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Specification Seats & allowances

Your plan has two dials.
Most people only turn one.

Tier and seats move independently. If you have run out of people rather than out of features, you do not need a bigger plan — you need more seats on the plan you already have. This sheet specifies both dials: what each seat type counts, what it costs, what your tier already includes, and how the charges land.

Model your seat count Compare tiers
Rate schedule — current
User seat / month
$4.05
HR employee seat / month
$1.93
Seat reduction
No charge
Tier change required
No
VAT
16% on top

Charged in KES; USD shown at the live rate.

01 — Axes

Upgrading is vertical.
Adding seats is horizontal.

A tier decides what the platform will do — payroll, approvals, automation, single sign-on. Seats decide how many people it will do it for. They are charged separately because they are limits on different things, and running into one of them says nothing about the other.

A twelve-person team that only needs core inventory belongs on a small tier with extra seats. A four-person finance team that needs payroll and approvals belongs on a higher tier with none. Turning the wrong dial is the most common way to overpay.

Where you do this

Sign in, open Plans & Billing, and choose Customize on the plan you already hold. Seat rows, the new total and the VAT are all shown before anything is charged.

PREMIUM PRO BASIC SEATS → TIER → Upgrade more capability Add seats same tier, more people FIG. 1 — TIER AND SEATS ARE INDEPENDENT AXES
Tier unchanged throughout
02 — Seat types

Two seats, counted differently.

This is the distinction that decides your bill, and it is the one most teams get wrong on the first estimate. A user seat is a login. An HR employee seat is a record. A company of 60 staff with 6 people in the office needs 6 of the first and 60 of the second — not 60 of each.

SEAT-U

User seat

A login

Per seat / month

$4.05

KES 525

Somebody who signs in and does work in the platform — raising a requisition, receiving stock, approving a payment, running a report.

Consumes a seat

  • Everyone with a login and a password
  • Anyone who appears in an approval chain
  • Anyone who needs the mobile scanner app
  • Service and integration accounts you create

Included at no seat cost

  • Employees using the no-login PIN portal
  • Vendors working in the vendor portal
  • Customers viewing a shared document
  • Anyone who only receives an exported report
Annual rate $48.64 / seat / year
SEAT-E

HR employee seat

A record

Per seat / month

$1.93

KES 250

An active employee record. Contracts, documents, leave balances, attendance and payroll all hang off it — and most of the people it describes never sign in at all.

Consumes a seat

  • Every active employee on the payroll
  • Staff who clock in through the PIN portal
  • Anyone with leave balances or appraisals
  • Anyone whose documents you store

Included at no seat cost

  • Archived leavers you keep for records
  • Vendors and contractors paid on invoice
  • A login user who is not an employee
  • Draft records you have not activated
Annual rate $23.16 / seat / year
Worth knowing

Your shop floor does not need logins.

Employees request leave, clock in and out, and read their own payslips through the no-login PIN portal. That is an HR employee seat, not a user seat — so a warehouse of forty staff with three supervisors is three user seats and forty employee records, which is a materially smaller number than forty of each. Size the two counts separately before you price anything.

03 — Allowances

Spend the allowance first.

Every paid tier arrives with both allowances already stocked. You only buy a seat once you are past the line — so check what you are entitled to before you add anything. The bars below are drawn to the same scale across all three tiers.

Basic

Included

User seats (logins) 3
HR employee records 10

Pro

Included

User seats (logins) 5
HR employee records 25

Premium

Included

User seats (logins) 10
HR employee records 100

Enterprise

Included

Both allowances are unlimited, and seat volume is agreed in the contract rather than bought per unit. Talk to us if your headcount makes per-seat pricing the wrong shape.

04 — Rates

The full rate schedule.

Charged in Kenyan shillings, which is the figure your card or mobile money is debited for. The dollar column is derived at the live exchange rate and moves with it.

Item Monthly (KES) Monthly (USD) Annual (KES) Annual multiple
User seat 525 $4.05 6,300 ×12
HR employee seat 250 $1.93 3,000 ×12
Plan base (for contrast) See tiers See tiers — ×11

Read this before you pick annual

The annual discount applies to your plan, not to your seats.

Pay yearly and the plan is billed for 11 months instead of 12 — one month free, about 8% off. Seats are billed at twelve times the monthly rate, annual or monthly. A seat therefore costs the same however you pay, and annual billing is a saving on the base plan alone.

We say so here because the arithmetic is easy to assume the other way, and the assumption gets larger with every seat you add.

Worked example — 4 extra user seats

Monthly, 4 seats × 12 months
KES 25,200
Annual, 4 seats × 1 year
KES 25,200
Difference
KES 0

Identical, by design. Choose annual billing for the plan discount and the single invoice — not for a seat saving that is not there.

