Seat Usage & Plan Limits

Every EvidAI plan ships with a maximum number of seats. A "seat" is one active member of your workspace. The Owner counts as a seat; pending invitations also count (because they are reserving capacity).

Where to see seat usage

Two places show live seat usage:

• Settings → Team (/settings/team) — small tile at the top: "Seats used: X of Y" with a progress bar.
• Enterprise → Command Center (/enterprise/command-center) — same tile alongside the other organization-wide statistics.

Both tiles read the same data and update within seconds of any membership change.

How seats are counted

Seats reset only when you remove a member or revoke a pending invitation.

The 80% warning

When your workspace reaches 80% or more of its seat limit, the invite dialog in Team Hub displays a soft warning toast:

"Heads up — you are using 8 of 10 seats. You can keep inviting until you hit 10. Consider upgrading or removing inactive members to avoid hitting the cap."

The warning is informational only. Invitations continue to succeed until you hit the actual limit.

At the limit

When you try to invite somebody and your workspace is already at the seat cap, the invitation is blocked with a structured error code (SEAT_LIMIT_REACHED). The dialog explains:

• How many seats your plan includes
• Two clear paths forward: upgrade your plan or remove an inactive member

Both paths are one click away from the error dialog.

Removing inactive members

The Team Hub member table can be sorted by Last activity. Sorting ascending puts the longest-inactive members at the top. Removing one of them frees a seat immediately and the new headcount is reflected in the seat tile within seconds.

Removing a member preserves all of their previous contributions — only their ability to sign in is revoked. You will not lose screening decisions, extracted fields, comments, or audit events.

Upgrading your plan

Owners can upgrade in Settings → Billing (/settings/billing). Larger plans include more seats; the new seat count takes effect on the next billing cycle, or immediately if you are mid-cycle and the upgrade is a true upgrade (not a downgrade).

Admins do not have access to billing. If you are an Admin and the workspace needs more seats, ask the Owner.

Best practices

• Right-size at the start of a project. Estimate the team you need (PI + screeners + extractors + methodologist) and pick a plan with 1–2 seats of headroom.
• Audit seats quarterly. A short review of Last activity every quarter usually frees a seat or two without any disruption.
• Use Auditor for outside parties. Auditors take a seat too, but they cost less project bandwidth than promoting somebody to Reviewer they don't need to be.
• Decide before you run out. When you see the 80% warning, decide your path (upgrade vs cleanup) before the next invite, not after.