Learning Objective

By the end of this guide, you'll know how to check available seats, add team members with active or inactive access, remove team members from your workspace, and manage seat billing 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 – Active vs. inactive members have different permissions
Manages costs – Each 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 user = 1 seat = 1 account = multiple email senders

Seat types:

Active member:

Can run campaigns
Consumes 1 seat on your plan

Inactive member:

Cannot run campaigns
Does not consume a seat

How to Add a Team Member

Step 1: Check available seats

Go to Plans and Billing:

Click your profile image in the bottom left corner, then select Plans & billing
Click Manage plan

This shows how many seats you currently have and how many are in use.

Step 2: Buy additional seats (if needed)

If all your seats are occupied, you'll need to purchase more.

Increase the number of seats and complete the purchase.

⚠️ Important: You'll be billed per seat. Seats are added to your monthly or annual subscription cost.

Step 3: Invite the user

From Plans & billing, scroll to the Users section and click Invite user.

Step 4: Enter email and choose member type

In the invitation window:

Enter the email address of the person you're inviting.
Choose the access type:
- Add as paying seats (active member) – Can access lemlist and use all features; consumes 1 seat.
- Add as guest (inactive/guest) – Can access lemlist but can't send campaigns; does not consume a seat.

Step 5: Send the invitation

After entering the email address and selecting the member type, click Invite.

The invited teammate will receive an email with instructions to join.

Step 6: New member accepts invitation

The invited teammate must:

Create a lemlist account (or log in if they already have one)
Accept the invitation via the notification that appears when they log in
Connect their email provider from their lemlist account (Settings → Email Accounts)

💡 Important: If your company is managing a transition to a subscription plan, ensure migration steps (campaign transfers, account activations) are fully completed before proceeding.

How to Remove a Team Member

Step 1: Navigate to Cockpit

Click your profile image in the bottom left corner, then select Cockpit

Step 2: Choose the team

Select the team from which you want to remove a user.

Step 3: Remove the user

Click the three dots (⋮) next to the user's name, then select Remove user.

Step 4: Confirm removal

Confirm the action when prompted.

The user is immediately removed from your workspace.

Step 5: Downgrade your seats

⚠️ Critical: After removing a user, downgrade one seat to avoid continuing charges.

How to downgrade:

Click your profile image in the bottom left corner, then select Plans & billing

Click Manage plan

Reduce the number of seats by 1, then save your changes

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

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 invitation

Issue: New member can't connect 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 (admin access for Google Workspace, app passwords for Outlook)
Ask them to unlink email from other lemlist accounts they may have (you can't connect one email to multiple lemlist accounts)
Contact lemlist support if connection issues persist

Issue: Still being charged after removing a user

Fix:

You likely didn't downgrade your seat count
Go to Plans & billing → Manage plan
Reduce the number of seats 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 (you can't remove your own account this way)
If the user is the workspace owner, they must transfer ownership before being removed
Contact lemlist support if the option is greyed out

Optimization Tips

Audit team access quarterly: Review who has access and remove inactive users to reduce costs and maintain security.

Use inactive members for stakeholders: If someone only needs to view reports (clients, executives), add them as inactive members 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 (new hires), purchase them ahead of time to avoid delays.

Set reminders to downgrade: When removing a user, set a calendar reminder to downgrade 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.