Learning Objective
By the end of this guide, you'll know how to check available seats, add team members as paying or free users, remove team members from your workspace, and update your seat count to avoid unnecessary charges.
Why This Matters
As your team grows, you need to add members to collaborate on campaigns. When team members leave, you need to remove them and adjust billing.
Proper team management:
Enables collaboration – Multiple people can manage campaigns
Controls access – Paying and free users have different access levels
Manages costs – Each paying seat costs money; remove unused seats to avoid charges
Maintains security – Remove departing members promptly
Prerequisites
Before adding or removing team members:
You have admin access to your lemlist workspace
You know how many seats are available on your plan
You have the email address of the person you want to invite (for adding members)
Understanding Seats and Users
💡 Key concept:
1 paying user = 1 seat = 1 account = multiple email senders
User types:
Paying user:
Can access lemlist and use all features
Consumes 1 seat on your plan
Free user:
Can access lemlist but can't send campaigns
Does not consume a paid seat
How to Add a Team Member
Step 1: Open your billing settings
Click your profile image in the bottom-left corner, then select Settings.
In the left sidebar, select Plans & billing, then click Manage in the Subscription section.
This opens your plan details, where you can review how many paying seats you currently have.
Step 2: Buy additional seats (if needed)
If all your seats are already in use, increase the number of paying users on your current plan, then click Update.
⚠️ Important: You'll be billed for each paying seat you add.
Step 3: Invite the user
Back in Plans & billing, open the Users tab and click Invite user.
Step 4: Enter email and choose user type
In the invitation window:
Enter the email address of the person you're inviting
Choose the user type:
Add as paying user – Can access lemlist and use all features; consumes 1 seat
Add as free user – Can access lemlist but can't send campaigns; does not consume a paid seat
Then click Invite.
The invited teammate will receive an email with instructions to join.
Step 5: New member accepts invitation
The invited teammate must:
Create a lemlist account (or log in if they already have one)
Accept the invitation from the invite email or from inside their lemlist account
Connect their email provider if needed before sending campaigns
💡 Important: If your team experiences issues with expired invitation links, refer to the troubleshooting section below.
How to Remove a Team Member
Step 1: Open the Users tab
Go to Settings → Plans & billing → Users.
Step 2: Remove the user
Select the user, then click Delete.
Confirm the action when prompted.
The user is immediately removed from your workspace.
Step 3: Downgrade your seats
⚠️ Critical: After removing a paying user, reduce your seat count to avoid continuing charges for an unused seat.
How to downgrade:
Open Plans & billing and click Manage in the Subscription section.
Reduce the number of paying users on your current plan, then click Update.
If you don't downgrade, you'll continue being charged for the unused seat.
Important Notes
lemlist is a collaborative platform:
Each user has visibility and control over all campaigns and leads in the workspace
You can manage everything from a single user account
Exception: Users with different roles may have restricted permissions. Learn more about Agency roles.
Campaign transfers:
When a user joins or leaves a team, campaigns are not transferred automatically
If you need to transfer campaigns, reach out to lemlist support
Troubleshooting
Issue: Invited user didn't receive the invitation email or invite is expired
Fix:
Check that the email address is correct
Ask them to check spam/junk folders
Resend the invitation from Plans & billing → Users
Ensure their email provider isn't blocking lemlist emails
Ask them to log into their lemlist account to confirm the invitation
Use an incognito or private browsing session to open the invitation link
Ask the invitee to ensure they are logged in to the correct lemlist account before accessing the link
Confirm the invitee has an active lemlist account; if not, they should create one before accessing the link
If the issue persists, resend a fresh invitation from the Users section and ensure it is accessed in a clean browser environment
Issue: New member can't connect to their email provider
Fix:
Verify they're following the correct setup guide for their email provider (Gmail, Outlook, etc.)
Check that they have the necessary permissions
Ask them to unlink the email from other lemlist accounts they may have
Contact lemlist support if connection issues persist
Issue: Still being charged after removing a user
Fix:
You likely didn't reduce your seat count
Go to Plans & billing → Manage
Reduce the number of paying users by the number of users removed
Contact billing support if charges continue after downgrading
Issue: Can't remove a user
Fix:
Verify you have admin permissions
Ensure you're not trying to remove yourself
If the user is the workspace owner, they may need to transfer ownership first
Contact lemlist support if the option is unavailable
Optimization Tips
Audit team access quarterly: Review who has access and remove inactive users to reduce costs and maintain security.
Use free users for stakeholders: If someone only needs visibility and won't send campaigns, add them as a free user to avoid seat charges.
Document team changes: Keep a log of who was added/removed and when for billing reconciliation and security audits.
Transfer campaigns before removal: If a user owns important campaigns, transfer them to another team member before removing the user. Campaigns can be migrated with the help of the support team.
Plan seat purchases in advance: If you know you'll need more seats soon, purchase them ahead of time to avoid delays.
Set reminders to downgrade: When removing a paying user, reduce seats immediately to avoid wasted charges.
Coordinate with HR: Integrate team member removal with offboarding processes to ensure lemlist access is revoked promptly when employees leave.