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Paid Flowstep plans are billed per seat. Every Owner, Admin, and Member in your organization uses one seat; Guests are free and never count toward your seat total. Your subscription cost is the plan’s per-seat price multiplied by the number of seats.
Every seat gets the plan’s full message allowance individually — usage isn’t pooled across the team. See Messages & Limits.

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Who uses a seat

See Organizations for what each role can do.

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Adding people

When the Owner invites members on a paid plan, seats are added to the subscription automatically and the charge is prorated — you only pay for the remainder of the current billing period. There’s no separate seat purchase step. If an Admin invites members instead, the new members may show as Inactive until the Owner clicks Fix on the People page. A member’s seat is used from the moment they’re invited, even while the invitation is still pending — cancelling an unaccepted invite frees the seat. When you first upgrade to a paid plan, you’re charged for the people already in your organization — one seat for each Owner, Admin, and Member. On the Free plan, your organization has a single seat, so invited members join as Inactive (read-only) until you upgrade. Inviting people isn’t the only thing that uses a seat: upgrading a Guest to Member and granting someone edit access to a file both add a paid seat too.

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Removing people

Removing a member frees their seat, but the organization keeps the seat — and keeps paying for it — until the end of the current billing period. You can assign it to someone else before then, or it’s removed at your next renewal. If you have more seats than active members, the People page shows how many seats are available, and the Owner can click Reduce seats to trim the subscription down to match the team. A seat reduction is scheduled for the end of the current billing period rather than applied right away — you keep the seats and their access until then, and your bill drops at the next renewal. If you add people again before a scheduled reduction takes effect, the reduction is cancelled and the new seats are added immediately, prorated for the rest of the period.

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Inactive members

Members without a seat get read-only access and show as Inactive on the People page. This happens when your organization has more members than paid seats — for example, after inviting people on the Free plan, or after reducing your seat count. When there are fewer seats than members, seats go to the Owner first, then to members by join date — the most recently joined members are the first to become Inactive. The Owner can restore their access by clicking Fix on the People page (paid plans) or by upgrading to a paid plan. Inactive members can still open the organization’s files but can’t edit them — except files they created themselves, which they can always edit.

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Who manages seats

Only the organization’s Owner can change the plan, adjust seats, or perform any other billing action. Admins can add and remove people, but they can’t access billing pages, and seat changes only sync to the subscription through the Owner. See Billing.

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Cancelling

If the Owner cancels a paid subscription, the organization keeps its plan and seats until the end of the paid period. After that, it moves to the Free plan with a single seat — the Owner keeps edit access, and other members become read-only until the organization is upgraded again.