Manage billing for seats

Seats in HubSpot define the level of access users have to features included with their subscription, while permissions control what the user can view, create, edit, or delete within those features. For example, if a new teammate needs to use Sales Hub features, you may need to add a Sales Seat; if a teammate leaves, you may want to unassign and remove the seat before your next renewal. Learn how to add seats, remove unused seats, and understand how seat changes affect your subscription billing.

Before you get started

Before you begin working with this feature, review the following requirements, limitations and considerations.

• Seats must be unassigned before they can be removed.
• You can’t reduce seats below your subscription’s minimum commitment. For example, if your subscription includes five seats, you can't reduce to four seats.
• Removing seats doesn’t change your current invoice and takes effect at your next renewal date. The removal will be labeled as Pending until that date.

Understand seats billing

Depending on your subscription, a certain number of seats are included. Purchase more seats at any time at a rate determined by your subscription tier. Once you’ve purchased seats, you can't reduce the number of seats in an account until your next renewal date. If seats are unused, remove unassigned seats, which will take effect after your renewal date for your next commitment term.

If you're upgrading from HubSpot free tools to a Starter subscription, free seats are removed once you upgrade. Purchase the number of seats you require at checkout. Learn how to upgrade your HubSpot subscription.

To understand which type of seats your users need, learn more about seat types. If you need guidance about which and how many seats your users need, reach out to your Customer Success Team or Manager.

Add seats

To purchase additional seats:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. At the top, click the Seats tab. Review seat assignments, invite statuses, and last active dates for your users in your account.
4. To add additional seats, in the center, below the seat type you’d like to add seats for, click Add seats.
   
   
   
5. On the Seats purchasing page, click the up arrows to increase the number of seats, then click Continue.
   
   
   
6. Review the added seats at checkout and click Save & continue.
7. Click Complete purchase to confirm.

Remove unassigned seats

Remove unused seats from your subscription after they are unassigned Seat removals take effect at your next renewal date and billing won't be immediately adjusted. For further information, contact HubSpot's Sales team or the Contract Management team.

Please note: if removing users with an assigned seat, you must first remove any Sales Hub or Service Hub access they have to sales tools or service tools in user permissions.

To remove unassigned seats:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. At the top, click the Seats tab. Review seat assignments, invite statuses, and last active dates for your users in your account.
4. To review specific users, use the search bar and filters at the top of the table.
5. In the center, below the seat type you’d like to remove seats for, click Remove unassigned seats.
   
   
   
6. In the dialog box, select the unassigned seats dropdown menu and select the number of seats you want to remove.
   • The Current Subscription box shows the number you currently have.
   • The Auto-Renewal box reflects the billing adjustment that'll be effective at the start of your next subscription term.
7. Click Remove [#] seats.
   
   
   
8. In the dialog box, review the change in seats. Click Return to Account & Billing to close the dialog box.
9. After scheduling the removal of seats, view the confirmation banner. To cancel the seat removal, click Cancel this removal. Then, click Cancel this removal.

Please note: reassigning a seat that is scheduled to be removed before its downgrade's effective date cancels the downgrade.