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Understand and manage your member seats

This article explains how XBuild counts member seats, where to track your usage, what happens when you hit your plan’s limit, and how to free up seats or add more. Seats are the primary driver of how your XBuild subscription is priced — every active or pending member counts as one seat. Plans also include a monthly token allowance for AI usage, but tokens are managed separately and aren’t the focus of this article. Seat management lives in Billing, accessible from the main navigation or under Settings. All company members can view this page and see your current usage; only Administrators can invite or remove members and change plans.

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Why seats work this way

Your XBuild plan includes a number of member seats. A seat is the right for one person to sign in to your company. Because seats are limited, XBuild tells you exactly how many you’ve used, how many you have left, and what to do when you run out.

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1. Open the Billing Tab

1. Sign in to your XBuild account.
2. Click Billing in the main navigation — or open Settings and click Billing under Company.

Both paths land you on the same page. The Billing tab shows your current plan, your renewal date, your seat usage, and the available plans you can move to. Plan changes and the Manage member shortcut are admin-only — Members see the same view but without the action buttons.

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2. What Counts as a Seat

XBuild counts seats simply: every person on your company that can or could sign in uses one seat.

• Active members count as one seat each. These are people who’ve accepted their invite and can log in to XBuild today.
• Invited (pending) members count as one seat each. The seat is reserved the moment the invite goes out, so the person can land in their assigned Location the moment they accept.
• Removed members do not count. Once you remove someone from the company, their seat is immediately freed for someone else.

Adding an existing company member to another Location does not consume an additional seat. Seats are a company-wide concept, not a per-Location one — a member at three Locations still occupies just one seat. The only thing that uses a seat is bringing a brand-new person onto your plan.

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3. Monitor Seat Usage in Real Time

The plan card at the top of the Billing tab shows your seat usage at a glance.

• Underneath your current plan name and renewal date, you’ll see your count as occupied / total members (for example, “7 / 8 members”).
• Below the count, a grid of blocks gives you a visual at-a-glance — filled blocks are seats in use, empty blocks are seats still available.
• For Administrators, a Manage button next to the count is your shortcut to the Members tab, where you can see exactly who’s occupying each seat.

The count updates in real time as you invite, cancel invites, or remove members — so you can watch it change while you work on your roster. If the page is open in multiple tabs or on a teammate’s screen, those views update too.

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4. When You Reach Your Seat Limit

When the occupied number equals the total, you’re at your seat limit. XBuild blocks new invites until you free up a seat or upgrade your plan. You’ll notice the limit in two places:

• The plan card on the Billing tab shows a “Seat limit reached” notice with a prompt to upgrade.
• The Invite modal shows an inline warning explaining that you’re at your seat cap, with an Upgrade plan button that takes you straight to the plan picker. The Send invites button stays disabled until you make room.

You can still manage existing members at the limit — change roles, move people between Location teams, resend pending invites. The only blocked action is sending a new invite that would push you over.

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5. Free Up a Seat

There are two ways to free a seat without changing plans, both done from the Members tab.

Cancel a Pending Invite

If you sent an invite the person never accepted (wrong email, they declined the job, they left before starting), canceling it returns the seat to your pool.

1. Find the Invited row for the person.
2. Click the ⋯ menu on the right.
3. Click Remove from XBuild.

XBuild invalidates the invite link and frees the seat immediately.

Remove an Active Member

If someone no longer needs access — they left the company, changed roles, or moved to a different system — remove them from XBuild to free their seat.

1. Find the member’s row in the Members tab.
2. Click the ⋯ menu and select Remove from XBuild.
3. Confirm the dialog.

The member’s row stays in the roster with status Removed (their files and project history are preserved), but their seat is now available for someone new. See the Members and roles article for the full removal flow.

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6. Add More Seats by Upgrading

When you need more seats than your plan includes, upgrade to a tier with a higher seat allowance.

1. Open Billing.
2. Scroll to the plan list and click Upgrade on the plan that fits the seat count you need.
3. Confirm. Your new seat allowance is available immediately — invites you couldn’t send a moment ago will now go through.

Billing prorates the upgrade against your current cycle, so you’re only charged for the time remaining at the new rate. Your renewal date doesn’t change.

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7. Downgrading and Seat Limits

You can move to a smaller plan at any time, but XBuild checks the seat math first. If your current member count is higher than the new plan’s seat limit, the downgrade flow shows a warning explaining how many members you’d need to remove before the downgrade can take effect — for example, “Your company has 10 members. The plan you selected includes 8 seats. Remove at least 2 members to continue.” You have two ways forward:

• Remove members first. Open the Members tab and remove (or cancel pending invites for) enough people to fit. Come back to the downgrade flow when you’re under the new limit.
• Pick a different plan. Choose a plan whose seat limit fits your current roster.

XBuild won’t auto-remove members on a downgrade. The cleanup is always yours to make so you keep control of who stays.

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8. Troubleshooting Common Issues

• My seat count looks wrong. Pending invites count toward your seat limit. If your roster shows fewer Active members than seats occupied, the gap is your pending invites — open the Members tab and look for rows with status Invited. Cancel any you no longer need (⋯ → Remove from XBuild) to free those seats.
• I can’t send an invite. You’re at your seat limit. The Invite modal shows an inline warning when this happens. Either free up a seat (Section 5) or upgrade your plan (Section 6).
• I added an existing member to another Location and my seat count went up. That shouldn’t happen — adding an existing member to a Location is always free. If your count actually changed, refresh the page; if it’s still wrong, contact XBuild Support.
• I removed a member but the seat hasn’t freed up. Removal is immediate — the seat is freed the moment you confirm the dialog. If the Billing tab still shows the old count, refresh the page. Removed members keep a row in the Members tab with status Removed, but they don’t count against your seat limit.
• I tried to downgrade and got a warning about too many members. Your current roster exceeds the seat limit of the plan you picked. Either remove enough members to fit, or pick a plan whose seat count matches what you actually need.
• I want to upgrade for a one-time project. That’s fine. You can upgrade, use the extra seats, and downgrade after the project — XBuild prorates both directions. Just remember to remove the temporary members before downgrading, or the downgrade will be blocked.
• I can see the Billing tab but the Upgrade and Manage buttons aren’t there. Plan changes and member management are admin-only. Members can see the plan, the seat usage, and the renewal date, but the action buttons are hidden. Ask an Admin in your company to make the change — or to promote you to Admin if you’ll be managing billing going forward.
• What about tokens? Tokens are XBuild’s separate AI-usage allowance. Each plan includes a monthly token amount, and you can buy more at any time from the Top up tokens button on the Billing tab. Tokens don’t affect seats — they’re a different meter — so running out of tokens doesn’t block invites or change your member count.

For further assistance, contact XBuild Support at support@x.build.