Seat Management

Seat Management

Each tier has a different included number of users (seats). Beyond included seats, you can add more — billed monthly per seat.

Included seats per tier

• Starter — 1 seat
• Pro — 3 seats
• Business — unlimited

Adding extra seats

On Pro tier, beyond 3 users, additional seats are billed at $20/seat/month.

To add:

1. Settings → Team Members → + Invite
2. If at limit, you'll be prompted to confirm the additional seat
3. Confirm — they're invited, your billing updates next cycle

Removing seats

Remove a team member:

1. Settings → Team Members → [member] → Remove
2. Confirm
3. They lose access immediately
4. Your seat count decreases at next billing

Their data (jobs they worked, time logged, notes) is preserved — only their access is removed.

Owner vs. paid seat

The Owner (you) is always seat 1, included free in all tiers. Additional seats are everyone you invite.

Seat types

Different roles, same seat cost (mostly):

• Owner — full access (you)
• Admin — full access except billing settings
• Manager — operational access (no financial reports unless granted)
• Tech — view their jobs, log time, add photos
• Office — invoicing, customer messages, scheduling
• Accountant — read-only financial reports

Each is a "seat" for billing purposes.

Read-only seats

Sometimes you want someone (e.g. a CPA) to have view-only access:

• They take a regular paid seat
• Configure their role as Accountant (read-only on financial reports)

There's no "free" read-only seat option — every active user is a paid seat above the included count.

Inactive users

If someone leaves your team:

• Remove their seat → no longer charged
• Their historical data stays in HandyBook
• Re-invite them later if they return — same email finds the same record

Seat hopping

If a worker leaves and you hire a replacement same week:

• Remove the old user (returns the seat)
• Invite the new user (same seat is now used)

Net seats = same; no extra charge if it happens within a billing cycle.

Bulk inviting

For onboarding a whole crew:

1. Settings → Team Members → Bulk Invite
2. Paste a list of emails (one per line) with role assignments
3. Each gets an invite to set their password and start using HandyBook

Per-seat permissions

Beyond role-based, you can fine-tune per-user:

• Visibility to specific locations (multi-location)
• Visibility to specific customer segments
• Specific report access
• Specific feature access (e.g. POS yes/no)

Configure per user in Team Members → [user] → Permissions.

FAQ

Can I have a seat for my spouse who only occasionally helps? Yes — but they'd still be a paid seat if you're over your tier's included count. For very occasional access, an Owner can share their login (less secure but free).

Does mobile vs. desktop matter for seats? No — one user, one seat, regardless of how they access. Mobile and desktop count as the same user session.

Can I have multiple Owner-role seats? Yes — common in partnerships. Each Owner is its own seat.

Are sub-contractors counted as seats? If they have HandyBook access, yes. If they're just listed as a vendor (you log expenses to them) but don't log into HandyBook, they're not a seat.

Can I downgrade my seat count mid-month? Removing a user reduces seats at next billing cycle. Mid-month removal still charges for the full month (Stripe doesn't refund partial seat-months).