How seats and access work

An account pays for its seats.

An account holds the subscription and pays for its seats. It has one Account Owner, and Adaptive Flow Health can add Account Admins to help run it.

One person holds at most one seat, paid for by one account, and that seat works in every place they’re given.

Owners, Admins, and Co-owners invite people.

• Account Owner and Account Admins

  Can invite.

• Co-owner

  Can invite to their Studio, Workspace, or Board, and to the places inside it. That includes a Co-owner whose own seat another organization pays for.

• Editor, Viewer, or Previewer

  Can’t invite. On most pages they can’t open, they can choose Ask for access, and a Previewer can ask for more from the page’s banner. The place’s Co-owners and the Account Owner are told, usually by email, and can give access on Team.

Picking someone who’s already on your account’s team gives them access directly. No seat is used.

Choose who funds the seat.

Sending an invitation never uses a seat. A seat is used only when someone accepts and needs one.

The Account Owner decides within 14 days.

While they wait, the person has access and sees a banner with the days left. The Account Owner gets an email when someone starts waiting, and reminders on day 7 and day 12. They decide on Team, under “Waiting for a seat.”

• Fund

  If there’s room for them by then, it’s used and nothing is bought. If not, the Account Owner adds the seats it takes. That can be more than one if look-only people already use the open room, and Team says how many. Added seats are charged right away, prorated for the rest of the billing period, on monthly and annual plans alike, and are added only if the payment goes through. Accounts that pay by invoice get the seats at once and are invoiced for them.

• Decline

  Access pauses right away. Their work is kept, and they can start their own subscription.

• No decision

  Access pauses at day 14. The Account Owner can still fund the seat later, and access comes back.

Whoever sent the invitation gets an email with the outcome.

People who only look use a quarter of a seat.

Someone with look-only access opens what they’re given as a Previewer: they can look, but not drill into records, export, or comment. They have no seat of their own. Instead, each look-only person uses a quarter of a seat on the account that gives it, so one seat covers one person, or up to four look-only people. The price of a seat doesn’t change.

Seats needed = people with a seat from the account + look-only people ÷ 4, rounded up. A seat is open only if it’s still free after that. For example, with 3 seats, 2 people with a seat, and 3 look-only people, all 3 seats are in use: there’s room for one more look-only person, but no open seat.

• Invited only as a Previewer

  If they have no seat, they get look-only access when they accept, if a quarter of a seat is free. That’s true even if you chose that they fund their own seat: your account’s room is used first, and they start their own subscription only if there’s none. With no room, an invitation your account funds gives 14 days of access while the Account Owner decides. Someone who already has a seat, from any account, uses no look-only room, and someone already look-only on the account needs no more room to be given more.

• Given more later

  A Viewer or higher role works at Previewer level until they have a seat or temporary access. To give them more, invite them at Viewer from Team: accepting seats them, or starts the 14 days. Their own quarter counts toward the seat, so only three quarters more need to be free.

• People with a seat who only look

  On Team, the Account Owner sees people with a seat from the account who hold only Previewer roles, all on its places, and can switch them to look-only. Their seat ends and what they can open stays the same. Each switch frees three quarters of a seat, so four switched people use one seat between them. Because their seat ends first, there’s room for the switch unless the account is already short by a whole seat or more. The seat count and the bill don’t change until the seat count is lowered.

• Short of seats

  When look-only began to use a quarter of a seat, people who were already look-only started to count that day. If that, or lowering seats, leaves an account short, everyone keeps their access, but no one new can be given a seat or look-only access until there’s room. The Account Owner can always take back their own seat on their own account. No bill changes by itself: a seat is bought only when the Account Owner approves it.

Look-only access works only in the account that gives it. It ends when they’re given a seat there, or no longer have any role there.

Follow one invitation from start to finish.

Choose who invites, who they invite, and how many seats are open. The example account has a subscription with 5 seats and no look-only people, and Jordan is the person invited as a Viewer. Invited only as a Previewer, Jordan would get look-only access instead of a seat if a quarter of a seat is free (see Look-only).

Pilots and complimentary access.

Some accounts are hosted by Adaptive Flow Health, such as pilots and complimentary access. Their seats come from the account’s allowance instead of a subscription. Invitations work the same way: if no seat is open when someone accepts, they still get 14 days of access while the Account Owner decides. To add a seat, the Account Owner contacts Adaptive Flow Health.

What happens when things change?

• Fewer seats

  Licensed seats can’t be reduced below the number of people the account funds. In Studio, they also can’t be reduced below what everyone uses, look-only people included.

• An account is suspended

  Access pauses for everyone that account funds, and everyone look-only on it, on any billing type. Seats, data, and permissions stay, and access resumes when the suspension is lifted. Suspension is for security, privacy, or policy reasons; it is never used to collect payment. Payment issues follow their own notice process in Section 11 of the Terms.