Executive Summary
Managing your team size in PyjamaHR is flexible—add or remove paid seats (users) at any time, even in the middle of your billing cycle. When you do, PyjamaHR automatically calculates prorated charges or credits for the exact days each seat was active, ensuring you only pay for what you use. This article explains exactly how mid-cycle seat changes affect your invoice, how to manage seats, and how to avoid common billing mistakes.
Detailed Overview
What Are Prorated Charges for Paid Seats?
Prorated charges are adjustments to your invoice that reflect the actual usage of paid seats (billable users) during your current billing cycle. If you add a user mid-cycle, you’re only charged for the days they have access. If you remove a user, you stop being charged from the day they’re removed, and any unused amount is credited toward your next invoice.
When and Why to Use This Feature
Growing or shrinking teams: Add users as your hiring needs expand, or remove them when downsizing.
Temporary access: Give a team member access for a project, then remove them without paying for the full month/year.
Cost control: Only pay for the seats you actually use, down to the day.
Integration with Other PyjamaHR Features
Team Management: Add/remove users via Settings > Team Members.
Invoice Management: See detailed breakdowns of prorated charges in your invoice history.
User Roles: Only billable roles (e.g., Super Admin, Hiring Manager, Recruiter) incur charges; Interviewer and External Recruiter roles are free.
Business Impact
Transparent, fair billing: No overpaying for unused seats.
Real-time control: Adjust your team instantly as business needs change.
Predictable costs: See exactly how changes impact your next bill.
Step-by-Step Guide: Adding or Removing Paid Seats Mid‑Cycle
Prerequisites
You must be a Super Admin or have billing permissions.
Know which users you want to add or remove.
Understand which roles are billable (see Understanding Access Types).
1. Adding a Paid Seat Mid-Cycle
Go to Settings > Team Members.
Click “Invite Member.”
- Enter the user’s email.
- Select a billable role (Super Admin, Hiring Manager, Recruiter).
- [Screenshot: Invite Member dialog with billable roles highlighted]Confirm the invitation.
- The system will display a notice if this is a billable user and show the updated seat count.
- [Screenshot: Confirmation dialog showing new seat count and charge notice]Review the updated invoice.
- Go to Billing > Invoices.
- The next invoice will include a prorated charge for the new user, calculated from the day they were invited to the end of the current billing cycle.
- [Screenshot: Invoice breakdown with prorated line item]
Example:
You’re on a monthly plan (₹1,000/user/month). On June 10, you add a new recruiter. Your cycle renews July 1. You’ll be charged ₹1,000 × (21/30 days) ≈ ₹700 for that user on your next invoice.
2. Removing a Paid Seat Mid-Cycle
Go to Settings > Team Members.
Find the user you want to remove.
Click the three dots next to their name > Remove User.
- Confirm the removal.
- [Screenshot: Remove User confirmation dialog]Check your next invoice.
- Any unused amount for that seat will be credited toward your next billing cycle.
- [Screenshot: Invoice with credit line item]
Note:
Removing a user does not generate an immediate refund, but the unused value is automatically applied as a credit to your next invoice.
3. Switching a User’s Role to a Non-Billable Access
If you want to keep a user but not pay for them, change their role to “Interviewer” or “External Recruiter.”
Go to Settings > Team Members > Edit Role.
[Screenshot: Role selection dropdown with non-billable roles highlighted]
4. Viewing and Understanding Prorated Charges on Your Invoice
Go to Billing > Invoices.
Click “View Invoice and Payment Details.”
Look for line items labeled “Prorated charge” or “Proration this cycle.”
[Screenshot: Invoice detail with proration breakdown]
Advanced Usage & Best Practices
Power User Tips
Batch changes: Remove or add multiple users at once; proration is calculated for each seat individually.
Plan ahead: Remove users before your renewal date to avoid being charged for the full next cycle.
Monitor pending invitations: Inviting a billable user (even if they don’t accept) counts as an active seat and is chargeable.
Grace period: Changes made during the payment grace period do not affect the current invoice—adjustments apply to the next cycle.
Optimization Strategies
Audit your team regularly: Go to Settings > Team Members and ensure only active, billable users are present.
Understand role types: Assign non-billable roles where possible to minimize costs.
Annual plans: Proration works the same way—adding/removing seats mid-year results in prorated charges/credits for the remaining months.
Do’s and Don’ts
Do:
- Remove users as soon as they no longer need access.
- Check the “billable” indicator when inviting users.
- Review invoices for proration details.
Don’t:
- Assume pending invitations are free—they are billable.
- Wait until after renewal to remove users if you want to avoid charges for the next cycle.
- Share credentials—multiple logins on one account can cause security flags.
Troubleshooting & Common Issues
1. “I removed a user but was still charged for them.”
If you removed the user after the invoice was generated (during the grace period), the charge applies for the current cycle. The credit will be applied to the next invoice.
2. “I invited a user but they never accepted—why am I being charged?”
Inviting a billable user reserves a seat and is immediately chargeable, regardless of acceptance.
3. “My invoice is higher than expected.”
Check for mid-cycle additions of billable users.
Review the invoice breakdown for proration line items.
4. “I want a refund for unused seats.”
PyjamaHR does not issue immediate refunds for removed seats. Instead, credits are automatically applied to your next invoice.
5. “I switched a user to a non-billable role—will I get a credit?”
Yes, the unused portion of the paid seat is credited to your next invoice.
6. “I can’t see the updated invoice after changing seats.”
Try a hard refresh or log out and back in. If the issue persists, contact support.
7. “I want to downgrade to a single user but the invoice still shows more.”
Remove extra users, complete the current payment, and the adjustment will reflect in the next cycle.
Comprehensive FAQ
1. When does proration start for a new user?
From the day you invite them as a billable user.
2. Are pending invitations chargeable?
Yes, inviting a billable user reserves a paid seat immediately.
3. What roles are billable?
Super Admin, Hiring Manager, and Recruiter. Interviewer and External Recruiter are free.
4. How do I see which users are billable?
In Settings > Team Members, billable users are marked with a symbol or label.
5. Can I get a refund for unused seats?
No immediate refunds; credits are applied to your next invoice.
6. What if I remove a user after the invoice is generated?
You’ll be charged for the current cycle; the credit applies to the next cycle.
7. Can I add users for just a few days?
Yes, you’ll only be charged for the days they’re active.
8. How are annual plan proration charges calculated?
Prorated for the remaining months in your annual cycle.
9. Can I have different plans for different users?
No, all users are on the same plan (monthly or annual).
10. What if I accidentally add too many users?
Remove them immediately; you’ll only pay for the days they were active.
11. How do I check my current seat count and charges?
Go to Settings > Team Members for seat count, and Billing > Invoices for charges.
12. What if I have trouble updating my team or invoice?
Try a hard refresh. If the issue persists, contact support.
Related Features & Next Steps
Understanding Access Types: See article
Managing Team Members: Step-by-step guide in [Team Management Article]
Invoice and Payment Details: How to read your invoice [Invoice Guide]
Annual vs. Monthly Plans: [Plan Comparison Article]
Contacting Support: If you have unresolved issues, email [email protected]
By following this guide, you’ll have full control over your PyjamaHR seat count and billing, avoid unexpected charges, and ensure your team is always sized—and priced—just right for your needs.