Introduction
Whether you’re running a small team or a growing organization, keeping track of your workspace seats and subscription details is super important. Don’t worry — Formtify makes it easy to see how many seats you’re using, how many are left, and when your subscription renews.
In this guide, we’ll walk through how to manage your team’s seat usage, view subscription details, and make changes without any surprises.
Check your current seat usage
To see who’s using up your workspace seats:
- Go to Workspace Settings.
- Click the Subscription & Billing tab (only visible to the Owner).
- You’ll see something like:
4 of 5 seats used
This means your plan allows 5 users, and you’ve already added 4. The remaining seat can be used to invite a new member without upgrading.
If you’re not the Owner, you can still see who’s in the workspace by visiting Manage Users, but you won’t see subscription info.
Add or remove users based on seat limit
Each subscription plan comes with a specific number of seats. Every time you invite someone new, one seat is used.
- If you reach the seat limit and try to invite someone, you’ll see a message saying you’re out of seats.
- You can either:
- Remove a user you no longer need (see the guide: Remove or Transfer Users)
- Or buy more seats by upgrading your plan.
To remove a user:
- Go to Manage Users.
- Find the person to remove.
- Click the three dots (•••) and select Remove from workspace.
Once removed, that seat becomes available for someone else.
What happens when you exceed your seat plan?
If for any reason the number of active users exceeds your current seat plan (like after a plan downgrade), here’s what happens:
- Some users may be auto-blocked, starting from the most recently added ones.
- Only the number of users allowed by the plan will remain active.
- Blocked users won’t be able to access the workspace until you upgrade or free up seats.
You’ll always be able to choose which users to keep active — Formtify will show you the list when this happens.
How to increase seat limit
Only workspace Owners can increase seat count:
- Go to Subscription & Billing.
- Click Manage Plan or Upgrade.
- Choose a plan with more seats or purchase additional ones.
Your billing will adjust automatically, and the extra seats will be ready for use right away.
If you’re using Stripe, we’ll show you a summary and handle payment securely before applying changes.
See billing period and expiration date
Right inside the Subscription & Billing section, you can see:
- Your current plan (e.g., Starter, Pro, Elite)
- When it started and when it ends
- Whether auto-renewal is turned on
- Number of active seats vs. total seats purchased
Example: You’re on the Pro plan, which expires on August 12, and auto-renewal is ON — you don’t have to worry about losing access.
You’ll also see options to:
- Cancel the subscription (plan ends at the end of the billing period)
- Reactivate if your subscription recently expired
Auto-renew and billing settings
Subscriptions automatically renew by default. If you’re the Owner, you’ll see a checkbox:
[✓] Auto-renew plan
Uncheck it if you don’t want the subscription to renew. Once the billing period ends, your workspace will downgrade — either to a free plan (if allowed) or go into a restricted mode.
Don’t worry — we’ll send you a reminder before anything expires.
When subscriptions expire
If your plan ends and you don’t renew:
- Users may be auto-blocked based on your new (lower) seat allowance.
- Premium features like OCR, field group auto-fill, or export might be disabled.
- You’ll still have access to your documents, but some editing or exporting may be paused.
Only workspace Owners can restore access by reactivating the subscription.