Seats and limits
An IT admin or the organization Owner can check what RingSync bills as a seat, which limits apply to each plan, and what happens when a limit is reached.
Seat and contact: two different things
- A seat is a person allowed to use the app: assigned to RingSync in Entra ID, or within the Google seats. This is what you are billed for. Past the limit, new people do not get access.
- A contact is a person from the directory present on at least one phone, counted once however many phones they are on. Past the limit, no new contact is added; those already there stay.
Seats are counted per directory: a person in two directories of your organization takes two seats. Receiving a shared directory does not use a seat (see Share a directory across subsidiaries). Dashboard team members (Owner, Admin) are not seats.
The directory decides who has a seat: the dashboard can neither add nor remove one by hand. RingSync re-reads the directory's access list every 15 minutes. See Connect a directory.
The limits of each plan
| Plan | Active seats | Synced contacts | Directories | Team members | Group selection and exclusion |
|---|---|---|---|---|---|
| Starter | 10 | 250 | 1 | 1 | No |
| Pro | 250 | 1,000 | 1 | 3 | Yes |
| Business | 1,000 | 5,000 | 5 | 10 | Yes |
Prices are on the Pricing page, which also covers the Enterprise plan. An organization under an Enterprise contract can have limits that differ from this table.
When a limit is reached
Active seats
- Additional people do not get access until a seat is freed.
- Owners and Admins receive an email at 80% of the limit ("You're approaching the limit: active seats"), then a second one at 100% ("Limit reached: active seats"). Each email is sent once per threshold crossing.
- A Plan limit reached banner appears in the dashboard, and the Billing page shows User limit reached. These messages appear after RingSync's daily check detects the limit, not at the second it is reached.
Synced contacts
- RingSync refuses to start a new sync as soon as the number of contacts reaches the plan limit. Contacts already on the phones stay.
- The same 80% and 100% emails are sent ("synced contacts").
- To sync fewer contacts, limit the Sync scope to some groups, which requires the Pro or Business plan. See Select and exclude groups.
- If you move to a lower plan and the number of contacts exceeds the new limit, syncs no longer start. Contacts already on the phones are not removed.
Directories and team members
When the limit is reached, adding a directory or inviting a member is refused. No email is sent for these two limits.
Free, reassign and add seats
- Freeing a seat. When the directory withdraws a person's access, their seat stops counting as active at RingSync's next pass. This brings no refund and no credit: the seat stays paid until renewal and can be given to someone else at no cost until then. The Billing page shows it, for example "80 seats paid until … , 5 of them free" (sample figures). What happens to the person's contacts on their phones is described in Security and data.
- Adding a seat during the year. When active seats exceed paid seats, Stripe bills the extra seat pro rata for the time remaining. This amount is not charged right away: it is added to the renewal invoice.
- Renewal. Only active seats are billed for the next year; free seats are not renewed. RingSync sends a renewal notice about 30 days ahead, with the number of active seats and the amount.
- During the trial. Nothing is billed. The first invoice counts the actual seats at the end of the trial (see Invoices, payment and VAT).
Where to see your usage
In Account → Billing, the Directories, Members, Active seats and Synced contacts gauges show how much of each limit you use, with the "Approaching the limit" warning from 85%. The Members count includes pending invitations. On a directory's dashboard, People authorized gives the number of people who have access to that directory.
Technical details
- An active seat is an active access row (
access_grants) on a directory. Deactivating the access frees the seat. - The limits enforced are those of the plan, completed by the Enterprise terms when there are any.
- On the Stripe side, during a paid period the seat quantity only goes up, with proration. In the 48 hours before renewal, RingSync sets it back to the active seats, without proration. During the trial it follows active seats in both directions.