This article covers the key seat management tasks in ChangeGPS — assigning seats to new users, removing seats from departing staff, and reviewing licence history.
Before you begin
Seat Management requires Administrator access.
The user you want to assign must already have a ChangeGPS account. If they do not have an account yet, create one in user management first, then assign their seats here.
View seat usage across all apps
Navigate to the Seat Management app. Please go to Access > Apps > ChangeGPS Seat Management.
Each product card shows the app name, subscription tier, seats in use, and total seats available.
The progress bar fills as seats are used — a nearly full bar indicates you are approaching your seat limit.
If any product card shows an Unallocated seats warning, those purchased seats have not yet been assigned to users.
Assign a seat to a user
Select the product card for the app you want to assign access to (for example, Tax Plan).
The detail view shows two tabs: Assigned Members and Unassigned Members.
Select the Unassigned Members tab to see all users in your ChangeGPS account who do not yet have a seat for this app.
Select the checkbox next to the user (or users) you want to assign.
Select Assign from the bulk action bar.
Confirm in the confirmation dialog.
The user now appears in the Assigned Members tab and can access the app.
Remove a seat from a user
Select the product card for the relevant app.
In the Assigned Members tab, select the checkbox next to the user (or users) whose access you want to remove.
Select Unassign from the bulk action bar.
Confirm in the confirmation dialog.
The user is moved to the Unassigned Members tab. Their seat is freed and can be reassigned to another user.
Note: Removing a seat removes the user's access to that app immediately. Any in-progress work (open drafts, incomplete analyses) may be inaccessible to them after removal.
View licence history
Select a product card to open the detail view.
Select the History tab.
The history log shows all seat assignment and removal actions for this product, including the user affected, the action taken, and the date and time.
Tips
Assign seats as part of staff onboarding. When a new team member joins, assign their seats immediately so they can access the apps they need from day one.
Review seat usage quarterly. If your practice has high staff turnover, periodic reviews ensure seats are not held by former employees. Free up unused seats so they can be assigned to current staff.
Use bulk assign for large teams. When onboarding multiple new staff at once, use the checkboxes and bulk action bar to assign all of them in a single operation rather than one at a time.
Common issues
A user I want to assign does not appear in the Unassigned Members list. The user must have a ChangeGPS account before they can be assigned a seat. If they are not appearing, they may not yet have an account. Ask your ChangeGPS Administrator to create their user account first, then return to Seat Management to assign their seats.
I have unallocated seats but cannot see any unassigned users. If all users in your ChangeGPS account already have seats for this app, there may be no one to assign. Consider whether you need to add new user accounts for additional staff, or whether the unallocated seats can be left for future hires.
A removed user is still able to access a app. Seat removal takes effect immediately for new sessions. If the user was already logged in when their seat was removed, they may retain access until their current session expires or they log out. Ask the user to log out and back in — the access restriction will then apply.
Need help?
If you need to purchase additional seats or adjust your subscription, contact your account manager. For technical issues, reach out through the chat widget.