Understanding seat counts and active users

What is an active seat?

In RingSync, a seat corresponds to one active directory grant: a user who has been given access to a specific directory (Entra tenant) and whose access is currently active.

Technically, a seat = one row in directory_grants where is_active = true.

Seats are counted per directory, per organisation. This means:

• If a user has access to two Entra tenants managed by the same RingSync organisation, they occupy two seats.
• If a user's access is revoked — either because they were removed from the Entra app assignment, or an admin manually deactivated their grant — the seat is released immediately. No action is required.

How seats are added

Seats are created automatically when a user is detected as assigned to the RingSync app in Entra:

1. A background process runs every 15 minutes and syncs the Entra app assignment list with RingSync's directory_grants table.
2. When a new user is found in the Entra assignment, a grant is created and the seat count increases.
3. The admin can also add a manual grant directly from the back office (Users → Add manual grant) to give access to an external user not in Entra.

Proration when adding users mid-period

When a new seat is activated during a billing period, it is billed at a prorated rate for the remaining months:

charge = unit_price / 12 × months_remaining

months_remaining is calculated from the first day of the month following activation to the end of the current annual billing period.

Example: Billing period January 1 – December 31. A user is activated on July 10. They are billed for 5 months (August through December).

The prorated charge appears on your next invoice or is charged immediately to your card, depending on your billing mode.

No refund on seat removal

Removing a user (deactivating their grant) during a billing period does not generate a refund or credit. The seat remains paid through the end of the current period.

However, the vacated seat can be reassigned to a new user at no extra cost within the same period, as long as the seat count does not exceed the prior peak. If adding the new user would push the count above the previous maximum, a new prorated charge applies for the new seat.

At renewal, only currently active seats are billed — vacated seats that were not reassigned are not renewed.

Seat limits by plan

For current pricing, see the pricing page.

Where to see your current seat count

Go to Account → Usage in the back office. The Usage screen shows:

• Total active seats across all directories.
• A breakdown by directory (tenant).
• Your plan limit and how close you are to it.
• An upgrade prompt if you are at 80% or above.