On Basic and Pro, what you pay depends on the size of your team. Your plan includes one staff member, and every active staff member after that is a billed seat.
This covers what counts as a seat, what adding someone costs, and the difference between disabling and deleting a staff member — which matters for your bill, your bookings, and whether you can bring someone back.
👀 On one of our earlier plans — App & Booking, Booking or App? You aren't billed per staff member. The Active switch described below still works the same way for bookings and logins; just ignore the billing parts.
What counts as a seat
A seat is an active staff member — anyone listed under Staff who hasn't been disabled or deleted.
Hub logins don't count. Seats are about staff members, not accounts. Giving someone a login costs nothing extra; adding them as a staff member is what takes the seat.
Taking bookings doesn't matter either. A staff member with Allow bookings switched off is still active, so still a seat.
You can see where you stand on the Billing page: the Staff line reads something like "4 of 4 in use", with "1 included with your plan, 3 additional billed" underneath.
Adding a staff member
Go to Staff, click Add, and fill in their details. When you save, if they'll add to your bill you'll see Confirm Billing Change first, telling you:
how much more you'll pay each month or year;
what's due today — a pro-rata amount for the rest of your current billing period;
what your next bill will be, and when.
Click Add Staff Member and the pro-rata amount is charged straight away, whether you're billed monthly or annually. Very small amounts go on your next bill instead.
💡 Already paying for a seat nobody is using? Then the new person simply fills it — no confirmation, nothing extra to pay.
💡 On a free trial you'll still see the confirmation, showing how your first bill changes, but nothing is charged until your subscription starts.
👀 Anyone who can add staff can add a seat. By default that's Admin and High accounts. The price confirmation is only shown to people who can view billing — which High accounts can't — but the charge applies either way. Bear that in mind when you choose someone's permission level.
👀 For bigger teams, adding someone may stop with "For teams of 10 or more, please contact us about Enterprise pricing." Get in touch and we'll sort it out with you.
Disabling a staff member
Disabling is for anyone who's away for a while — long-term leave, or a seasonal team — and for anyone who has left, if there's a chance they'll be back.
Open Staff, click the staff member, go to the Settings tab and switch Active off. It applies as soon as you confirm; there's nothing else to save.
Once disabled, they're:
hidden from your booking widget and your app, so customers can't book them;
removed from your calendar's staff columns and from the Working Hours grid;
locked out of the Hub — their login stops working and booking notifications stop reaching their phone, straight away;
still listed on the Staff page, greyed out and marked Inactive, with a Reactivate button.
Their details, schedules and booking history are all kept.
👀 Their upcoming bookings don't move. Disabling doesn't cancel or reassign anything, and those customers still get their reminders. Once the staff member's column has gone from your calendar those bookings are easy to lose sight of — so move them to someone else, or cancel them, before you disable anyone.
👀 Looking for their login? While someone is disabled, their account doesn't appear in Settings → Staff → Accounts. It comes back, as it was, when you reactivate them.
You must keep at least one active staff member, so you can't disable the last one.
What disabling does to your bill
Seats never come off part-way through a period you've already paid for. A disabled staff member's seat stays paid until the end of your current billing period — monthly or annual — and comes off your bill from the next one. There's no refund for the time in between.
💡 Until that date the seat is still yours. Re-enable the same person, or add someone to replace them, and there's nothing extra to pay. The Billing page shows the date your seats reduce.
Re-enabling someone after that date works like adding a new staff member: the pro-rata amount is charged straight away.
Deleting a staff member
Deleting is permanent. On the staff member's Settings tab click Delete, then type their name to confirm.
Their profile, schedules and Hub login are removed.
Past bookings and reports keep their history.
Their seat is billed until the end of your current period, then comes off — the same as disabling.
💡 If in doubt, disable rather than delete. A disabled staff member can be brought back in one click. A deleted one can't be brought back at all.
During a free trial
Add, disable and delete staff as much as you like — nothing is charged. Your seats follow the staff you add, so the first bill when your trial ends reflects your team rather than a guess.
💡 If you use Start Now to begin your subscription early, your seats are matched to the staff you've actually added before anything is charged. See your plan: upgrading, downgrading and switching to annual.
FAQs
❓ Does giving a staff member a Hub login cost extra?
No. Logins are free — it's the staff member that's the seat. See adding staff accounts.
❓ The Billing page says I'm paying for seats nobody is using.
You've got more paid seats than active staff — usually because someone was disabled or deleted, or your team is smaller than when you signed up. Add staff to fill them, or leave it: your bill reduces to match your team at your next renewal.
❓ Do a disabled staff member's bookings still show in my reports?
Yes. Work they've already done still counts. The staff filter on reports only lists active staff, though.
❓ I disabled someone by mistake.
Click Reactivate next to them on the Staff page. They can sign in again straight away and their notifications resume. Within the same billing period it costs nothing extra.