What Is Seat-Based Billing?
This article explains how seat-based billing works in Shipper TMS and how to manage your available user seats. You'll also learn how to invite, deactivate, or reactivate users, and what invited users will see on their end.
How Seat-Based Billing Works
Seat-based billing means you're charged based on the number of active user accounts ("seats") in your Shipper TMS account. Every account starts with 2 free seats. Each active user takes up one seat. If all seats are in use and you attempt to invite another user, you'll be prompted to purchase additional seats.
How to Invite a User
Follow the steps below to invite a new user to your Shipper TMS account. If your seat limit is reached during this process, you'll be given the option to purchase more seats before completing the invite.
Step 1 — Log into Shipper TMS
Log into your Shipper TMS account with your admin credentials.
Step 2 — Open the Manage Users Page
Click your profile icon in the bottom-left corner, then select Company Profile and choose Manage Users.
Step 3 — Click "Invite"
Click the Invite button to begin creating a new user invitation. This will open the Invite User panel.
Step 4 — Fill Out User Details
Enter the new user's email (used as their username), select a role, and optionally click Add More to invite multiple users. Each user must have a unique and valid email address not already in use or invited.
Step 5 — Purchase Additional Seats (if needed)
If your current seat limit has been reached, you'll be prompted to purchase additional seats. A prorated amount for the current billing cycle will be shown, along with taxes and future charges. Once the purchase is complete, you can proceed with sending the invitations.
Step 6 — Send the Invite
Click Send Invite to invite the user(s). A confirmation message will appear, and the new invite will display in the user list with a status of "Invited."
What Invited Users See
Once an invite is sent, the invited user receives an email with a link to join your company in Shipper TMS. Clicking Join Shipper opens a form where they must enter their first name, last name, phone number, and password. Once submitted, their account is created and they are redirected to the login page.
Note: Once the invited user accepts, you will receive a notification confirming they have joined.
How to Resend or Cancel an Invite
If a user hasn't accepted their invite, you can resend or cancel it at any time.
To Resend an Invite
Locate the invited user in the Manage Users list and click the Resend button. A confirmation message will appear and a new email will be sent to the user.
If a seat is available:
If no seat is available:
To Cancel an Invite
Click the Cancel Invite button next to the user's name. You'll be asked to confirm your decision. Once canceled, the invite becomes inactive and the user will no longer be able to accept it.
Expired User Invites
Invites are valid for 14 days. If an invite isn't accepted within that window, it will automatically expire. A reminder email is sent to the user 48 hours before expiration.
Handling Expired Invites
Expired invites still appear in your user list with a status of "Expired." You can either:
- Click Resend to send a fresh invite and reset the 14-day window.
- Click Remove to delete the expired invite from your list.
How to Deactivate or Reactivate a User
You can deactivate users to free up a seat or reactivate them later when needed. These actions are available in the user's action menu.
Deactivating a User
Find the user you wish to deactivate and click the ••• menu. Select Deactivate. Once confirmed, the user will be deactivated and their seat will be freed.
Reactivating a User
To reactivate a deactivated user, click Reactivate in their user menu. You'll be prompted to confirm their email (username). If no seats are available, you'll need to purchase more before completing reactivation.
If the username is available:
If seats need to be added:
Managing Existing Users
Select any active user in the Manage Users list and click the ••• menu to:
- Edit their contact info or role
- Send Password Reset Link
- Deactivate or Reactivate a user
How Billing and Proration Work
Adding Seats Mid-Cycle
You'll be charged immediately for any new seats, prorated for the remaining days in your billing period.
Removing Seats Mid-Cycle
Removing seats does not provide a refund for unused days, but your seat count will automatically adjust at the start of your next billing cycle.
Unused Seats
If you buy extra seats and don't assign users to them, the system will reduce your seat count automatically at the start of the next billing cycle.
Payment Issues
If your payment for new seats fails, the seats will not be added and you'll need to resolve the issue before trying again.
Next Steps
Have questions about your subscription or need help managing users?