Executive Summary
Managing recruiter seats (user licenses) in PyjamaHR is essential for controlling costs, ensuring compliance, and maintaining efficient team workflows. This guide explains how seat allocation works, how to add or remove users, how billing is calculated, and how to avoid common pitfalls—so you can confidently manage your team size and subscription without unexpected charges or access issues.
Detailed Overview
What Are Recruiter Seats in PyjamaHR?
A seat in PyjamaHR refers to a billable user license. Each seat allows one team member to access the platform with a billable role (Super Admin, Admin, Hiring Manager, or Recruiter). Non-billable roles (External Recruiter, Interviewer) do not consume a seat or incur charges.
Why It Matters:
- Billing is per seat: You are charged for the number of billable users (seats) active on your account during your billing cycle.
- Access control: Only users with a seat can perform recruiting actions, manage jobs, or access sensitive data.
- Compliance: Sharing credentials is not allowed and may result in account suspension due to PyjamaHR’s SOC-2 compliant security protocols.
How Seat Allocation Integrates with PyjamaHR
Team Management: Seats are managed via the Settings > Team Members section.
Billing: The number of active seats determines your monthly or annual invoice.
User Roles: Assigning or changing a user’s role can affect seat count and billing.
Proration: Adding or removing users mid-cycle results in prorated charges or credits.
Business Impact
Cost Control: Only pay for what you use—remove unused seats to avoid unnecessary charges.
Operational Efficiency: Ensure the right people have access at the right time.
Security: Prevent account lockouts and suspicious activity flags by assigning unique logins.
Step-by-Step Guide: Managing Recruiter Seats
Prerequisites
Only Super Admins can manage seats and access billing.
You must have Super Admin access to add, remove, or change user roles.
1. Viewing Your Current Seat Allocation
Go to your Profile (top right corner).
Select Settings.
Click on Team Members.
Review the list of users and their access types.
- Billable roles: Super Admin, Admin, Hiring Manager, Recruiter (indicated with a chargeable symbol).
- Non-billable roles: External Recruiter, Interviewer.
2. Adding a New Recruiter Seat
In Team Members, click Add User or Invite Team Member.
Enter the user’s work email address.
Select the desired Access Type (choose a billable role if you want them to be a recruiter).
Click Send Invite.
The user will receive an email to complete onboarding.
Billing: The new seat will be added immediately, and the prorated charge will appear on your next invoice.
Note: You cannot assign multiple users to the same seat; each billable user requires their own seat/license.
3. Removing a Recruiter Seat
Go to Settings > Team Members.
Find the user you wish to remove.
Click the three dots next to their name.
Select Remove User.
Confirm the removal.
Billing: The seat will be removed, and any unused portion will be credited in your next billing cycle.
4. Changing User Roles (Billable vs. Non-Billable)
To downgrade a user from a billable to a non-billable role (e.g., from Recruiter to Interviewer):
1. In Team Members, click the three dots next to the user.
2. Select Change Access Type.
3. Choose a non-billable role.
4. Save changes.Important: Changing a user from non-billable to billable will immediately add a seat and incur a prorated charge.
5. Reducing Seats Before Renewal
Best Practice: Remove extra users or downgrade their access before your renewal date to avoid being charged for unused seats.
Invoices are generated based on the number of billable users at the time of renewal. Changes after the invoice is generated will only affect the next cycle.
6. Handling Prorated Charges
If you add or remove users mid-cycle, PyjamaHR calculates the cost based on the number of days each seat was active.
Prorated charges or credits appear on your next invoice.
Example: If you add a user halfway through the month, you’ll only be charged for half a month for that seat.
7. Transferring a Seat to Another User
Remove the old user (Settings > Team Members > Remove).
Invite the new user with the desired access type.
The seat count remains the same; only the user changes.
Advanced Usage & Best Practices
Power User Tips
Plan Ahead: Remove or downgrade users before your renewal date to avoid extra charges.
Track Proration: Review invoices for prorated charges when adding/removing users mid-cycle.
Assign Non-Billable Roles: Use External Recruiter or Interviewer roles for team members who don’t need full access—these are free and unlimited.
Monitor Access: Regularly audit your Team Members list to ensure only active team members have billable access.
Do’s and Don’ts
Do:
- Assign each user a unique login—never share credentials.
- Remove or downgrade users as soon as they leave or change roles.
- Use non-billable roles for occasional collaborators.
Don’t:
- Wait until after your invoice is generated to remove users (you’ll be charged for the full cycle).
- Share one login across multiple people—this triggers security flags and account suspension.
- Forget to check for pending invitations—invited users with billable roles count as active seats.
