> ## Documentation Index
> Fetch the complete documentation index at: https://elephas.app/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage Team Seats and Billing

> How Elephas Team seats work: the Owner and pending invites each take a seat. How to add seats, where billing is managed, and how the AI allowance is pooled.

<Warning>
  Draft. This article depends on an open product question and is not ready to publish.
</Warning>

A Team plan is priced per seat, and every person in the Team uses one, including the Owner. A pending invitation holds a seat too. To add seats today, contact Elephas support.

<Info>
  Available on the **Team** plan. Only the **Owner** manages the subscription. See [Plans and pricing](/docs/plans-and-billing/plans-and-pricing) for current prices.
</Info>

## Before you start

* To check seats: any role can open **Team Settings › Overview**.
* To change seats or payment: you are the Team Owner.

## Steps

### Check your seats

Go to **Team Settings › Overview**. The **Seats** card shows seats in use out of the total, and how many are reserved for invitations that have not been accepted yet. The line under the title reads like "5 members · 2 free · 1 reserved".

The member list in **Members** shows each person's seat: **Uses a seat**, **Reserves a seat** for a pending invitation, or **No seat**.

### Free a seat

* Revoke an invitation nobody is going to accept. See [Invite members](/docs/teams/invite-team-members).
* Remove someone who has left. See [Remove a member](/docs/teams/remove-a-team-member). This is not available yet.

### Add seats

There is no "buy more seats" button yet. Email [support@elephas.app](mailto:support@elephas.app) from the Owner's account with your Team name and the number of seats you need. Once your subscription is changed, the new seats appear in Elephas on their own. You may need to reopen **Members** to invite straight away.

### Manage your subscription and payment

Payment details are never in the app. "Subscription and payment details are managed by the purchasing Owner on the Elephas web billing surface; no payment information is available in this app, and Admins cannot see payment details." **Team Settings › Billing** shows the Team's billing state only.

To cancel, see [Cancel a Team subscription](/docs/plans-and-billing/cancel-team-subscription).

## How it works

### Who counts as a seat

| Who | Counts? |
| - | - |
| The Owner | Yes |
| Admins and Members, including suspended ones | Yes |
| A pending invitation | Yes, until it is accepted, expires after 7 days, or is revoked |
| Someone who was removed | No |

So a Team with 3 seats has room for the Owner and two more people.

### Billing states

**Team Settings › Billing** and **Overview** show the billing state: Active, Trial, Payment overdue, Suspended, Cancelled or Not active.

If billing is suspended, "Your data stays available; syncing new changes is paused." Nobody loses their Brains, documents or chats because of a billing problem. New invitations are refused until billing is restored.

### The pooled AI allowance

The Team's Elephas AI allowance is shared by everyone, and it grows with the number of paid seats. Members draw from the same pool. The Owner can cap individual members. See [Team AI policy](/docs/teams/team-ai-policy) and [AI usage and credits](/docs/plans-and-billing/ai-usage-and-credits).

A Team plan is separate from anyone's Personal plan. Joining a Team does not use, cancel or upgrade a member's own Personal plan, and Team usage never comes out of it.

## Troubleshooting

<AccordionGroup>
  <Accordion title="No seat is available">
    Every seat is used or reserved. Revoke an old invitation, or contact support to add seats.
  </Accordion>

  <Accordion title="This Team is read-only right now (billing)">
    The Team's billing needs attention, so no seat can be reserved. The Owner should check the subscription.
  </Accordion>

  <Accordion title="The seat count looks out of date">
    "Counts reflect the server's current records. Recent identity-provider or billing changes can take a short time to appear here." Wait a few minutes and reopen **Overview**.
  </Accordion>
</AccordionGroup>

More fixes in [Team errors](/docs/troubleshooting/team-troubleshooting).

## FAQ

<AccordionGroup>
  <Accordion title="Does the Owner need a seat?">
    Yes. The Owner always counts as one seat.
  </Accordion>

  <Accordion title="Can Admins see invoices or change the plan?">
    No. Only the Owner manages billing, and Admins cannot see payment details.
  </Accordion>

  <Accordion title="What happens if we lower the number of seats?">
    Nobody is removed automatically. If your Team has more people than seats, you can't invite anyone new until you are back within your seats.
  </Accordion>

  <Accordion title="Is there a free trial for Teams?">
    No. The 7-day free trial is for individual plans. See [Free trial](/docs/plans-and-billing/free-trial).
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup cols={2}>
  <Card title="Plans and pricing" href="/docs/plans-and-billing/plans-and-pricing" />

  <Card title="Cancel a Team subscription" href="/docs/plans-and-billing/cancel-team-subscription" />

  <Card title="Invite members" href="/docs/teams/invite-team-members" />

  <Card title="Team AI policy" href="/docs/teams/team-ai-policy" />
</CardGroup>


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