Manage billing

Your plan gives your company a set number of seats. Each person in your company uses one seat. On Settings → Billing, you check your plan and how many seats you use, and the owner asks for a different number of seats. This page also explains what uses a seat and what happens when every seat is taken.

Before you start

• You need the Owner or Admin role. Only owners and admins see the Settings menu.
• Only the Owner can ask for a plan change. Kelola has no payment page: the Kelola team makes the change for you.

Check your plan and seats

Open Settings → Billing. The page shows three cards: Plan, Seats, and Change your plan.

Read the Plan card

The Plan card shows your plan name, the status of your plan, and your company name. The Kelola team sets the plan name. Until they do, the card says No plan name yet.

The status is one of these:

The Kelola team sets this status. If the status looks wrong, or it says Past due or Canceled, contact the Kelola team.

The card does not show prices, invoices, or payment details.

Read the Seats card

The Seats card shows:

• How many seats you use out of your seat limit, for example "12 of 20 seats used". Your seat limit is the most seats your plan allows.
• A bar that fills up as you use more seats.
• How many seats are left, for example "8 seats remaining". When none are left, the card says All seats are in use.

Find your seat count in other places

You also see your seat count in two other places:

• At the top of People, for example "12 / 20 seats". Only owners and admins see People.
• On Home, under the Headcount number, for example "12 / 20 seats". People with the Manager role see it too.

Headcount counts only active employees. Seats also count invited and suspended people, so the two numbers can differ.

Know what happens when a payment is overdue

When the status is Past due or Canceled, Kelola counts the days from the day the Kelola team set it:

• From the first day: everyone sees a banner at the top of every page. Owners and admins get a notification once a week, with a link to Billing.
• After 14 days: the company becomes read-only. Everyone can still sign in, view, and export, but nobody can add or change anything, including clock-ins. The owner can still use Billing.
• After 60 days: the company is closed. Nobody can sign in. Kelola keeps every record and never deletes it. When the subscription is paid, the Kelola team opens the company again, and everything is as you left it.

Know what uses a seat

Everyone in your company uses one seat until you offboard them. This includes the owner and every admin. An employee's status decides whether they use a seat:

These actions change your seat count:

• When you invite someone with Add employee or Import CSV, they use a seat right away.
• When you Offboard someone, Kelola frees their seat at once. It keeps their attendance, leave, and audit records.
• When you Reinstate or Re-invite someone, they use a seat again.
• When an activation link expires (48 hours after the invite), the person shows Invite expired and Kelola frees their seat.
• When you select Resend activation link for someone with Invite expired, they use a seat again.
• Moving someone from Suspended back to Active needs no free seat, because they already use one.

Free a seat when all seats are in use

When every seat is in use, the Seats card says All seats are in use. Until a seat is free:

• On People, Add employee and Import CSV are greyed out. Each button's tooltip explains why. A notice at the top of the page says All seats are in use, with a Get more seats button that opens Billing.
• When some seats are free but not enough for your whole file, the import preview warns you first. It says how many new people fit. Kelola adds people from the top of the file while seats are free, and skips the other rows. The message after the import tells you how many rows were over the seat limit.
• Reinstate and Re-invite fail. Kelola shows an error, and the person stays Offboarded.
• Resend activation link fails for someone with Invite expired.

People who are already in Kelola keep working as normal. A full seat limit never removes anyone's access.

Your seat count can also be higher than your seat limit, for example after your plan changes to fewer seats. Nobody loses access in that case either. You can add people again only when you use fewer seats than your limit.

To free a seat, offboard someone who has left your company, or someone you invited who will not join:

1. Go to People.
2. On the person's row, select the pencil icon. Edit employee opens.
3. Select Offboard.
4. In the confirmation box, select Offboard again.

Kelola frees the seat at once. To learn more about offboarding and reinstating, see Onboard your team.

If you need more seats instead, ask for them. See the next section.

Change your plan or add seats

Kelola has no upgrade button and no payment page. Instead, the owner sends a request to the Kelola team on Billing. Only the Owner can send it. Admins see the Change your plan card, but not the form.

1. Go to Settings → Billing.
2. On the Change your plan card, enter the Seats you need. The field starts at your current seat limit.
3. Optional: add a Note (optional), for example the plan you want or when you need the change.
4. Select Send request.

The card then says the request was sent, with the number of seats and the date. You can have one open request at a time. To change it, wait until the Kelola team closes it, then send a new one.

The Kelola team makes the change, then closes your request. When they close it, you get a notification, and the card shows the outcome:

• If the request is done, your new seat limit applies as soon as the Kelola team saves it. Check the Seats card.
• If the request is declined, the Kelola team did not make the change. Contact them to learn why.

Next steps

• Onboard your team
• Edit an employee's record
• Manage roles and access