How billing per seat works
Learn how seats, active users and renewals affect what you pay for Huma.
Table of Contents
- Roles and access
- Billed seats, active users and available seats
- When you deactivate or delete a user
- When you add more users than you have seats
- How extra seats are billed
- Renewal
- Agreed minimum number of seats
- See the cost estimate for the next period
- FAQ
Roles and access
| Access | Role |
|---|---|
| View subscription, seats and cost estimate | System role: Organisation → Organisation-wide settings |
Billed seats, active users and available seats
Huma is billed per seat. Each active user takes up one seat.
The billing period is one year if you have yearly billing, and one month if you have monthly billing.
To see your seats:
- Go to System settings
- Select Subscription
At the top of the page, you see three numbers:
| What it means | |
|---|---|
| Billed seats | The number of seats you pay for until the end of the billing period. |
| Active users | All users who are not deactivated. |
| Available seats | The difference between billed seats and active users. You can add this many users without extra cost. |
💡 Example: You have 10 billed seats and 8 active users. That gives you 2 available seats.
When you deactivate or delete a user
When you deactivate or delete a user, their seat becomes available.
The price does not go down during the billing period. You can fill the available seat with a new user at no extra cost.
🔗 Read more about deactivating users.
When you add more users than you have seats
If all seats are in use, Huma warns you before you add more users. You see the warning in the Add person window under People, and when you reactivate a user.
If you go ahead, the number of billed seats increases. The increase lasts until the end of the billing period.
💡 Users can also be added without going through the Add person window. This includes users created by an integration, such as Entra ID or a payroll system, and users who sign up with an email address from a verified email domain. These users also take up a seat, and can increase the number of billed seats.
How extra seats are billed
An extra seat is billed from the date the user was added until the end of the billing period.
If you have yearly billing, extra seats are invoiced monthly for the rest of the billing period.
💡 Example: Your billing period runs from 1 January to 31 December. You add an extra user in May. You pay for the extra seat from May until 31 December.
Renewal
At renewal, Huma counts the number of active users on the renewal date. You are billed for this number of seats in the next billing period.
💡 Deactivate users who no longer need access before the renewal date. That way you avoid paying for seats you don’t need in the next period.
Agreed minimum number of seats
If your agreement includes a minimum number of seats, you are always billed for at least that number. This applies even if you have fewer active users.
💡 Example: You have agreed on a minimum of 10 seats, and have 8 active users at renewal. You are billed for 10 seats.
If you have an agreed minimum, you can see it under Billed seats on the Subscription page.
See the cost estimate for the next period
You can see an estimate of your next invoice, based on today’s price and number of users.
- Go to System settings → Subscription
- Find Cost estimate for the next period
- Click View calculation
🔗 Read more about managing your subscription.
FAQ
Do we get a lower price if we deactivate users during the billing period?
No. The price does not go down during the billing period. The seat becomes available, and you can give it to a new user at no extra cost. The number of seats is adjusted at renewal.
Do deactivated users count as active users?
No. Deactivated users do not take up a seat.
What happens if an integration creates new users?
Users created by an integration take up a seat in the same way as users you add yourself. If all seats are in use, the number of billed seats increases.
When are extra seats invoiced?
Extra seats are billed from the date the user was added until the end of the billing period. If you have yearly billing, they are invoiced monthly.
Can we reduce the number of seats below our agreed minimum?
No. If you have an agreed minimum number of seats, you are always billed for at least that number.