Charges for inviting members and guests

  • Updated

New person on your team? You'll need to invite them to your Workspace as a member or admin! Need to collaborate with a person who's not in your Workspace? Invite them as a guest by sharing specific items with them!

What you'll need

  • You must be an owner or admin to manage billing.
  • Owners, admins, and members can invite guests by sharing specific items, like Folders, Lists, and tasks with them. 
  • Only owners and admins can invite members
  • Charges for members, admins, and permission-controlled guests depend on your plan type.
    • On the Free Forever Plan, all members, admins, and guests are free and can only have the full permissions available for their role.
    • On paid plans, all view-only guests are free.

What is a member seat?

When you invite someone to join your Workspace, you can give them the role of member, guest, or admin.

Screenshot of the People page with the role dropdown selected showing three role options.

There's no difference in the charges for inviting a member or admin.

When discussing billing, a member or member seat refers to anyone invited as a member or admin. Owners are members, too. There can only be one Workspace owner, but ownership can be transferred.

Paid plan member seat pricing

A subscription is charged for each member you add to your Workspace. The subscription fee varies by plan. If you add a member in the middle of your billing cycle, you're charged a prorated amount for the number of days left until your plan renews.

If a member leaves your Workspace, the next member you add fills their seat.

Number of available member seats

The number of available member seats is on your Workspace Billing page. To access your Billing page:

  1. Click your Workspace avatar in the lower-left.
  2. Select Billing.
  3. Scroll down to the Pricing section.
  4. The Seats column shows the number of members/the number of member seats available.

Guest types

There are three guest types:

  • Free Forever
  • Paid Plan view-only (also called free guests)
  • Paid Plan permission-controlled guests (also called paid guests)

Our paid plan permission-controlled guest option offers more flexibility. You can limit what these guests can access and do. You can add permission-controlled guests to specific locations and set their available actions in those locations. The table below shows the difference between guest types.

Free Forever guest Paid Plan view-only guest  Paid Plan permission-controlled guest 

Can have an unlimited number for free. 

Can have an unlimited number for free. 

Number you can invite for free varies by plan. If you don't have any permission-controlled guest seats available, inviting a guest costs the same as a member seat does for your plan.

Have full permissions only. You can't edit their permissions.

Have view-only permissions. You can't edit their permissions.

You can set individual permissions.

You can only invite them to your Workspace by sharing Folders, Lists, and tasks with them.

You can only invite them to your Workspace by sharing Folders, Lists, and tasks with them.

You can invite them from the Workspace Settings page. 

Can't be added to Teams.

Can be added to Teams. Guests on Teams must be permission-controlled. Unless you have permission-controlled guest seats, this costs the same amount as a member seat.

Can be added to Teams. Guests on Teams must be permission-controlled. Unless you have permission-controlled guest seats, this costs the same amount as a member seat.

You can never invite guests to Spaces on any plan.

Permission-controlled guests

Each paid plan includes a number of permission-controlled guest seats. For each member you invite, more permission-controlled guest seats are added.

In a one-member Workspace, the member is the owner.

Plan

Number of permission-controlled guests available for a one-member Workspace

Number of additional permission-controlled guests available per Workspace member invited

Unlimited

5

+2

Business, Business Plus, and Enterprise

10

+5

A one-member Workspace on the Unlimited Plan:

  • Has the limit of 5 permission-controlled guests available to a one-member Workspace.
  • When they invite 1 member, they'll have a total of 7 permission-controlled guest seats.

A one-member Workspace on the Business, Business Plus, and Enterprise Plans:

  • Has the limit of 10 permission-controlled guests available to a one-member Workspace.
  • When they invite 1 member, they'll have a total of 15 permission-controlled guest seats.

To check the number of available member and permission-controlled guest seats:

  • Click your Workspace avatar.
  • Select People to open the Manage people page.
  • In the upper-right, there's a Full members tab and a Guests tab.
  • The numbers in parentheses show:
    • How many members you have.
    • How many permission-controlled guests you have/how many you have left.

Screenshot showing the number of members and permission-controlled guests you have/how many you have left.

The Business Plus and Enterprise Plans also allow custom roles and custom permissions.

Calculating charges for guests

Charges for inviting people are calculated according to your permission-controlled guest-to-member ratio. If you invite more permission-controlled guests than your plan provides, you will automatically be charged for member seats to accommodate.

  • For example, your Workspace is on the Unlimited Plan and you're the owner/only member.
  • A one-member Unlimited Workspace starts with 5 permission-controlled guest seats.
  • In the middle of your billing cycle, you invite 1 more member.
  • When that member joins your Workspace, you get 2 additional permission-controlled guest seats.
  • Now you have the 5 seats you started with, plus 2, for a total of 7 permission-controlled guest seats.

You'll be automatically charged for a new member when:

  • You've run out of permission-controlled guest seats and you invite a permission-controlled guest.
  • You've run out of permission-controlled guest seats and you add a view-only or permission-controlled guest to a Team. When adding view-only guests to a Team, they automatically become permission controlled.

You can reduce the number of permission-controlled guests by doing one of the following:

  • Set an existing guest's permissions to view-only.
  • Remove a view-only guest from all of their Teams.
  • Remove a guest from your Workspace.

When you remove a guest, their seat remains open until your next billing cycle. When you renew at the next billing cycle, we automatically remove any unused seats.

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