Executive Summary
PyjamaHR uses a per-seat (per-user) pricing model for its premium plans, with clear usage limits based on the number of billable users and, in some cases, job postings. Understanding how seats are counted, billed, and managed is essential to avoid unexpected charges, ensure compliance, and optimize your team’s access. This guide explains everything you need to know about per-seat pricing, usage limits, common pitfalls, and best practices—so you can manage your PyjamaHR subscription with confidence.
Detailed Overview
What Is Per-Seat Pricing in PyjamaHR?
Per-seat pricing means you pay a fixed fee for each billable user (seat) with access to your PyjamaHR account. The cost is calculated based on the number of active billable users during your billing cycle. PyjamaHR offers both monthly and annual plans, with discounts for longer commitments.
Monthly Plan: ₹1,000 per user per month
Annual Plan: ₹9,000 per user per year (25% discount)
Quarterly Plan: 10% discount (occasionally offered)
International Pricing: $15 per user per month (for global customers)
Billable users include:
- Super Admin
- Admin
- Recruiter
- Hiring Manager
Non-billable users (free, unlimited):
- Interviewer
- External Recruiter
Key Usage Limits:
- Free Plan (now retired): 5 users and 5 active jobs maximum
- Paid Plans: Unlimited jobs, but you pay for each billable user seat
Why It Matters:
- Accurate seat management prevents surprise charges.
- Understanding proration and billing cycles helps you budget and plan.
- Assigning the right access type ensures you only pay for what you need.
Step-by-Step Guide: Managing Seats and Usage Limits
1. Check Your Current User Count and Access Types
Go to Settings > Team Members in your PyjamaHR dashboard.
Review each user’s access type. Billable users are clearly marked.
Remove or downgrade users you no longer need to avoid extra charges.
[Screenshot: Team Members page with billable/non-billable icons]
2. Adding a New User (Seat)
Click Invite Team Member.
Enter the user’s email and select their access type.
Important: If you select Super Admin, Admin, Recruiter, or Hiring Manager, this will increase your billable seat count and affect your next invoice.
For Interviewer or External Recruiter, no additional charge applies.
[Screenshot: Invite Team Member modal with access type dropdown]
3. Removing or Downgrading a User
In Settings > Team Members, click the three dots next to the user.
Select Remove or Change Access Type.
Changes take effect immediately for access, but billing adjustments (if any) are reflected in the next invoice.
[Screenshot: Remove user option]
4. Understanding Prorated Charges
If you add a billable user mid-cycle, you’ll be charged a prorated amount for the days they had access.
If you remove a user, you won’t get a refund for unused days, but the seat is available for reassignment.
Prorated charges and credits are detailed in your invoice.
[Screenshot: Invoice breakdown showing proration]
5. Paying Your Invoice
Go to Billing > Invoices.
Click on the most recent invoice to see the breakdown.
Pay the full amount due to continue uninterrupted access.
Any overpayments (from reducing seats) are automatically adjusted in your next cycle.
[Screenshot: Invoice page]
6. Switching Between Monthly and Annual Plans
Contact support or use the Upgrade Now button.
Note: All seats must be on the same plan; you cannot mix monthly and annual seats.
Advanced Usage & Best Practices
Optimize Your Seat Usage
Assign Non-Billable Roles Where Possible: Use Interviewer or External Recruiter roles for users who only need limited access (e.g., to provide interview feedback or upload resumes for specific jobs).
Audit Regularly: Review your Team Members list before each renewal to ensure you’re not paying for unused seats.
Prorated Billing Awareness: Only add billable users when needed, and remove them promptly to minimize extra charges.
Role Clarity: Understand the permissions and limitations of each access type. Only assign Super Admin or Admin roles to those who need full control.
Integration & Workflow Tips
External Recruiters: Can be invited with their personal Gmail or company email. They only see candidates they add and jobs they’re assigned to.
Billing & Invoices: Only Super Admins can access subscription and billing settings.
Bulk Changes: For large teams, coordinate user changes before your renewal date to avoid proration surprises.
Do’s and Don’ts
Do:
- Use the Team Members page to manage access.
- Remove or downgrade users before your renewal date if you want to reduce charges.
- Assign Interviewer/External Recruiter roles for limited access needs.
Don’t:
- Share login credentials between users (violates SOC-2 compliance and may result in account lockout).
- Invite billable users unless you intend to pay for their seat.
- Expect invoices to adjust retroactively for seat changes made after the invoice is generated.
Troubleshooting & Common Issues
1. “Why am I being charged for more users than I expected?”
