Your paid seats are managed in Workspace Administration > Manage Members, which shows the active and licensed totals. Removing a member frees a seat for the rest of the billing term, and adding a member beyond the licensed count is charged pro rata.

Inactive members do not count. At renewal, the licensed count is set to the active count.

Example: a compliance team's contractor leaves after the audit. The Administrator deactivates the contractor, and a new control owner takes the freed seat the same month at no extra charge.

Plan Availability	Paid plans. Minimum members: 3 on Team, 5 on Professional, 15 on Enterprise. Signature by contract.
Permissions	Administrators.
Platform	Web
Related Reading	Add or reduce paid seats Deactivate or reactivate a member Deleting versus deactivating members Invite and manage members.

Where seats are shown

Select your profile icon in the upper-right corner, then Workspace Administration.
Select the Manage Members tab.
Read the active and licensed totals at the top of the list.

The Manage Members tab with the active and licensed totals above the member list.

How seats move during a term

Removing a member: the seat becomes available for the rest of the billing term, month or year.
Adding a member with a seat free: the new member takes the free seat with no new charge.
Adding a member with no seat free: a seat is added and charged pro rata for the rest of the term.
At renewal: the licensed count is set to the active count at that time.

Note: There is no mid-term refund for seats you stop using. You can add members back at any time during the paid term.

Inactive, deleted and invited members

An inactive member loses all permissions and keeps their profile. They do not count toward the active total, and you can reactivate them later.
A deleted member still shows in the Assigned To fields they were in, with a status such as "Deleted User".
A member who has not accepted an invitation stays Invited. You can resend or delete the invitation, but you cannot make it inactive.

Tip: Deactivate anyone who may return. Deleting is permanent after a grace period, while an inactive member can come back with their profile intact.

Frequently asked questions

What are active members?

Active members are the members using the workspace now. The Manage Members tab shows the active total and the licensed total.

What happens when a member is removed?

The seat becomes available for the rest of the billing term. A member added later takes that seat without a new charge.

Can I deactivate a member instead of deleting them?

Yes. An inactive member loses all permissions, keeps their profile and does not count toward the active total. See Deactivate or reactivate a member.

How is billing adjusted at the end of the term?

At renewal the licensed count is set to the active count, so members deleted or deactivated during the term lower the next bill.

Does SmartSuite charge for inactive members?

No. Inactive members are not counted in the active total and do not take a seat.

Can I make an invited member inactive?

No, a member who has not accepted the invitation stays Invited. You can resend or delete the invitation, and deactivate the member once they accept.

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Last verified 1 Nov 2026.

User Management FAQs