Add Users and Seats to Your RocketReach Team Plan

Use this article to add a person to your RocketReach Team Plan, to buy additional seats when your team is full, and to fix the problems that most often come up when an invitation does not work as expected.

Who this article is for: Team Owners and Team Admins on a self-service RocketReach Team Subscription. Team members without admin permissions cannot add users or seats and will not see the controls described here.

Note: The following steps do not apply to all Team Subscriptions. Custom Teams purchased through Sales should please contact their Account Manager for assistance.

What is the difference between a seat and a user?

On a RocketReach Team Plan, a seat is the paid capacity you subscribe to, and a user is the person assigned to that seat. A seat can exist without anyone assigned to it. Buying a seat increases what you are billed. Assigning a user to a seat you already own does not cost anything.

This distinction matters because it determines which procedure in this article you need. The table below shows which procedure applies to each situation on a RocketReach Team Plan:

Your situation	What you need to do	Cost	Resource
Your RocketReach Team Plan has at least one unassigned seat	Invite a user to the unassigned seat	No additional charge	How to Assign a Seat
Every seat on your RocketReach Team Plan is filled	Add a seat, then invite a user to it	Increases your bill
You are replacing a team member who has left	Un-assign the person who left, then invite their replacement to the same seat	No additional charge	How to Assign a Seat

To find out which applies to you, open your RocketReach Team Management Page and look at your list of seats. A seat with no name and no email address listed next to it is unassigned and available for a new person. To reach the Team Management Page, click your initials in the top-right corner of any RocketReach page, then select Team Management

Click here to go directly to your Team Management Page

If you are replacing a team member who has left or need to assign an empty, unassigned seat, the article “How to Assign a Seat | Team Admin” covers that process in full and is a better starting point than this one.

(If you have not yet created a team, you can learn how to set up a Team Subscription HERE.)

How do I add more seats to my Team Plan?

To add seats to your RocketReach Team Plan when every existing seat is filled, follow these steps. Adding seats increases the amount RocketReach bills you.

Click your initials in the top-right corner of any RocketReach page, then select Team Management to open your Team Management Page.
Below the table of current team members, click Manage Team.
Click Add Seats.
Click the + button once for each seat you want to add. The number shown updates as you click.
Enter the email address of the person who will use each new seat. You can also add seats now and invite people to them later.
Click Add Seats to finalize the addition. The new seats appear in your list of team seats immediately, and each one shows either a pending invitation or an Invite button if you did not enter an email address.

You are not charged at this point. The section “When am I charged for new seats?” in this article explains when the charge appears.

How many seats can a self-service Team Plan have?

A self-service RocketReach Team Plan supports a maximum of 25 seats. If you need more than 25 seats, you need a RocketReach Custom Plan instead, which is arranged through RocketReach Sales rather than in the product.

To arrange a Custom Plan, email sales@rocketreach.co and include how many people need access and approximately how many contacts your team expects to look up each month.

When am I charged for new seats?

This section applies to adding seats to a RocketReach Team Plan you already have. It does not apply to buying a new RocketReach Team Plan, which is paid for in full at checkout. See article "How to Create a Team Plan" to learn how to start a new team plan

When adding seats, RocketReach does not charge you at the moment you add a seat to an existing team plan.

Instead, your next scheduled billing charge includes a prorated amount for the new seats. Prorated means you pay only for the portion of the current billing period that remains after you added the seats, rather than for the full period. From the following billing period onward, the new seats are billed at the full rate alongside your existing seats.

For example: On a monthly team plan, if you add one seat on day 15 of a 30-day billing period, your next charge includes 50% of that seat’s monthly rate, plus the full monthly rate for your existing seats. From the following period onward, you are billed the full rate for all seats.

What happens to a seat if I remove it?

Removing a seat from your RocketReach Team Plan is immediate and permanent. The seat is gone as soon as you remove it, along with any lookup credits remaining on it for the current billing period — even though you have already paid for that period. You cannot restore a removed seat. If you later add a seat back, RocketReach treats it as a new seat and charges you accordingly.

RocketReach does not recommend removing seats partway through a billing period. You lose the paid service and remaining credits on that seat for the rest of the period, and you receive nothing back, because RocketReach seats are not refundable. Removing a seat only stops you being billed for it from the next billing period onward.

To stop someone using a seat without losing what you have paid for, unassign the user instead of removing the seat. An unassigned seat stays on your RocketReach Team Plan, keeps its remaining credits for the current billing period, and can be assigned to someone else at no additional charge. The article "How to Assign a Seat | Team Admin" explains how to unassign a user. If you want to reduce your seat count, remove the seat near the end of your billing period, once its credits are used.

What are the limitations on adding users and seats?

Three limitations apply when you add users or seats to a RocketReach Team Plan. Each one has a workaround.

