Add licensed users by inviting members from Workspace Administration > Plans & Billing > Manage Users; the extra seats are charged pro rata for the rest of the current term. Reduce them by deleting or deactivating members; the lower count applies from the next billing interval.
Plan Availability | Paid plans. Minimum users: 3 on Team, 5 on Professional, 10 on Enterprise and Signature. |
Permissions | Administrators: Can add or reduce licensed users and manage billing settings. |
Platform | Web |
Related Reading |
How do I add licensed users?
To add user licenses to your existing SmartSuite workspace:
Steps
Log in as a Member with the Administrator role.
Access Workspace Administration:
Click on your user profile icon in the upper-right corner.
Select Workspace Administration from the menu.
Navigate to Plans & Billing:
Click the Plans & Billing tab.
Select the Manage Users link in the Plan Profile section.
Invite or Remove Users:
To invite a new member, select “Invite New Members” and add the emails of new members.
To remove a member, select the three dots on the right-hand side of their profile, and select “Delete Member”.
Note: You will be billed for the additional users, with charges prorated for the remaining time on your current subscription.
Tip: The dynamic user quantity feature automatically adjusts your plan as new Members are added.
How do I reduce licensed users?
If you need to reduce the number of licensed users:
Steps
Follow steps 1-3 above to access the Manage Users interface.
Administrators lower the count by deleting or deactivating members. The reduction applies to billing from the start of the next billing interval.
How do I check active and invited users?
Access Workspace Administration:
Click on your profile icon and select Workspace Administration.
Navigate to Manage Members:
Select the Manage Members tab.
Review the number of Active and Invited users listed.
Reduce User Count:
Delete unused or no-longer-needed Member profiles to lower the total count.
How does dynamic user quantity work?
SmartSuite’s dynamic user quantity feature adjusts your plan automatically as new Members are added. Key points to remember:
Billing: Prorated charges apply for newly added users based on the time left in your subscription term.
Renewals: Future subscription renewals will reflect the updated user count. You will be billed for the then-current (at the time of the renewal) number of active users in your Workspace.
For additional assistance, click the chat button or email us at support@smartsuite.com.
Frequently asked questions
I have free seats. Will adding a member cost more?
No. You are only charged for members above your licensed count. Members are billed when they accept the invitation and log in for the first time.
My invoice shows more users than we have. Why?
Each interval is billed for the licensed count at its start, and reductions apply from the next interval. Check Manage Members for active and invited members you no longer need, delete or deactivate them, and email support@smartsuite.com with the invoice number if the count still looks wrong.
Can I deactivate a member instead of deleting them?
Yes. Set the member's status to Inactive from Manage Members; their history stays on the records. See Deactivating/Reactivating a Member.
We removed someone but they still get SmartSuite emails. Why?
If they were a billing contact, remove them under Plans & Billing as well; see Billing Contacts. Pending invitations can be deleted from Manage Members.
What is the minimum number of users?
3 on Team, 5 on Professional and 10 on Enterprise and Signature.
Last verified 21 Oct 2026 against the pricing page and the SmartSuite Limits article (minimum users) and the Billing Basics article (prorated additions, reductions at the next interval, billing on acceptance)