Seats on the Team plan: what’s included and how to add more

Team includes 3 staff members (the card marked «Admin» doesn’t count). Every staff card that isn’t archived takes a seat — with or without a CRM sign-in. You buy more seats on the Staff page with “Buy one more seat”.

Who can do this and on which plan

• Seats exist only on the Team plan: “Extra seats are only available on the Team plan.”
• The salon owner buys and removes seats. Someone with Full access can send a request for seats, and the owner pays for it.

How many seats are included

“Team includes 3 staff members.” The counter on the Staff page shows how many are taken, for example “Seats: 2 of 3”.

The «Admin» card

“The card marked «Admin» does not take a seat.” It’s the salon’s first card — usually the owner’s own. If you delete it, the «Admin» mark moves to the oldest remaining card.

What takes a seat

Every staff card that isn’t archived takes a seat — with or without a CRM sign-in; the «Admin» card doesn’t take one. To free a seat, archive the card of someone who no longer works with you. If there are more cards than seats, the newest ones are over the limit: no new bookings can be made for them, and they can’t have CRM access.

How to do it

Buy a seat

The salon owner does this; someone with Full access can send a request that the owner then pays for (see below).

If the CRM says “All 3 seats are taken. Buy another seat to add a staff member.”, do this:

1. Open “Workspace” → “Staff” (on a phone: “More” → “Workspace” → “Staff”).
2. Click “Buy one more seat” (“Buy a seat” on a phone). If you’ve bought seats before, the button says “Manage seats” — choose “Add seats”.
3. In “How many seats to add”, pick the number — the window shows straight away what it will cost. How seats are billed is explained in Paying for extra Team seats.
4. Click “Continue to payment” and pay. “The seats appear as soon as the payment goes through.”

If the window offers “Send request” instead of payment, the seats appear as soon as we approve the request, and the bill comes together with your plan’s bill.

Someone with Full access sees “Ask the owner to pay”. The owner gets a “A seat request awaits payment” notification and pays on the Staff page.

If buying doesn’t work:

• “Extra seats are only available on the Team plan.” (in the plan settings: “Extra seats are available on the Team plan only.”) — switch to Team first.
• “The seat price has not been set yet” — seats can’t be bought yet; contact support.
• “Paying for seats is unavailable right now. Please try again later.” — try again later.
• “The seats in this request are priced in a different currency from the one your plan is paid in, so it cannot be paid here. Cancel the request on the Staff page and contact support.” — click “Cancel request” on the Staff page and contact support.
• “All 3 seats are taken. The salon owner or someone with full access can buy more.” — this is what the CRM tells an employee who can’t buy seats. Tell the salon owner.

Write any time — we reply during working hours.

Remove a seat you don’t need

1. On the Staff page, click “Manage seats” → “Remove seats”.
2. In “How many seats to remove”, pick the number. Only free bought seats can be removed — the window shows how many there are right now.
3. Check the date in “The seats work until …” and the new amount in “After that: … a month”.
4. Click “Remove 1 seat”. The CRM confirms: “Reduction scheduled. The seats work until the paid period ends.”

“The paid period is not refunded — the lower amount applies from the next charge. Changed your mind? The reduction can be cancelled.” To do that, click “Cancel reduction” on the Staff page.

If removing doesn’t work:

• “All bought seats are taken — to remove a seat, first archive someone.” — see An employee leaves for how to archive.
• “Seats cannot be removed while a request for seats is open. Cancel the request or wait for it.”
• “We’re charging for the next month right now, so the seats can’t be changed yet. Please try again in a few hours.”

How seats are paid for

The seat price is shown in the purchase window. What a seat costs, how the first month is worked out and when the next payments come is covered in Paying for extra Team seats.

During the trial

The purchase window says: “Seats are free during the trial. Billing starts on …” How it works: Paying for extra Team seats.

On a yearly Team plan

The purchase window warns: “Seats are billed monthly, even if the plan is paid for a year.” How it works: Paying for extra Team seats.

If something doesn’t work

“This card is beyond the paid seats”

“This card is beyond the paid seats, so it cannot have CRM access. Buy another seat or archive someone.” There are more cards than seats, and this card is among the newest. Buy a seat or archive someone who no longer works with you.

A request “awaiting approval” or “awaiting payment”

“Request for 1 seat — awaiting approval” means you sent a request, not a payment: the seats appear as soon as we approve it. You can withdraw it with “Cancel request”. “Request for 1 seat — awaiting the owner’s payment” means someone with Full access sent it, and the owner needs to pay with “Pay for 1 seat”.

“Seat request declined”

The notification: “The request for 1 seat was declined. Write to us if you still need it.” If you still need seats, contact support. Write any time — we reply during working hours.

“Seat payment failed”

The notification: “The request for 1 seat was withdrawn: the payment failed. You can send a new one.” Buy the seat again. Why a payment can fail is explained in A payment failed.

“Extra seats are on”

This notification means the seats already work: “1 extra seat is now active — you can add a team member.” Add the person on the Staff page.

“Fewer seats soon”

The notification: “From … your Team plan will have 1 seat fewer. It works until then, and your next bill will be lower.” This confirms the reduction you scheduled with “Remove seats”. Changed your mind? Click “Cancel reduction” on the Staff page. When the day comes, you get the notification “Extra seats removed”.

Seat notifications go to the salon owner’s Bookly notification bell and lead to the Staff page.

Related articles

• Paying for extra Team seats
• How to invite an employee to the CRM
• An employee leaves: turn off access, archive or delete