Check for invited users who haven’t accepted yet—inviting a billable user counts as a seat, even if they haven’t logged in.
Review your Team Members list for any users with billable access.
2. “I removed a user, but my invoice hasn’t changed.”
Invoices are generated based on the number of billable users at the time of renewal. Changes after invoice generation affect the next cycle.
3. “I can’t reduce my seat count before paying the current invoice.”
Pay the current invoice, then remove users. The extra amount will be credited in your next billing cycle.
4. “I’m being charged a prorated amount I don’t understand.”
Prorated charges occur when you add or remove billable users mid-cycle. The invoice details will show the calculation.
5. “I want to downgrade from multiple users to a single user.”
Remove extra users in Settings > Team Members. Future invoices will reflect the new seat count.
6. “I can’t access billing or subscription settings.”
Only Super Admins have access to these settings.
7. “I want to add a new user but keep them non-billable.”
Assign them the Interviewer or External Recruiter role.
8. “I was charged for an invited user who never logged in.”
Charges apply as soon as the invitation is sent for a billable role. Remove the invite to avoid future charges.
9. “Why can’t I select a monthly plan after cancelling twice?”
After two cancellations, only annual plans are available due to system policy.
10. “How do I get a refund for unused seats?”
Refunds are not issued for unused seats, but overpayments are adjusted in future invoices.
Comprehensive FAQ
Q1: What is a “seat” in PyjamaHR?
A: A seat is a billable user with Super Admin, Admin, Recruiter, or Hiring Manager access.
Q2: Are Interviewers and External Recruiters free?
A: Yes, you can add unlimited Interviewers and External Recruiters at no extra cost.
Q3: When does billing for a new user start?
A: As soon as you invite a user with a billable role, the seat is counted and billed (even if the invite is pending).
Q4: Can I have different plans for different users?
A: No, all seats must be on the same plan (monthly or annual).
Q5: How are proration charges calculated?
A: Proration is based on the number of days a seat was active during the billing cycle.
Q6: What happens if I add or remove users mid-cycle?
A: Added users are billed prorated for the days used; removed users free up the seat for reassignment but do not generate a refund.
Q7: Can I downgrade from multiple seats to one?
A: Yes, remove extra users before your next renewal for the change to take effect.
Q8: What if I pay for more users than I need?
A: The extra amount is credited in your next invoice if you reduce your seat count.
Q9: Do invited users who never log in count as billable?
A: Yes, as soon as the invitation is sent for a billable role.
Q10: Who can manage billing and subscription?
A: Only Super Admins.
Q11: Can I get a refund for unused time if I remove a user?
A: No refunds are issued, but credits are applied to future invoices.
Q12: What if I need to add a user temporarily?
A: You’ll be billed for the days they’re active; remove them promptly to minimize charges.
Q13: Can I mix monthly and annual seats?
A: No, all seats must be on the same plan.
Q14: What if I want to switch from monthly to annual?
A: Contact support to change your plan; all seats will be updated.
Q15: How do I see a breakdown of my charges?
A: Go to Billing > Invoices and click on the invoice for details.
Related Features & Next Steps
User Access Types: Understanding Access Types in PyjamaHR
Inviting Team Members: How to Invite Team Members
Managing Subscription: Managing Your PyjamaHR Subscription
Billing & Invoices: How Billing Works in PyjamaHR
Switching Plans: Contact support for plan changes or bulk discounts.
Recommended Next Steps:
- Audit your current user list and access types.
- Remove or downgrade any unnecessary billable users before your next renewal.
- Review your invoices for proration and seat usage.
- Assign non-billable roles where possible to optimize costs.
Summary Table: Billable vs. Non-Billable Users
Access Type | Billable? | Typical Use Case |
Super Admin | Yes | Full platform & billing control |
Admin | Yes | Manage jobs, users, settings |
Recruiter | Yes | Manage jobs, candidates |
Hiring Manager | Yes | Oversee hiring for assigned jobs |
Interviewer | No | Provide interview feedback only |
External Recruiter | No | Submit candidates for assigned jobs |
Final Tips
Always review your Team Members before each renewal.
Use non-billable roles for limited access needs.
Understand proration to avoid billing surprises.
Only Super Admins can manage billing—assign wisely.
For any confusion, check your invoice breakdown or contact support.
Still have questions?
Check our Help Center or contact support for personalized assistance.
Related Articles:
- Understanding Access Types in PyjamaHR
- How to Invite Team Members
- Managing Your PyjamaHR Subscription
- How Billing Works in PyjamaHR
This article is based on real customer conversations and is updated regularly to reflect the latest PyjamaHR features and policies.