What Is Seat-Based Billing?

Seat-based billing means you’re charged based on the number of user accounts (seats) in your Shipper TMS. Every account includes 2 free seats by default. Each active user occupies a seat. If all seats are in use and you try to add another user, you’ll be prompted to purchase additional seats.

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What Happens When You Reach Your Seat Limit?

If you’ve used all your available seats, you won’t be able to add new users until you purchase more seats. When this happens, you’ll see the seat purchase screen during the user creation process. This lets you choose how many seats you’d like to add and shows you a breakdown of charges and taxes.

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How to Purchase and Add New Seats

Step 1: Open the Users Page

From your Shipper TMS dashboard, go to Settings → Users. You’ll see a list of current users and your total seat usage.

Step 2: Click “Add User”

Click the blue Add User button in the top right.

Step 3: Enter User Details

Fill in the user’s first name, last name, username, email, phone number, and assign a user role. Click Next.

Step 4: Purchase Additional Seats

If you’ve reached your seat limit, you’ll be prompted to buy new seats. The system will show a prorated amount for the current billing cycle, along with taxes and your next month’s estimated charge.

Adjust the number of seats you want to add, then click Purchase Seat.

Step 5: Confirmation

Once successful, you’ll see a confirmation screen showing how many seats were added and the total amount charged.

The new user will then appear on your user list, and you’re good to go!

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How Billing and Proration Work

• Adding Seats Mid-Cycle

  If you add new seats partway through your billing period, you’ll be charged immediately for the remainder of the current cycle. The amount will be prorated, meaning you’ll only pay for the days left in the billing period.

• Removing Seats Mid-Cycle

  Removing seats doesn’t trigger a refund or credit for unused days. However, your monthly bill will automatically adjust to the lower seat count at the start of your next billing cycle.

• Payment Issues

  If your payment for additional seats fails, the seats will not be added to your account. You’ll need to resolve the payment issue before trying again.

• Unused Seats

  If you purchase extra seats and don’t assign users to them, your seat count will automatically reduce at the start of your next billing cycle to match the number of active users. No refunds will be issued for unused seats.

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How to Free Up a Seat

• Deactivate an Existing User

  Deactivating a user immediately frees up their seat. You can then add a new user right away, without needing to purchase additional seats.

• Reactivating Users

  If you need to reactivate a previously deactivated user and there aren’t any available seats, you’ll be prompted to purchase an additional seat.

Important Notes:

• Your seat count must match or exceed the number of active users at all times.

• If your seat count falls below your active user count (due to manual adjustments or proration), you’ll receive a notification, and our billing team may reach out to assist.

• You must have an available seat before adding or reactivating a user.

• For more information on user management in the Shipper TMS, check out: How To Manage User Roles In Shipper TMS

Using these notes, you can manage your user accounts efficiently, keeping your subscription aligned with your team’s current needs.

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Need Help?

Should you have any further questions or need additional assistance, please feel free to contact our support team at any time. You can reach us via email at support@superdispatch.com, or simply click on the chat icon in the bottom right-hand corner of your screen to start a conversation with us. We’re here to help and look forward to assisting you!