User seats and limits in Leadnote

A seat is one active user. Every Account Owner, Manager, L1 User and L2 User who is active, including people who have been invited but have not yet accepted, uses one seat.

The number of seats comes from your plan or subscription. When all seats are used, you can still work as usual, but you cannot add, invite or reactivate people until you free a seat or buy more.

What uses a seat

The Account Owner uses a seat like everyone else.

See your seat usage

On the Users page (Settings, then Add & Manage Users / Team), a seat meter at the top shows:

• Seats in use, for example "7 of 10 seats in use".
• How many seats are free.
• How many people are waiting to accept an invitation.
• How many are deactivated (no seat).
• A count of people in each role: Account Owner, Manager, L1 User and L2 User (shown while seats are still free).

Only the Account Owner sees a Purchase users button next to the meter. To see what your plan includes and what it costs, read Plans, seats and usage.

What happens at the limit

When no seat is free:

• Add User and Invite several show a message that no free seats are left on your plan, with a link to purchase more users, and the person is not created. The message also reminds you that deactivating someone frees a seat.
• Activate user is blocked in the same way.
• In Invite several, a warning such as "Not enough free seats: 5 needed, 2 available on your plan" appears and Invite stays disabled. Remove rows or free seats, then send again.
• On the mobile app, adding a user shows "No free seat left on your plan. Add users to the plan on the web first."

When two people try to take the last seat at the same moment, only one succeeds.

Free a seat

1. Deactivate or offboard the person who no longer needs access. See Deactivate, offboard or delete a user.
2. The seat is free as soon as the person is deactivated.

Revoking an invitation does not free the seat. The person stays on your list as revoked and keeps their seat, so you can invite them again later. If you will not invite them again, deactivate them as well.

Find seats you can free

Not sure who still needs a seat? On the Users page:

• Use the status tabs Active, Invited and Deactivated to see where seats are going. People still in Invited after a long time may never join.
• Use the inactivity filter, for example Inactive 30+ days, to find people who have not been active.
• Open the Usage Report tab. It shows how actively each active user used Leadnote over the last 30 days: leads added, comments, activities and a High, Medium, Low or None usage level.

Add more seats

The Account Owner can choose Purchase users and add users to the subscription. See Upgrade and payments. Managers should ask the owner, because only the Account Owner can upgrade a plan.

Reactivating someone

Reactivating a deactivated user uses a seat again. Choose Activate user in the row menu, or tick several rows and choose Activate. With several rows, each person needs a free seat, and people after the last free seat are reported as failed without affecting the others.