05 — Mechanics

One renewal date, two charges.

Seats renew on the same date as your plan. They are billed as a separate charge rather than as a bigger plan charge, so a workspace with add-ons sees two amounts on one date instead of one.

A seat is charged for a whole period at the moment you buy it, and the capacity is yours immediately. There is no part-month rate — so a seat added late in a cycle costs the same as one added on day one, and renews with everything else at the end of it. Buying near your renewal date is therefore the expensive moment to do it; if you are within a week or so of renewing and it can wait, wait.

M0 M2 M4 M6 M8 M10 M12 M14 M16 M18 PLAN Plan charged Plan renews ADD-ON SEATS Seats bought — full period charged both renew here two charges, one date no seats yet FIG. 2 — SEATS ARE CHARGED IN FULL ON PURCHASE AND RENEW WITH THE PLAN

Adding

Capacity lands immediately

The new seats are usable as soon as the payment confirms. You pay a full period for them, plus VAT, and the plan charge itself is untouched.

Reducing

Free, and takes effect at renewal

Nothing is charged to give seats back, and you keep them until your renewal date — so the capacity you have paid for is never cut short. Bring your usage under the new number first; a reduction that would strand an active user or employee is refused.

Paying

Same rails as the plan

Card and mobile money through Paystack, charged in KES. The totals and VAT are shown on screen before you confirm anything.

06 — Decision

Which dial do you actually need?

Read what you ran into, not what you assumed. Most limits are one dial or the other, and very few are both.

What you hit The fix Why
Cannot invite another colleague Add user seats You are at the login limit. The tier is doing everything you asked of it.
Cannot add another employee record Add HR employee seats Headcount has outgrown the allowance. Payroll and leave still work exactly as before.
Payroll is not available at all Move up a tier Statutory payroll is a capability, not a capacity. No number of seats unlocks it.
Need approval chains on requisitions Move up a tier Approvals are gated on the tier, not on how many people you have.
Need single sign-on for the team Move up a tier SSO arrives at Premium regardless of seat count.
Headcount doubled after a good quarter Add seats of both kinds More people doing the same work. The tier is unaffected by growth alone.
Seasonal staff have gone home Reduce seats — no charge Give the capacity back at renewal and stop paying for it.
Price both seat types See what each tier unlocks
07 — Questions

Asked before buying.

Can I add users without upgrading my plan?
Yes. Seats and tier are separate. From the Customize screen in your workspace you can add user seats to the plan you already hold, pay only for the seats, and stay on the same tier.
What is the difference between a user seat and an HR employee seat?
A user seat is a login — somebody who signs in and works in the platform. An HR employee seat is an active employee record that carries contracts, documents, leave, attendance and payroll. Most employees never sign in, which is why the two allowances are counted and priced separately.
Do add-on seats get the annual discount?
No. The one-month-free discount applies to the plan itself. Add-on seats are billed at twelve times their monthly rate on annual billing, so the per-seat cost is the same either way.
Can I reduce the number of seats I am paying for?
Yes, from the same Customize screen, and there is nothing to pay to do it. A reduction is not charged and the lower seat count takes effect at your renewal date, so you keep the capacity you have already paid for until then. Free up the capacity first: deactivate the users or terminate the employee records you no longer need, because a reduction that would leave an active user or employee without a seat is refused rather than applied.
When are add-ons charged?
A seat is charged for a full period the moment you buy it, and the capacity is available immediately. From then on it renews on the same date as your plan, billed as a separate charge rather than folded into the plan amount — so a workspace with add-ons sees two amounts on one date.
Is a seat cheaper if I add it halfway through the month?
No. There is no part-period rate, so a seat bought on the last day of a cycle costs the same as one bought on the first and renews with everything else at the end of it. If you are close to your renewal date and the seat can wait, waiting is the cheaper option.
Can I pay for only the modules I need?
Not on the standard plans. What a tier unlocks is fixed, and the two dials you control are your tier and your seat counts — the capability set is not sold line by line. Where a specific mix genuinely matters, Enterprise is the route, and we agree the scope in the contract rather than by the seat.
What happens to my seats if I change tier?
They stay with you. Seat counts are held on the workspace rather than on the plan, so moving tier keeps your add-on seats and changes what the tier itself includes. Since a higher tier includes more people to begin with, it is worth re-checking your seat count after a change — you may be paying for seats the new allowance now covers.
Is VAT included in the seat prices?
Listed rates are exclusive of VAT. Applicable VAT is added at checkout and is shown in full on the pricing calculator and on the Customize screen before you confirm.
08 — Elsewhere

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