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How to buy more seats

Administrators only

Add seats to your plan

Section titled “Add seats to your plan”

You can add seats to your plan anytime from Settings > Billing. Choose whether you’re adding full or light seats, enter how many, and review the exact pro-rated cost before you confirm. Only administrators can buy seats.

  1. Go to Settings > Billing.
  2. Click Buy more seats.
  3. Pick full or light seats (one type at a time) and enter a quantity.
  4. Review the pro-rated amount for the rest of your term.
  5. Confirm. The seats are added once payment succeeds.

How the pro-rated cost works

Section titled “How the pro-rated cost works”

When you add seats mid-term, you only pay for the time left in your current term, not a full term. The exact amount is calculated for you and shown before you confirm, so there are no surprises. Your card is charged when you confirm, and the new seats become available as soon as the payment clears.

If your card is declined

Section titled “If your card is declined”

There’s no automatic retry. If a charge fails, nothing is added and nothing is charged. The dialog shows an Update payment method option, which opens a pre-filled email to Tallyfy Support. Our team updates the card for you, and you can then try the purchase again.

If you pay by invoice

Section titled “If you pay by invoice”

For accounts billed by invoice (manual or multi-entity billing), buying more seats adds them to your next invoice through Xero. The seats activate once that invoice is paid, rather than immediately. See what happens if my payment fails for how invoiced billing works.

When your seat pool is full

Section titled “When your seat pool is full”

If you try to activate, invite, or promote someone and your seat pool is full, Tallyfy shows a dialog titled No Seats Available, reading “There are no full seats available in your pool.” (or “light”, depending on which pool ran out) and “Purchase additional seats to continue adding users.”

Choose Buy More Seats from that prompt. If you pay by card, the purchase completes right away and Tallyfy finishes the action for you, so the waiting person is activated automatically. If you pay by invoice, the seats are not added until the invoice is paid, so you will need to activate that person again once payment clears. Choose Cancel and nothing changes. The person stays invited or disabled until a seat frees up or you buy more.

Two things worth knowing about which pool the message names:

  • An invite holds a seat from the moment you send it, not from when the person accepts. So a pool can read as full because of invites nobody has accepted yet. Revoking a pending invite frees its seat immediately.
  • Members on a partner domain your account has marked as unbilled don’t draw from either pool, so they never trigger this message.
  • People signing in through single sign-on are never turned away, even when the pool is full. Tallyfy lets them in and records the extra seats on your billing history so you can true up.
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