing cycle, and per-member seat assignments are all managed from /admin/agency → Seats & Billing tab.

Adjust your total seat count

The Adjust Seats card has steppers for Base and Voice. Pick new counts and click Save changes.

The page shows a live preview of the change:

Change: +2 Voice seats, -1 Base seat New plan total: $189.97/mo (+$70.00/mo) Stripe will bill the prorated difference for the rest of this cycle.

What happens when you save:

Adding seats — Stripe bills the prorated cost for the rest of the current cycle, immediately. Future invoices include the new seats at full rate.
Removing seats — Stripe credits the prorated difference to your account. The credit applies to your next monthly invoice.
Mix of add + remove — Stripe nets them out and bills or credits the difference.

You cannot reduce below your current active member count for a seat type. Example: if you have 5 Active Voice members, you can’t reduce Voice seats below 5. The Save button is disabled with a clear tooltip. Remove members first to free seats, then reduce.

Change a member’s seat type

In the Members tab, each Active member’s row has a Seat dropdown (Base / Voice). Pick a new value to switch them.

The change requires available capacity on the target seat type. If the target tier is full, the dropdown reverts and you get a clear error.
The user’s planType is updated immediately so their extension and app reflect the new seat type.
No Stripe billing change happens for a seat-type swap — your total seat counts stay the same, just the assignment shifts.

Promote a clinician to admin (and vice versa)

In the Members tab, each Active member’s Role dropdown lets you switch between Clinician and Admin.

Clinician — uses the product, no agency-management permissions
Admin — full access to the admin dashboard, can invite/remove members, change seats, sign BAA, etc.

You can promote multiple admins. The only constraint: at least one Active admin must always exist. If you’re the only admin, the “Admin” dropdown is disabled until you promote someone else first.

This is how you transfer admin: promote a second person to Admin, then either demote yourself to Clinician or have the new admin remove you.

Switch between monthly and annual

The Billing Cycle card shows your current cycle and a one-click switch button.

Switching to Annual saves an additional 10% per seat on top of any volume discount. Stripe charges your card today for the prorated annual amount (credits the unused monthly time, then bills the annual subscription). You’re on annual renewals going forward.
Switching to Monthly loses the 10% annual discount. Stripe issues an invoice today reflecting the change — usually a credit for your unused annual prepayment, applied toward your future monthly invoices.

Both directions confirm with a clear dialog before charging anything. Stripe handles the math.

Open the Stripe billing portal

The Billing Portal & Invoices card has an Open Billing Portal button. Clicking it opens a Stripe-hosted page where you can:

Update the card on file
Download all past invoices (CSV / PDF)
Update billing email
View upcoming invoices

This is the same Stripe Customer Portal that powers manage-subscription flows across modern SaaS. Your invoices live here permanently — you don’t need to save them locally.

Cap behavior — only Active counts

Your seat count is the maximum number of Active clinicians your agency can have at one time. Invited, Pending login, and Blocked members don’t count toward your cap. So your billed seat count and your “used seats” math are based on Active only.

Common scenarios

“I bought 10 Voice seats but only 7 of my clinicians have actually joined and logged in.” You’re paying for 10, using 7. You can either:

Reduce to 7 in Seats & Billing — Stripe credits the unused 3 (prorated)
Leave at 10 if you’re expecting the others soon
Reduce to your current Active count anytime; you can always grow back when needed

“A clinician left the agency. Should I remove a seat too?” Removing the clinician (in Members tab) frees their seat slot but doesn’t reduce your purchased count. If you don’t plan to backfill, also reduce the seat count in Adjust Seats — Stripe credits the difference.

“I want to convert some Base seats to Voice.” Open Adjust Seats, increase Voice by N and decrease Base by N. Stripe handles the proration. Then in Members, change individual members’ seat types via the Seat dropdown.

“My plan should grow automatically — I keep hiring.” Turn on Auto-Add Seats in Settings. Seats are added on demand as new clinicians activate.