Hubstaff offers a Per-seat subscription pricing model. Under this pricing model, you have the flexibility of being able to add or remove members from your organization whenever you wish and save money by only paying for the number of members on your team.
Table of Contents
- Plan cost
- When charges start
- Members that count toward billing
- How to know how many paid seats are in your plan
- What happens when members are added or removed
- What happens when I change plans?
Plan cost
Click here to see what features are available for each plan type and how much each plan costs.
When charges start
Under our Per-seat subscription model, you will be charged at the end of every billing cycle for every member within your organization. This will happen monthly, quarterly, or yearly depending on which plan duration you have selected.
Any add-ons will also be charged once their trial period expires.
Members that count toward billing
All members that are added to your Hubstaff organization will count toward the subscription costs. This includes owners, organization managers, project managers, and users.
The only team members who do not count towards your total plan size are those assigned with a Project Viewer role. You can review the access and permissions for each of our available roles on our Roles and Permissions guide.
Even if the member does not track any time or is disabled for tracking, they will still count towards your total member count. This also includes yourself as the account owner or any other administrators/managers within your organization.
For example, if you have 20 team members, plus yourself as the owner, this will count as 21 seats toward billing.
On any paid plan, the minimum number of seats that will count toward billing is 2. One of those seats will be taken by an organization owner.
How to know how many paid seats are in your plan
To learn how many users are counted towards your bill, navigate to the People > Members page and you will see the number of paid, occupied, and open seats (this is shown in the top left corner of the page).
- Paid seats are the total number of seats you are currently paying for.
- Occupied is the total number of seats that are currently filled.
- Open seats will be filled automatically when new members are added. Any open seats will be removed automatically when a new billing cycle starts, bringing down the number of paid seats to match the number of seats occupied.
The same information is posted on Settings > Billing page.
What happens when members are added or removed
Your bill will include the total number of members on the People > Members section at the beginning of your billing period (except those on the Project Viewer role).
- When you add a team member, you will be billed in full for monthly plans, and pro-rated for quarterly and annual plans. This goes the same for any add-ons applied to a subscription.
- For example, you have 20 billed members, then in the middle of the month, you decide to add another seat, you will be billed in full for that team member for the entire month.
- For quarterly and annual plans, adding a member mid-cycle will generate a pro-rated bill for the number of members added.
- There are NO refunds/credits issued for removing members (or switching their role to Project Viewer) in the middle of a billing period, however, their “seat” remains open and can be replaced with another member during the billing period.
- Add-ons will only charge filled seats, any open seats will not be included in the charge.
Single member plan
Our only 1 member plan is our Free plan, which has a limited number of features available. The Free plan comes with 1 seat available and it will be taken by the organization owner (creator of the organization). If you wish to add team members, then that would take you above the 1 seat limit for the free plan and require that you pick one of our paid plans.
Please see our guide here to learn more about the different features available per plan type.
What happens when I change plans?
| Plan change | Scenario | Result |
| Same plan, Different billing cycle | A. Same plan, longer billing cycle (Grow monthly > Grow yearly) | Scheduled to the end of the billing cycle.
Scenario: You are on a Grow monthly plan billed every 3rd of the month starting in January, then switch to Grow yearly on January 4th, your yearly plan will start on February 3rd. |
| B. Same plan, shorter billing cycle (Grow yearly > Grow monthly) | Scheduled to the end of the billing cycle.
Scenario: You are on a Grow yearly plan billed on the 3rd of January, 2024, then switch to Grow monthly plan on January 4th, your monthly plan will start on January 3rd, 2025. |
|
| Different plan, Same billing cycle | A. Upgraded plan, same billing cycle (Grow monthly > Team monthly) | Charge extra immediately.
Scenario: You are on a Grow monthly plan that started on January 3rd, then you switch to the Team monthly plan on January 15th, you will immediately be billed on January 15th for all members. |
| B. Downgraded plan, same billing cycle (Team monthly > Grow monthly) | Scheduled to the end of the billing cycle.
Scenario: You change your plan from Team monthly which was billed on January 3rd, then switch to Grow monthly on January 15th, your Grow plan will start on February 3rd. |
|
| Different plan, Different billing cycle | A. Upgraded plan, longer billing cycle (Grow monthly > Team yearly) | Charge extra immediately.
Scenario: You started with a Grow monthly plan which was billed on January 10, then switched to the Team yearly plan, you will immediately be billed for all active members for the annual plan. |
| B. Upgraded plan, shorter billing cycle (Grow yearly > Team monthly) | Please contact support. | |
| C. Downgraded plan, longer billing cycle (Team monthly > Grow yearly) | Scheduled to the end of the billing cycle.
Scenario: You downgrade from Team monthly which started on January 10, down to Grow yearly plan on January 15th, the annual plan will start on February 10th. |
|
| D. Downgrade plan, shorter billing cycle (Team yearly > Grow monthly) | Scheduled to the end of the billing cycle.
Scenario: You downgraded from Team yearly plan which began on January 10, to Grow monthly plan on January 15th, the monthly plan will start on January 10, the following year. |
