➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: On the Admin Portal, under Operations
➤ Availability: All Flex plans
A company that can add its own members can quietly outgrow the space it pays for. By the time you notice, more people hold door access than the company has seats.
A seat allowance caps how many active members a company can have. Members can't add or activate anyone past the cap, so headcount stays matched to what the company bought. This setting is a precaution when a company's Contact or Billing persons can add team members. It also helps admins control access to the space through integrations by forcing companies to fit into a specific limit (the number of office seats they've purchased).
The allowance sits on the company profile. It counts only active members, so members with any other status don't use a seat.
In this article
Set a seat allowance on a company
Change or switch off an existing allowance
See what the company sees on the Member Portal
Find out what happens when the allowance is reached
Prerequisites
An admin with an 'Owner' role must:
Go to Settings > Operations > Community.
Select "Allow Contact Persons to manage their company's member directory".
Click Update.
Set a seat allowance
A company has no seat cap by default. Turn on the allowance in the company profile to add one.
Go to Operations > Companies and open a company profile.
In the left panel, under Member Apps, turn on Active Members Seat Allowance. A number field opens.
Enter the number of seats the company can fill.
Click the check mark ✔︎ to save, or X to cancel.
Change or switch off a seat allowance
The seat allowance number you set is not fixed. A company that takes more desks needs a higher cap, and a company that no longer needs a cap needs none at all.
To change the number, hover next to the Current Limit label on the company profile. Click the Edit (pencil) icon and enter the new number.
To remove the cap, turn off the Active Members Seat Allowance toggle. The company can then add as many active members as it needs.
See what the company sees on the Member Portal
A cap the company cannot see is a cap it will hit by surprise. The Account/Team Members page on the Member Portal shows the company how many of its seats are filled.
Below 80% of the allowance, the counter is blue.
At 80% and above, the counter is yellow.
At 100% and above, the counter is red.
What happens when the allowance is reached
When a company reaches the seat allowance limit, the system warns the company by displaying a warning in the Member Portal on the Team Members page. The company is also blocked from adding additional members.
When a company reaches its seat allowance:
Member Portal users cannot add a new member.
They also cannot change an existing member to Active.
For example, if you set an allowance of 10 and the company already has 10 active members, the next attempt is blocked.
FAQs
Why can a company not add another staff member?
A company cannot add another member when it has reached its seat allowance. Open the company profile and compare the Current Limit value with the number of active members. To let the company add more, raise the number or switch off the allowance.
How do I increase a company's member limit?
Hover next to the Current Limit label on the company profile and click the Edit (pencil) icon. Enter the new number and save.
Do former members use up a seat?
The seat allowance counts only active members. A member with any other status, including Former, does not use a seat.