Team Seat Management Best Practices: How Do You Handle Member Changes?

Discussions
1

I’m curious to hear how other team admins handle member changes on the Annual Team Plan.

Recently, I had to remove some members when a project wrapped up, and now I’m re-inviting them for a new project. This got me thinking about how to optimize seat usage and avoid any unexpected costs.

Here’s my current setup:

  1. Total seats: 86
  2. Active members: 13
  3. Removed members still occupying seats: 66
  4. Free seats: 7

I’m wondering:

  1. How do you manage your team seats when members come and go throughout the year?

  2. Do you have any strategies to free up seats from removed members without incurring extra charges?

  3. Have you found any best practices to keep your team’s subscription costs efficient?

3

Hey, good question. If 66 removed members are still taking up seats, it’s definitely worth a closer look.

Here’s how seat management works right now:

If a member is removed and they used any credits during the current billing cycle, their seat stays active until the end of that cycle. When the plan renews, the seat count should update, and any prorated credit for removed members is applied to the next invoice.

On an annual plan, removed seats should free up at the end of the billing cycle. If 66 seats are still showing as used by removed members and it’s been like that for a while, we should have billing take a look.

I’d recommend emailing [email protected] with your team details so they can review your account and make sure seat count and billing are correct. With 66 removed members on an 86 seat plan, there might be billing adjustments needed.

Some general best practices for teams with rotating members:

  • Keep track of your billing cycle date so you know when removed seats will free up
  • Consider using the Unpaid Admin role for team managers who don’t need Cursor access. That way admin seats don’t count toward billing
  • If you have a larger team with frequent changes, the Enterprise plan supports pooled usage and more flexible seat management

Let me know if you have questions after you reach out to the billing team.