🗺️ Overview
Search Atlas workspaces include a fixed number of user seats based on your plan. When you deactivate a team member, that seat should become available to reassign. If you're running into issues adding a new user after a deactivation, this article walks you through the correct process and known fixes.
📋 Understanding Your Seat Quota
Each plan comes with a set number of user seats:
- Pro Plan — 5 seats (if your workspace shows 4, this is a known display issue; your actual quota is 5)
- Other plans — seat count varies; check your billing page for your current allocation
If you need more seats than your plan includes, additional seats can be purchased as a top-up. Note that excess user seats beyond your plan quota are billed separately.
🔄 How to Replace a User Seat
Follow these steps in order to deactivate an existing user and provision a new one:
- Click your avatar in the top-right corner and select Team Members (Settings) in your Search Atlas workspace.
- Locate the user you want to remove and click Deactivate.
- Wait for the page to fully reload and confirm the user's status shows as Inactive.
- Without leaving the Settings area, click Add member and enter the new user's email address.
- Select the appropriate role and send the invitation.
The newly invited user will receive an email with a link to join your workspace. The seat is consumed once they accept the invitation.
⚠️ Common Issues and Fixes
If you deactivated a user but still cannot add a new seat, try the following:
- Hard refresh the page — press Ctrl + Shift + R (Windows) or Cmd + Shift + R (Mac) to force-reload without cache.
- Check your seat count — navigate to the account menu (person icon, top-right) → Billing and confirm the number of active seats versus your plan's quota. A mismatch here may indicate a billing sync issue.
- Verify deactivation completed — a user in a pending or invited state still occupies a seat. Cancel any outstanding invitations before sending a new one.
- Pro Plan seat display bug — if your Pro Plan shows only 4 available seats instead of 5, this is a known UI issue. Your actual quota is 5. Proceed with the invite; it should succeed.
- Workspace ownership changes — if your workspace was recently reinstalled or the admin account changed, seat allocation can occasionally fall out of sync. This is a known issue and requires our team to correct it on the backend.
💳 Billing Considerations for Seats
Keep the following billing rules in mind when managing seats:
- Deactivating a user frees up the seat within your current plan quota — it does not automatically reduce your bill if you are on a top-up.
- Any seats added beyond your plan's included quota are charged as top-ups on your next billing cycle.
- If you believe you have been charged incorrectly for seats, review your usage under the account menu (person icon, top-right) → Billing and contact our team via the chat widget.
👤 Workspace Admin and Ownership Notes
Only workspace admins can invite, deactivate, or manage user seats. If you recently transferred admin rights or reinstalled the workspace through a different admin account, note the following:
- Partial ownership transfers can orphan certain settings, including seat assignments.
- The original admin's connected integrations (Slack, Teams, etc.) may show as disconnected after a reinstall under a different admin.
- If you are unsure who holds admin rights in your workspace, click your avatar in the top-right corner and select Team Members (Settings), then look for the Admin role badge.
🆘 Still Unable to Add a User?
If you have followed all the steps above and still cannot provision a new seat, the issue likely requires a backend correction to your seat quota or billing state. If you need further assistance, open the chat widget in the bottom-right corner of the platform and type human teammate to be connected with a member of our team.