Troubleshooting & Common Issues
1. “I’m being charged for more users than I want”
Cause: You have extra billable users (active or invited) at the time of invoice generation.
Solution: Remove/downgrade users before your renewal date. Any overpayment will be credited in your next cycle.
2. “I can’t reduce the seat quantity at checkout”
Cause: The system calculates seats based on billable users in your Team Members list.
Solution: Remove extra users in Settings > Team Members, then refresh the payment page.
3. “I removed a user but my invoice didn’t change”
Cause: Changes after invoice generation only affect the next billing cycle.
Solution: Complete the current payment; the extra amount will be credited in the next cycle.
4. “I added a user and was charged a prorated amount”
Expected: Adding users mid-cycle results in prorated charges for the days used.
5. “I want to transfer a seat to a new user”
Solution: Remove the old user, invite the new one. The seat count remains unchanged.
6. “I have pending invitations—am I being charged?”
Yes: Invited users with billable roles count as active seats until the invitation is revoked or the role is changed.
7. “I’m being asked to pay for 2 seats but only want 1”
Solution: Check for extra users (including pending invites) with billable roles and remove/downgrade them.
8. “I want to downgrade from annual to monthly (or vice versa)”
Solution: Contact support for plan changes; all seats must be on the same plan.
9. “I want to remove a user but can’t access Settings”
Solution: Only Super Admins can manage seats. Contact your Super Admin for access.
10. “I removed a user, will my billing period be extended?”
No: Removing a user does not extend your billing period; it only affects future invoices.
Comprehensive FAQ
Q1: What roles are billable in PyjamaHR?
A: Super Admin, Admin, Hiring Manager, and Recruiter are billable. External Recruiter and Interviewer are non-billable.
Q2: How do I reduce the number of seats before upgrading or renewing?
A: Go to Settings > Team Members, remove or downgrade extra users, then proceed with payment.
Q3: Why am I being charged for users who haven’t accepted their invite?
A: Pending invitations for billable roles count as active seats until revoked.
Q4: Can I assign multiple people to one seat?
A: No. Each seat is for one unique user. Sharing logins is not allowed.
Q5: How does proration work when adding/removing users mid-cycle?
A: Charges are calculated based on the number of days each seat was active. Adjustments appear on your next invoice.
Q6: What happens if I remove a user after the invoice is generated?
A: The change will only affect the next billing cycle; current invoice remains unchanged.
Q7: Can I get a refund for unused seats?
A: No direct refunds, but any overpayment is credited to your next invoice.
Q8: How do I transfer a seat to a new team member?
A: Remove the old user, invite the new user with the desired access type.
Q9: Can I have different plans (monthly/annual) for different users?
A: No. All seats must be on the same plan.
Q10: What if I need to add a user temporarily?
A: Add the user and remove them when done. You’ll be charged a prorated amount for the days used.
Q11: How do I check which users are billable?
A: In Settings > Team Members, billable users are marked with a chargeable icon.
Q12: What if I can’t access the Team Members section?
A: Only Super Admins can manage seats. Contact your Super Admin.
Related Features & Next Steps
User Access Types: Understanding Access Types
Inviting Team Members: Inviting Team Members
Exporting Candidates: Comparison View: How to Export Candidate Data
Billing & Invoices: Access via Profile > Manage Subscription > Invoices
Recommended Next Steps:
- Regularly audit your Team Members for unused seats.
- Review your invoices for proration and seat adjustments.
- Use non-billable roles for occasional collaborators.
- Contact support if you need to change your plan or have billing disputes.
Summary Table: Key Actions
Task | Where to Do It | Who Can Do It | Impact on Billing |
Add user (billable) | Settings > Team Members | Super Admin | Prorated charge |
Remove user | Settings > Team Members | Super Admin | Credit next invoice |
Change user role | Settings > Team Members | Super Admin | May add/remove seat |
View invoices | Profile > Manage Subscription | Super Admin/Admin | Review proration, seats |
Assign non-billable role | Settings > Team Members | Super Admin | No charge |
Still Need Help?
If you’ve followed all the steps and still have issues with seat allocation or billing, contact PyjamaHR Support with:
- Your registered email
- A screenshot of your Team Members page
- Details of the issue (e.g., invoice number, user emails involved)
Our team will help you resolve your seat allocation and billing questions quickly.
Related Articles:
- Understanding Access Types
- Inviting Team Members
- Comparison View: How to Export Candidate Data
This article is based on real customer conversations and reflects the most up-to-date best practices for managing recruiter seat allocation and limits in PyjamaHR as of June 2024.