Manage your seat-based subscription (US/CA)

Table of contents

Seat-based subscription explained
- Renewal date
Manage your subscription
Review your subscription

Note

This article applies to firms in the US and Canada on seat-based pricing (legacy). If your firm is outside the US and Canada, see how to manage your seats there .

Find out how seat-based pricing works, and how to manage your seats and plan.

Seat-based subscription explained

With seat-based pricing, each team member needs their own seat to access TaxDome.

The cost of your subscription is determined by three factors:

Your pricing plan—Essentials, Pro, or Business, each with different features and capabilities. Compare the plans .
The billing cycle—a 1-year, 2-year, or 3-year term. Your entire firm operates on the same billing cycle, with all full-term seats renewing on the same date.
The number and type of seats—each team member needs a seat to access the portal. There are three seat types:
- Full-term seats: a 1-year, 2-year, or 3-year term
- Monthly seats: billed and renewed monthly from the purchase date, on the Pro plan
- Seasonal seats: billed and renewed every 4 months from the purchase date, on the Business plan

A subscription can combine seat types. For example, full-term seats for your permanent team, plus monthly (Pro) or seasonal (Business) seats for busy periods.

Your entire firm operates on the same plan, so all team members have access to the same features regardless of their seat type. Only how each seat is billed differs.

Note

The firm owner needs a full-term seat.

Renewal date

Your renewal date is when your subscription automatically renews.

Full-term seats in your firm share the same renewal date. TaxDome emails you 14 days before that date.
Monthly seats and seasonal seats (Business plan) operate on separate renewal cycles—monthly seats renew every 30 days from their purchase date, and seasonal seats renew every 4 months. In the US and Canada, TaxDome emails you 14 days and 5 days before each renewal date.

When you purchase additional seats of any type, they automatically align to the renewal date of existing seats of the same type. You pay a prorated amount based on the time remaining until that renewal date.

For example:

If the renewal date of your full-term seats is January 1 and you add another full-term seat on February 1, you’re charged for 11 months of service. All full-term seats renew together on your original renewal date.
If your monthly seats renew on February 1 and you add another monthly seat on January 16, you’re charged for 15 days (the time remaining until February 1). Both monthly seats then renew together on February 1.
If your seasonal seats renew on May 1 (4 months after January 1 purchase) and you add another seasonal seat on March 1, you’re charged for 2 months (the time remaining until May 1). Both seasonal seats then renew together on May 1.

Manage your subscription

Add or remove seats, change seat types, swap seats between team members, and upgrade your plan at any time. Upgrades take effect immediately; downgrades are scheduled and take effect at your next renewal date, so you keep your current subscription level until the end of your paid period.

If you have a scheduled downgrade (a seat reduction), it appears as an alert showing what will change and when. You can view all scheduled changes in the Plan overview tab, and cancel a scheduled downgrade before it takes effect by clicking Cancel update.

Note

Scheduled seat reductions are canceled when you add seats.

Add or remove seats

Note

The firm owner and admins can add or remove seats. A seat must be free (no team member currently using it) before it can be removed.

When you add seats, you’re charged a prorated amount based on the days remaining until the renewal date for that seat type. When you remove seats, the reduction is scheduled and takes effect at your next renewal.

To add or remove seats:

If you’re removing a seat that isn’t free, deactivate the team member using it first.
Go to Settings > Team & plans.
Click Manage seats.

Use + to add, or - to reduce, quantities for full-term, monthly, or seasonal (Business plan) seats.

Click Upgrade now to add seats immediately, or confirm to schedule a seat reduction for your next renewal.

Change a team member’s seat type

You can move a team member to a different seat type (the types available depend on your plan) directly from the Team members tab.

To change a team member’s seat type:

Go to Settings > Team & plans and open the Team members tab. Make sure you have a free seat of the type you need.

If you don’t have a free seat of that type, add one or free up a seat by deactivating a team member who is no longer with your firm.

Find the team member, click the dropdown in the Seat type column, and select another seat type.

Note

Changing a team member’s seat type keeps the previous seat in your subscription. To stop paying for it, remove the seat before your renewal date.

Swap seats between team members

You can exchange seat types between two team members without purchasing new seats. This is useful when you want to reassign existing seats within your team.

To swap seats:

Go to Settings > Team & plans and open the Team members tab.
In the Seat type column, click the dropdown next to the team member’s name.
Select Swap seat with…, then choose the team member to swap with.

The change takes effect immediately. Both team members exchange their seat types without affecting your total seat count.

Upgrade your plan

Note

Only the firm owner can upgrade the plan.

When you upgrade your plan (e.g., from Essentials to Pro), you pay a prorated amount for the remaining time until your renewal date.

To upgrade your plan:

Go to Settings > Team & plans.
Click Upgrade in the Current plan section.

Select your target plan (Pro or Business).
Review the upgrade details and cost due today.
Click Upgrade now.

Note

When upgrading from Pro to Business, any monthly seats automatically convert to seasonal seats.

Review your subscription

To review your subscription, go to Settings > Team & plans and open the Plan overview tab.

It shows:

Current plan: your pricing plan (Essentials, Pro, or Business)
Seats: your seats by type:
- Full-term seats: Seats allocated (used and total full-term seats), Renewal date, and Billing cycle (1, 2, or 3 years)
- Monthly or seasonal seats: Seats allocated (used and total seats) and Renewal date