Managing Project seats
Summary: Seats are assigned to named members by the account owner, Admins or custom roles with the Manage seats permission. Any member can ask for a seat for themselves or a colleague.
Who can do what
| Who | Can do | Permission |
|---|---|---|
| Account owner | Buy or reduce extra seats, manage billing, assign and revoke seats, grant and decline seat requests | Purchase seats and Manage billing by default, plus Manage seats |
| Admin (built-in role) | Assign and revoke seats within the purchased seats, grant and decline seat requests | Manage seats |
| Custom role with Manage seats | Same as Admin, for seats only | Manage seats |
| Custom role with Purchase seats | Change the number of purchased Project seats | Purchase seats |
| Any member | Ask for a seat for themselves or a colleague | None |
Buying seats and assigning seats are separate permissions.
Managing seats does not require holding a seat.
The account owner
- Each organisation has exactly one account owner.
- By default, the account owner is the person who created the organisation.
- The account owner can transfer ownership to another member.
- Ownership does not include a seat. The person who creates the organisation receives one Project seat at registration. A new owner after a transfer needs a seat assigned like any other member.
Assigning and revoking seats
- Every seat is assigned manually to a named member. Seats are never assigned automatically, except the one seat given to the organisation's creator at registration.
- Revoking a seat frees it for another member. It does not reduce the subscription or the invoice.
- To move a seat, revoke it from one member and assign it to another. The invoice does not change.
- When a member is removed from the organisation, their seats are freed.
Asking for a Project seat
When a member without a seat tries a seat action, Cway shows Project seat required and the option Ask for a seat.
- The member clicks Ask for a seat, for themselves or for a colleague (for example, when trying to make that colleague an approver).
- A task is created for the account owner, every Admin and every custom role with Manage seats. They also receive an email.
- A seat manager grants or declines the request. A decline can include a reason.
- If a seat is free, it can be granted directly.
- If all seats are in use, a seat must be revoked from someone else, or the account owner must buy an extra seat first.
- The requester receives an email when the request is granted or declined.
- After the seat is granted, the member must repeat the original action. Actions are not queued.
Request rules:
- Only one request per person and seat type can be open at a time.
- A request closes automatically if the person receives a seat another way.
- A request is removed if the person leaves the organisation.