Seats: who costs, who doesn't

The most important rule first: you only pay for those who can log in. A seat is an active user with a login and a role. Employees who are only kept as a personnel record and scheduled — without their own access — are unlimited and free.

Included seats and add-ons

Every plan comes with seats: exactly 1 Admin everywhere (more than one is not provided for) plus, depending on the plan, varying numbers of Employee and Planner seats. Only what goes beyond the included allowance is charged. The "Licenses per role" card under Settings → "Billing" shows the status: "X× included in the plan" and "N active / M booked" per role.

• "Add license" — is charged on a prorated basis for the rest of the billing period; the confirmation dialog shows the seat price in advance to match the billing interval (€/month or €/year), and the prorated amount appears on the next invoice.
• "Remove license" — is immediately credited on a prorated basis ("License removed. The prorated amount will be credited."). Removal is only possible if enough users are deactivated.

Only the Admin can manage this.

Where seats take effect

When inviting a new user with a paid role, a booked seat must be free — otherwise Gantway reports: "All booked … licenses (N) are occupied. Please first add an additional license on the Billing page." A role change swaps the seats automatically (old role −1, new +1, billed on a prorated basis).