Every plan has a limit on how many teammates you can add, and the Starter plan also limits how many deals you can have open at once. Here's what each limit covers and what to do if you hit one.
Open-deal limits
Only the Starter plan limits open deals — Scale and Pro don't cap how many deals you can have. A deal counts as "open" if its status is Active, For Sale, Pending Sale, or On Hold; closed, funded, and canceled deals don't count against the limit.
If you try to create a new deal while already at your plan's open-deal limit, you'll see a Deal limit reached message telling you how many open deals you're at and how many Scale includes. If you're the account owner, an Upgrade to Scale button takes you to the plan picker. If you're not the owner, you'll see a note asking you to have your account owner upgrade instead — there's nothing to click.
Closing or funding a deal frees up a slot for a new one. Putting a deal On Hold does not free up a slot — it's still counted as open.
Seat limits
Every plan — including Scale and Pro — limits how many seats your organization can use. A seat is used by each active teammate plus each pending invitation you've sent that hasn't been accepted yet. Inviting someone who's already counted (for example, re-inviting an existing teammate to the same email) doesn't use a second seat.
If you try to send an invitation, or someone tries to join your team, while you're already at your plan's seat limit, you'll see a Seat limit reached message showing how many seats your plan includes:
- On Starter, the only option is to upgrade — you'll see an Upgrade to Scale button (account owners only; everyone else sees a note asking them to have the owner upgrade).
- On Scale or Pro, account owners see the exact prorated cost of adding one more seat right in that message — something like "Add seat — $12.34 today" — and buying it is one click. The charge is prorated for the rest of your current billing period, and your invite sends immediately once the seat is added. Anyone who isn't the account owner sees a note asking them to have the owner add seats instead. Removing an inactive teammate or a stale pending invitation also frees up a seat, at no cost. On your Stripe invoice and in the Manage billing portal, the charge shows up as Extra seat.
Managing seats from the Billing page
Account owners on Scale or Pro can also manage seats directly from Settings → Billing, without waiting to be blocked. The Seats card shows how many seats your plan includes, how many extra seats you've purchased, and how many are currently in use. Select Manage seats and the dialog opens showing your current numbers — for example, "You currently have 1 extra seat (6 seats total)" — with the extra-seats box already filled in. The number you enter is the total extra seats you want, not how many to add, so to add one more seat when you already have 1, enter 2. Preview change stays unavailable until the number differs from what you have now. You'll always see the exact prorated amount before confirming, whether it's a charge (adding seats) or a credit toward your next invoice (removing seats).
If you set your seat target below how many seats you're currently using, nobody is removed automatically — you'll see a banner like "Using 7 of 6 licensed seats" and new invitations will be blocked until you either remove a teammate or add seats back to cover your usage.
What happens to extra seats when you change plans
When you switch between Scale and Pro, TED recalculates your extra seats from how many seats you're actually using, so you only pay for seats your new plan doesn't already include:
- Upgrading — extra seats you bought are folded into the bigger plan's included seats. For example, on Scale (5 seats included) with 2 extra seats and 6 seats in use, switching to Pro (12 included) leaves you with 0 extra seats, and the old extra-seat charge goes away.
- Downgrading — you're charged only for the seats you're using beyond what the new plan includes, at the new plan's seat price. For example, on Pro with 8 seats in use, switching to Scale gives you 3 extra seats (5 included + 3 extra = 8).
- Switching to Starter — Starter has no extra seats to buy, so you can only switch to it once your team fits in the seats Starter includes. If it doesn't, the confirm window explains why — something like "Starter includes 1 seat and your team is using 3. Remove members or cancel pending invites to get down to 1, then switch to Starter." — and nothing changes. Remove members or cancel pending invites, then try again.
- Annual billing — extra seats are billed monthly, so a switch that would leave you on an annual plan with extra seats (for example, switching to annual billing while you have extra seats) isn't self-serve. The confirm window asks you to contact TED support, who'll switch your plan and seats over for you, and nothing changes.
You see the extra-seat change before you confirm: the confirm window's Extra seats line reads something like "3 extra seats at $59/mo → 0 extra seats, Pro includes 12." The plan and the extra seats change together the moment you confirm — this works the same whether or not you've bought extra seats. The change is prorated on your next invoice, and the Seats card on Settings → Billing shows the new numbers once it's done. See Choosing a plan and managing billing for how switching plans works.
If you change seats right after switching plans, you may briefly see "Your plan change is still finishing — try again in a moment." Just wait a few seconds and try again.
If your card is declined when adding seats
Adding seats charges the card on file right away, and the seats are only added once that charge goes through. If your card is declined, nothing changes — your seat count stays the same, you aren't left with an unpaid invoice, and you'll see "Your card on file was declined — update your payment method and try again." If your bank wants to verify the payment first, you'll see "Your bank needs to verify this payment before it can go through — approve it with your bank or add a different card, then try again." Either way, select Manage billing on Settings → Billing to update your card, then add the seat again. Removing seats never charges your card, so it isn't affected.
If your plan is managed by TED support
If your plan was set up for you by TED's support team (your Billing page shows "Managed plan — contact support"), seats can't be changed from inside the app. The Seats card still shows your included seats and how many are in use, but the Manage seats button is turned off, with the note "This account's plan is managed by TED support — contact us to change seats." You'll see the same note in the Seat limit reached message instead of an Add seat button. If you reach your open-deal limit, the Deal limit reached message likewise replaces the Upgrade to Scale button with "This account's plan is managed by TED support — contact us to change your plan." Contact support and we'll adjust your plan or seats for you.
Getting a heads-up before you hit a limit
You don't have to wait until you're actually blocked to know you're getting close. Once you're using 80% or more of your plan's open-deal limit, a banner appears at the top of the app — for example, "You're at 4 of 5 open deals." (Starter) or "You're using 21 of 25 included active deals" (Scale). It's just a heads-up, not a warning that you're about to be blocked — Scale never blocks you from creating deals at all. Select the X to dismiss it; it won't come back until you cross the next threshold (90%, then 100%).
If your organization is on Scale and has added extra seats beyond what's included, you may also see a different banner once the extra-seat cost you're already paying has reached what upgrading to Pro would cost — something like "You've added your 12th seat — Pro includes 12 for less than you're paying." This is a cost tip, not a warning.
Only your account owner sees an Upgrade button on these banners — it opens the plan picker; everyone else can dismiss them but won't see a way to upgrade from there.
If your subscription has been canceled
If your organization's subscription has been canceled, you can't create new deals or add new teammates until billing is reactivated. You'll see a Subscription canceled message; account owners see an Update billing button that goes to the plan picker, and everyone else sees a note asking them to have the account owner take care of it.
See Choosing a plan and managing billing for how to change plans or start a subscription.