All seats on a Team Plan must be at the same plan level

Every seat on a RocketReach Team Plan sits at the same plan level. A new seat is created at your team’s current plan level automatically. You cannot mix plan levels within one team, so you cannot have some seats on Essentials and others on Pro.

Workaround: if you need the new person on a different plan level, change the plan level for the whole team. That change applies to every seat at once, including seats that are already assigned. The article “Change Team Seat Plan Level” explains how to do this.

Self-service Team Plans cannot exceed 25 seats

A self-service RocketReach Team Plan is capped at 25 seats, and the Add Seats control will not let you go beyond that number.

Workaround: email sales@rocketreach.co to arrange a RocketReach Custom Plan, which supports teams larger than 25.

A person with their own paid subscription cannot be added directly

If the person you want to invite already pays for their own individual RocketReach subscription, their account cannot be absorbed into a team seat while that subscription is still active.

Workaround: email support@rocketreach.co with both the team account email address and the individual’s account email address. RocketReach Support will advise on the cleanest way to move them onto the team without losing their saved contacts or paying twice.

How do I invite a user to a seat I already have?

To invite a user to an unassigned seat on your RocketReach Team Plan, follow these steps. There is no additional charge, because the seat is already paid for.

Click here to see a step-by-step guide to Assigning and Empty Seat

Click your initials in the top-right corner of any RocketReach page, then select Team Management to open your Team Management Page.
Find the unassigned seat in your list of team seats. An unassigned seat displays an Invite button in the place where an assigned seat displays a person’s name and email address.
Click Invite next to that seat.
Enter the email address of the person you want to add to your RocketReach Team Plan, then click Send Invite.
The seat now displays the invited email address with a pending status, and RocketReach sends that person an invitation email. The seat continues to count as unassigned until they accept.

If the seat does not show a pending status after you click Send Invite, the invitation was not sent. Refresh the Team Management Page and try again. The section “Why has the person I invited not received the invitation email?” in this article covers what to do next.

What happens after I send an invitation?

After you send an invitation from your RocketReach Team Management Page, the person you invited receives an email containing a link to join your team. Nothing changes on your RocketReach Team Plan until they open that link and accept.

What the invited person sees depends on whether they already have a RocketReach account:

If they do not have a RocketReach account, the link asks them to create one. The account they create is attached to your team seat automatically.
If they already have a free RocketReach account registered to the same email address you invited, the link attaches that existing account to your team seat and upgrades it to your team’s plan level. They keep their existing account, sign-in details, and saved contacts.
If they already have a paid individual RocketReach subscription, the invitation cannot complete. Contact support@rocketreach.co for assistance.

Once the invited person accepts, their name and email address appear next to that seat on your Team Management Page and the seat no longer shows as unassigned.

How do credits work for a newly added user?

By default, each person on a RocketReach Team Plan receives their own balance of lookup credits at your team’s plan level. Credits belong to the individual seat and are not shared between team members.

Troubleshooting: adding users and seats

The following questions cover the problems that come up most often when adding users or seats to a RocketReach Team Plan.

Why has the person I invited not received the invitation email?

If the person you invited to your RocketReach Team Plan has not received the invitation email, ask them to check their spam and promotional mail folders first, because invitation emails are sometimes filtered there. Then check the email address shown next to the seat on your Team Management Page for typos. If the address is wrong, remove the assigned user from that seat and send a fresh invitation to the correct address.

Why does the seat still show as unassigned after the person accepted?

If a seat on your RocketReach Team Plan still shows as unassigned after the person tells you they accepted, they most likely signed in with a different email address than the one you invited. A RocketReach invitation is tied to the specific email address it was sent to. Ask which email address they actually use for RocketReach, then send a new invitation to that address.

Why can I not add any more seats to my Team Plan?

A self-service RocketReach Team Plan is limited to 25 seats. If you have reached that limit and need more people on the account, you need a RocketReach Custom Plan. Email sales@rocketreach.co to arrange one, and include how many people need access.

Why can I not see the Manage Team or Add Seats buttons?

There are two common reasons why the Manage Team and Add Seats buttons do not appear on your RocketReach Team Management Page.

You are signed in as a team member rather than as a Team Owner or Team Admin. Only Team Owners and Team Admins can add users and seats. Ask your Team Owner to make the change for you.
Your RocketReach Team Plan is a Custom Team purchased through RocketReach Sales. Seat changes on a Custom Team are handled by your Account Manager rather than in the product.

If you do not know which of these applies to you, or you do not know who your Account Manager is, email support@rocketreach.co from your account email address and RocketReach Support will tell you.

Can I add a new seat at a different plan level from the rest of my team?

No, you cannot add a seat at a different plan level. Every seat on a RocketReach Team Plan must be at the same plan level, and a new seat is created at your team’s current plan level automatically. To put the new person on a different plan level, you must change the plan level for the entire team, which affects every existing seat as well. The article “Change Team Seat Plan Level” explains how.

Add Users and Seats to Your RocketReach Team Plan