Harvest distinguishes between paid seats (slots available in your account) and active people (individuals who are currently using your account). This means you can archive or delete people and invite new ones without having to change your seat count every time.

On the other hand, when you archive or delete someone, their seat isn't automatically removed from your subscription.

Your paid seat count, adjusted in the Billing section of your Settings, determines the amount you’re billed and the maximum number of active people in your account. You should reduce it if you've archived or deleted someone under Team and won't replace them with a new teammate, or increase it if you need to add more people.

You can learn more, and watch a video on managing people and seats, in our article on Archiving, deleting, and restoring people 🎦.

Adding seats to or removing seats from your monthly subscription

To add or remove seats for your monthly subscription, any Administrator can take the following steps:

1. Head to Settings (top right).
2. Click Billing in the left sidebar.
3. Click the Add or remove seats button in the Subscription plan area.
4. On the next screen, you’ll be able to adjust the number of seats in your plan.
5. After changing your total number of seats, click the Update billing amount button to adjust your paid seat count.
   • If you reduce your seat count below the current number of active people, you’ll be directed to a new page to archive any additional people. Check the box beside the people you’d like to archive, then click Archive…people to be taken back to the billing page.
   • Note that you won’t be able to archive the Account Owner or your own profile.
6. Your next monthly bill will increase or decrease based on the new seat count.

Once you've added seats to your subscription, you can invite new teammates from the Team section of your account. 

Adding seats to or scheduling seats for removal from your yearly subscription

Add seats to your yearly subscription 

To add seats to your yearly subscription, any Administrator can take the following steps:

1. Head to Settings (top right).
2. Click Billing in the left sidebar.
3. Click the Add seats button in the Subscription plan area.
4. On the next screen, you’ll be able to increase the number of seats in your plan.
5. After entering the number of additional seats you’d like to purchase, click either the Charge my credit card or Submit order button (depending on your payment method).
6. If you pay yearly by credit card, you’ll automatically be charged a prorated amount for the seats you add. If you pay yearly via invoice, you’ll receive an invoice for the prorated amount.

Once you've added seats to your subscription, you can invite new teammates from the Team section of your account. 

Schedule seats for removal from your yearly subscription 

To schedule seats for removal from your yearly subscription, any Administrator can take the following steps:

1. Head to Settings (top right).
2. Click Billing in the left sidebar.
3. Click the Remove seats button in the Subscription plan area. 
   • If the button is grayed out, you'll need to archive teammates before you can remove their seats. You can hover over the button and click the archive people link in the message.
4. On the next page, select the number of seats you need to keep in your account from the dropdown menu.
   • If the lowest number of seats available is still too many, you'll need to archive more teammates in your account by clicking the archive people link at the top of the page.
   • The Scheduled subscription section will then show you the amount you'll be charged for the number of selected seats. 
   • The Summary section will show the number of seats that will be on your plan at renewal, along with your next renewal date and total subscription payment.
5. Click Schedule seat removal to schedule the seat reduction for your next yearly renewal.
   • The decreased number of seats for your plan will go into effect on your next renewal date as described in the Summary section. 

If you pay yearly by invoice, you won't be able to reduce your seat count from within Settings after the subscription renewal invoice has been sent, which happens 30 days prior to your renewal date. If you'd like to reduce your seat count during this time, you can contact Harvest support.

Note: You will see the scheduled renewal information in the Billing tab of your Settings—featured in a yellow message box. If you'd like to cancel the renewal plan, you can click Cancel in that message to renew with your current number of seats.