Manage Paid Seats

A Paid Seat lets a user manage data: add, edit and publish datasets, or run a group. A Group member doesn’t need one. How many seats your plan includes, and what an extra one costs, depends on your subscription.

Tip

Seat changes wait in the user’s details until you select Save changes. To back out, select Cancel in the footer and everything goes back to how it was.

Who takes a Paid Seat

User	Takes a Paid Seat?
Has Manage datasets or Manage group in at least one group	Yes, one seat however many groups they manage
Is a Site Administrator	Yes. Site Administrator includes a Paid Seat
Is a Group member in every group	No
Is blocked	No
Is a Koordinates staff account	No. Their details say “This user doesn’t use a Paid Seat.”

A user only ever takes one Paid Seat. Giving them Manage roles in more groups doesn’t use another seat.

To see who has a seat, go to Manage > Users and open a user’s details. The Paid Seat switch sits under Site Administrator, with the KxAI Seat and MCP Seat switches below it. Users with a seat show a Paid Seat badge in the list of users and in their details.

Give a user a Paid Seat

Turn on Paid Seat, choose the groups the user will manage data in, then save.

1. Turn on Paid Seat

   Go to Manage > Users, select the user and turn on Paid Seat. The Give name a Paid Seat window opens.

2. Choose the groups

   Under Groups, tick each group the user should manage data in. The list shows the groups they’re already in.

   To add a group they’re not in, select + Choose from other groups and pick it. The row says “Adds name to this group”.

3. Choose their role

   Under Role in the chosen groups, pick one:

   • Manage datasets: add, edit and publish datasets in the group.
   • Manage group: everything in Manage datasets, plus adding and removing members and changing their roles.

4. Select Confirm

   Confirm stays greyed out until you tick at least one group.

   

   The window, with one group ticked and one added from the dropdown.

5. Check and save

   The switch is on, the Paid Seat row says “Manages data in groups”, and each changed group has a blue dot. The footer reads Assigns a Paid Seat.

   

   The user’s details after Confirm, before saving.

   Select Save changes. You’ll see “Changes saved. Paid Seat assigned.”

The user stays a Group member in any group you didn’t tick.

You can also give a seat from the user’s Groups list. Change a group’s role to Manage datasets or Manage group, and the Paid Seat switch turns on by itself.

Remove a Paid Seat

Turn off Paid Seat and save. The user stays in all their groups, but their Manage roles become Group member.

1. Open the user’s details

   Go to Manage > Users and select the user.

2. Turn off Paid Seat

   If the user manages data in any group, a red confirmation appears under the switch: “Removing the Paid Seat makes name a Group member in groups”. Select Confirm, or Cancel to keep the seat.

   

   The confirmation under the Paid Seat switch.

3. Check the user’s details

   In the Groups list, each group that changed shows Group member and a blue dot. The footer reads Releases a Paid Seat.

   

   The user’s details after Confirm, before saving.

4. Save

   Select Save changes. You’ll see “Changes saved. Paid Seat released. The seat count can take a minute to catch up.”

Site Administrators

A Site Administrator’s Paid Seat is locked on, with the note “Included with Site Administrator.” To remove the seat, turn off Site Administrator first.

A Site Administrator’s Paid Seat, locked on.

Your Paid Seat allowance

Your plan includes a number of Paid Seats. Before you save, the user’s details show how many you’ve used, and the Give name a Paid Seat window says whether the new seat is included or billed as an extra.

The seat counter

On plans with included seats, a counter sits above the switches. With an unsaved change, it shows where you’ll be after saving:

When	The counter reads
No change to save	Paid Seats: 4 of 5 included
The change uses an included seat	Paid Seats: 4 of 5 included → 5 of 5 after save
The change goes over your included seats	Paid Seats: 5 of 5 included → 6 after save · 1 extra, billed monthly

What the window tells you

The line under Role in the chosen groups depends on your plan:

Your plan	The window says	Can you confirm?
Has included seats free	“This uses 1 of your 5 included Paid Seats.”	Yes
All included seats in use, extras allowed	“All 5 included Paid Seats are in use, so this is an extra seat”, and what each extra seat adds to your monthly billing	Yes
Includes no seats	“Your plan doesn’t include any Paid Seats”, and what each seat adds to your monthly billing	Yes
Has a fixed number of seats, all in use	“All 5 Paid Seats are in use.”	No
Still loading your plan	“Checking your plan’s Paid Seats…”	Not yet
Pricing couldn’t be loaded	“Paid Seat pricing couldn’t be loaded.”	Yes
Not on subscription billing	Nothing	Yes

When the seat will be an extra, the footer reads Assigns an extra Paid Seat and shows the monthly cost before you save.

The window when the seat is included.

The window when the seat is an extra.

When all your seats are in use

On a plan with a fixed number of Paid Seats, once they’re all taken:

• The Paid Seat switch is greyed out, with “All 20 Paid Seats are in use.”
• Site Administrator says “Requires a Paid Seat — none available.”
• In the Groups list, Manage roles show “(requires Paid Seat)” and can’t be picked.

To free a seat, remove one from another user. To add seats, contact us to upgrade your plan. A user who already has a seat keeps it, and you can still change their groups.

The switches when every Paid Seat is in use.

Troubleshooting

Most Paid Seat problems come from a role that already includes a seat, or a plan with no seats left.

What you see	Why	What to do
The Paid Seat switch is locked on: “Included with Site Administrator.”	Site Administrator includes a Paid Seat	Turn off Site Administrator first
The switch is greyed out: “All 20 Paid Seats are in use.”	Your plan’s fixed number of seats are all taken	Remove a seat from another user, or contact us to upgrade
Every switch is greyed out: “This user is blocked.”	A blocked user can’t hold a seat	Select Unblock user. See Block a user from your site
“This user doesn’t use a Paid Seat.”	It’s a Koordinates staff account	Nothing. Their Manage roles don’t use your seats
Confirm is greyed out in the Give name a Paid Seat window	No group is ticked, your plan is still loading, or your plan’s fixed number of seats are all taken (“All 5 Paid Seats are in use.”)	Tick a group, or wait for “Checking your plan’s Paid Seats…” to clear. If all seats are taken, remove a seat from another user, or contact us to upgrade
You saved, but the seat count hasn’t changed	The count takes a moment to update	Wait a minute, then reload the page