Manage Reviewer Seats
Add or remove Reviewer seats to match your team size. Charges adjust automatically based on your Pro plan.
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Understanding Seats
What is a Reviewer seat?
A Reviewer is any team member who can:
- Approve or reject contributions
- View the full analytics dashboard
- Manage Perks and Outcomes
Examples:
- Admin (always a Reviewer, free)
- Sales manager (needs to approve deals)
- HR manager (needs to approve hires)
- Marketing manager (needs to approve partnerships)
Note: Regular Members (who contribute) are always free. Only Reviewers are billed.
How seats are counted
Free plan:
- 1 seat included: Admin (the workspace creator)
- Total: 1 Reviewer
Pro plan:
- 2 seats included in base price: Admin + 1 additional Reviewer
- Additional seats: €99/month each
- Total: 2, 3, 4, 5, or more Reviewers
Enterprise plan:
- Unlimited seats: Custom pricing
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Add Reviewer Seats
When to add seats
- You need more than 1 Reviewer (Admin only isn't enough)
- Sales manager needs to approve deals
- HR manager needs to approve hires
- Different departments need separate Reviewers
How to add seats
From Billing page: 1. Go to Admin → Billing & Subscription 2. Look at "Reviewer Seats" section 3. Click "+ Add Seat" or adjust the number 4. Confirm the prorated charge 5. Seat is active immediately
Example: `` Current: 2 seats (you have 1 additional Reviewer) Click: + Add 1 more seat Price: €99 + proration Result: 3 seats total (Admin + 2 Reviewers) ``
From Members page: 1. Go to Admin → Members 2. Find a Member you want to make a Reviewer 3. Click their role dropdown 4. Select "Reviewer" 5. If you're at your seat limit, you'll see an upgrade prompt 6. Complete upgrade to add the seat
Proration explained:
- If you add a seat mid-billing-cycle, you pay for the remaining days
- Example: Add seat on Jan 15 → charged ~50% for that seat
- Next billing cycle: Full price for all seats
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Remove Reviewer Seats
When to remove seats
- A Reviewer left the company
- You're downsizing the team
- Reviewer no longer needs approval access
How to remove seats
Important: Downgrading seats doesn't refund mid-cycle charges.
To remove a seat: 1. Go to Admin → Members 2. Find the Reviewer you want to demote 3. Change their role to "Member" 4. Seat is freed up immediately
Option 1: Keep seat available
- Seat is freed but not refunded
- You can add another Reviewer to that seat without charge
- Next billing cycle: Lower amount charged
Option 2: Downgrade seat count 1. Go to Admin → Billing & Subscription 2. Reduce seat count (if you have available seats) 3. Changes apply at next billing cycle 4. No prorated refund (you keep access for paid period)
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Seat Limits
Free plan:
- Maximum 1 Reviewer seat (Admin only)
- Can't add more seats without upgrading to Pro
Pro plan:
- Minimum 2 seats (included in base price)
- No maximum (add as many as you need)
- Each additional seat: €99/month
Enterprise plan:
- Custom seat arrangements
- Contact sales for details
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Proration Examples
Adding seats mid-cycle
Scenario:
- Current plan: 2 seats (€99/month)
- Billing cycle: Jan 1 - Jan 31
- Today: Jan 15 (50% through cycle)
- Adding: 1 more seat
Calculation:
- 1 additional seat × €99/month = €99
- Proration: 50% of €99 = €49.50
- Charge now: €49.50
- Next billing: €198 (3 seats total)
Removing seats mid-cycle
Scenario:
- Current plan: 3 seats (€198/month)
- Billing cycle: Jan 1 - Jan 31
- Today: Jan 15
- Removing: 1 seat
Calculation:
- No refund for remaining 15 days
- You keep 3 seats until Jan 31
- Next billing: €99 (2 seats)
- You can add 1 seat back anytime before next billing without charge
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Best Practices
Plan ahead:
- Start with minimum seats (2 for Pro)
- Add more seats as needed throughout the month
- Proration makes it affordable to scale up gradually
Cost optimization:
- Only make people Reviewers if they need to approve
- Regular Members (contributors) are always free
- Audit your Reviewer list quarterly
Team changes:
- When someone leaves, demote them to Member
- Free up their seat for someone else
- No need to downgrade unless you want to reduce bill
Annual vs monthly:
- Annual billing: 20% discount overall
- Better for teams that won't change seat count often
- Monthly: More flexible if you expect to scale frequently
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Common Questions
Q: Can I have more Members than Reviewer seats? A: Yes! Members are unlimited and free. Only Reviewers count toward seats.
Q: What happens if I run out of seats? A: You'll see an upgrade prompt if you try to add more Reviewers than you have seats.
Q: Can I downgrade to 1 seat? A: No, Pro plan minimum is 2 seats. You'd need to downgrade to Free (1 seat max) or stay at 2+.
Q: Do seats include the Admin? A: Yes, the Admin always counts as 1 seat (and is included in the base price for Pro).
Q: Can I remove my own Admin seat? A: No, Admin is required. You can transfer Admin to someone else if you want to stop being Admin.
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Need Help?
- See Plans & Billing for pricing details
- See Change Plan for upgrade/downgrade process
- Contact support: support@teamwins.co
