Do I need to buy another SPOTIO seat when a rep leaves?
No. Suspend the departing user and add their replacement into the same license at no additional charge. Your user minimum still sets what you pay.
For: Account Admins | Where: SPOTIO web app | Plan: All plans | Last reviewed: 2 September 2026
How to reuse a license
When a rep leaves your company, you do not need to buy another SPOTIO seat for their replacement.
An account admin can suspend the departing user and add a new user into that vacated license at no additional charge. No contract change is needed. The license you already pay for simply gets a new person in it.
One thing to know up front: reusing a license saves you from buying a seat, but it does not lower your invoice. Your SPOTIO contract has a user minimum — the fewest licenses you are billed for at each billing date — and suspending people does not take you below it. Reuse avoids a new cost; it does not create a refund. There is a full explanation further down.
Your User Minimum explained
Every SPOTIO contract includes a user minimum, also called your User Commitment. This is the minimum number of licenses you are billed for at each billing date, whatever your actual usage looks like that month.
If your user minimum is 25 and you suspend down to 18 active users, you are still billed for 25. The minimum is a floor, not a running count. This is why suspending users frees licenses but does not reduce an invoice.
What this means in practice:
Suspending users below your minimum does not lower your bill. Those licenses are already paid for.
Because they are already paid for, you should reuse them. Every license between your active user count and your user minimum is one you can put someone into for free.
Adding users above your minimum does increase your bill, on a prorated basis through your next billing date.
Changing the minimum itself is a contract change. It takes effect at renewal and requires 30 calendar days' written notice. See: Can I pause or reduce my SPOTIO subscription?
You can find your user minimum on your contract. If you are not sure what yours is, ask your CSM, or email support@spotio.com if you do not have a named CSM.
When you can reuse a SPOTIO License
You already own the license, so you can reuse it whenever the person in it no longer needs SPOTIO:
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A rep has left the company and someone new is taking over the territory.
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A rep has moved into a role that does not use SPOTIO.
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A seasonal rep is out for the off-season and someone else needs access now.
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You hired a replacement and were about to buy an additional seat.
In every one of these cases, suspending and reassigning costs nothing. Buying a new seat would — if it takes you above your user minimum.
How to free up a SPOTIO license seat and give it to someone else
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If possible, reassign the departing rep's records first. Their records should be moved to whoever is picking up the territory before you suspend them, so nothing is staying in a suspended user's name. If you do not have a replacement rep yet, you can reassign to an admin or leave the records assigned to the departed rep.
How to Reassign records to a new rep:- In your List or Pipeline view, filter to the departing rep's records
- Click BULK CHANGE
- Choose RE-ASSIGN
- Select the new owner
- Type REASSIGN and confirm with YES, REASSIGN.
- Check your filter before you confirm — bulk changes cannot be undone.
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Suspend the departing user. An account admin can suspend any user from user management in the SPOTIO web app. A suspended user cannot log in and does not consume a paid license. See: User Management: Suspending Users.
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Invite the replacement user. The license is now free. As long as your active user count stays at or below your user minimum, adding this person does not add to your bill.
FAQ
A rep left. Do I have to buy a new seat for their replacement?
No. Suspend the departed user and add the replacement into that same license at no additional charge.
I suspended several users and my bill did not change. Why?
Your contract has a user minimum — the fewest licenses you are billed for at each billing date. Suspending users below that minimum does not reduce your invoice, because those licenses are already committed. Suspending frees them for reuse, not for refund.
What is a user minimum?
Also called your User Commitment, it is the minimum number of licenses you are billed for at each billing date. It is set in your contract and can only be changed at renewal, with 30 calendar days' written notice.
How do I find my user minimum?
It is on your contract. Your CSM can confirm it, or email success@spotio.com if you do not have a named CSM.
Can I lower my user minimum?
Only at renewal, with 30 calendar days' written notice. See: Can I pause or reduce my SPOTIO subscription?
I added a user by mistake. Can I undo it?
No. Adding a license above your user minimum creates a charge, and suspending the user afterwards does not remove it. SPOTIO does not issue credits or refunds. Check whether you have a license free to reuse before adding a new one.
I am being billed for someone who never logged in. Why?
Licenses are billed whether or not the invitation has been accepted. If the invitation is never accepted, the user is automatically suspended after 14 days.
Does a suspended user still count toward my billed licenses?
No. Suspended users do not consume a paid license. Your user minimum still applies.
Will I get a credit if I suspend a user mid-cycle?
No. SPOTIO does not issue credits. Suspending frees up a paid license.
What happens to a suspended rep's records?
They stay assigned to that rep and remain in your account — searchable, and visible in team-filtered views as long as the suspended rep is still on the team. If they are later removed from the team, those records can drop out of view depending on your permission settings, which is why best practice is to reassign to an active user. See: How to Bulk Change.
Can I reactivate a suspended SPOTIO user?
Yes.