Seats and roles
Which roles use a paid seat on Pro and Business, why Free has no member limit, and what happens to seats when you upgrade.
A paid seat is billed monthly per person on Pro and Business. On Free nobody uses a paid seat, and there's no limit on how many people you add.
Who uses a seat
On Pro and Business, Owner, Admin, and Member each use a paid seat. Viewer is free and never uses one, no matter how many Viewers you invite.
The organization's Stripe subscription quantity is kept in sync automatically: it updates whenever someone is invited and accepts, changes role to or from Viewer, is removed, or is deactivated or reactivated. A deactivated Member or Admin stops using a paid seat while deactivated.
Members on the Free plan
On Free, you can invite or promote as many Members and Admins as you want, at no cost. The only limit is minutes: the whole organization shares the Free plan's one-time 300 minutes. See Plans.
The invite dialog on Free shows this line:
On Free, everyone you invite can record. Your team shares the 300 free minutes. When you upgrade, every member and admin becomes a paid seat.
Promoting a Viewer to Member or Admin on Free applies straight away, with no charge and no confirmation step.
When you upgrade
Upgrading from Free turns every Owner, Admin, and Member into a paid seat, unless you make them a Viewer first. The upgrade dialog has a step for that, Who keeps recording?. It lists each person who records today with the meetings and minutes they recorded on Free, or "Hasn't recorded yet", so it's easy to see who doesn't need a seat.
The Owner and Admins always keep their seat. Each Member has a switch between Member · records and Viewer · free, and everyone starts on Member. Below the list, VoiceCap counts the recording seats and viewers and shows the monthly total: €29 a seat on Pro (with 1,000 pooled minutes a month per seat) or €49 on Business, plus VAT. The total updates as you switch, and Stripe Checkout charges that number of seats.
Viewers you already have aren't listed and stay free. Pending invites for a Member or Admin aren't in the total; each adds a seat when it's accepted.
Everyone you switch to Viewer keeps access to every meeting and gets an email saying their role is now Viewer, with a button to ask for a recording seat. See Managing roles. If someone joins or changes role while you're on this step, VoiceCap says "Your team changed while you were reviewing. Check the list again." and doesn't charge anything.
Canceling back to Free leaves everyone's role as it is. Members and Admins stay Members and Admins, and nobody is billed for a seat. See Managing billing.
Promoting a Viewer on a paid plan
On Pro or Business, promoting a Viewer to Member or Admin immediately adds a billed seat. VoiceCap asks you to confirm first, since Stripe charges a prorated amount for the new seat right away:
Currently a Viewer (free). Members and admins use a paid seat. This adds a billed seat to your subscription and you'll be charged a prorated amount right away. You can change the role back anytime.
Inviting a new Member or Admin on a paid plan adds a billed seat the same way once they accept.
Answering a Viewer's seat request with Give seat in Settings > Members does the same thing. There's no separate prompt there, because the button itself shows the price: Give seat · +€29/mo on Pro and Give seat · +€49/mo on Business. See Managing roles.