How-to: Teams, seats & billing

Run CoverGuard for a whole office under one subscription, and manage your plan — invite teammates, buy seats, and keep everyone on the right tier.

Who this is for: Account owners and company admins. Where: plans on /pricing, office purchases on /teams, and member management under Account → Settings → Team.

Plans & tiers

CoverGuard has four tiers: Free → Individual → Professional → Team. Higher tiers lift usage caps and unlock pro features (client management, quote requests, analytics, branded reports, alerts, integrations, API, and more). Compare them on /pricing — the page renders a live persona × tier matrix so you see exactly what your role gets at each tier.

Free tier caps: 1 property search and 5 AI interactions, lifetime. Enough to try it on a real property.

Seats — how many people can work under your plan

Members inherit the account owner's plan, so teammates get your tier automatically. The free tier is a single seat, so multi-user only unlocks on a paid plan.

Buy seats for an office (Team plan)

1. Go to /teams.
2. Choose a seat count — a live total updates as you change it.
3. Check out. The seat quantity is stored on your subscription.

The /pricing Team tiles ("Brokerage", "CRE Professional") link here. If you picked Annual on the pricing page before clicking through, /teams keeps that choice — the per-seat rate and the total both switch to annual, and so does what you're charged.

Monthly or annual billing

/pricing has a Monthly / Annual toggle. Annual pre-pays a year at 20% off the monthly rate — so a $29/month plan bills once a year at the equivalent of $23/month, and a $20/seat plan at $16/seat.

• The price on the card is always the price you're charged. If a plan isn't offered

annually yet, its card keeps showing (and charging) the monthly rate even with the toggle on Annual.

• On the per-seat Team plan the annual rate is per seat, so your total scales with

headcount.

• You can switch between monthly and annual later from **Account → Settings →

Subscription → Change plan**. Stripe shows the prorated amount before you confirm.

Invite & manage your team

Account → Settings → Team (the team panel; the old /team route redirects here).

• Invite by email with a team role (Owner / Admin / Member). An email that already

has a CoverGuard account is linked immediately; otherwise the invite is claimed on their next sign-in. We email the invitee a branded invitation, and the confirmation tells you what happened:

• "Invite sent" — they were emailed.
• "Teammate added" — the seat exists but email delivery isn't set up, so no email went

out; share their invite link directly.

• An error — the seat was created, but the invitation email couldn't be sent (the

mailer is configured but the provider rejected it). The teammate still has a seat (share their link), and you'll want to fix email delivery so future invites send.

• Change a member's role or remove a member. Only Owner/Admin see these controls.
• Transfer ownership to another member (Owner only).
• A user belongs to at most one company.

Shortcut: ask the AI Advisor "how many seats do I have available?" or "who's on my team?" — it answers with the real count and links you straight to the Team panel to invite someone.

Seat-limit behavior on downgrade

The owner always holds a seat. Remaining seats go to the earliest-joined active members first. If the owner downgrades below the active headcount, members beyond the limit stop inheriting and drop to free until a seat frees up or you upgrade — they show an "Over seat limit" badge and you'll see a warning banner.

Organize a bigger company — locations & teams

If you run more than one office, structure your company into locations (branches) and teams within each location, and hand day-to-day management to the right people — without making everyone a company admin. This is organizational only: it doesn't change your seat count, your plan, or your bill.

Where: the "Locations & teams" section under Account → Settings → Team.

• Add a location (branch/office) — give it a name and, optionally, a city and state.

Owners and admins can add locations.

• Add teams inside a location — a team always lives under one location.
• Place a member — open a teammate's Manage control to put them in a location and

(optionally) a team.

• Delegate management with a unit role:
• Location manager — runs their branch: they can rename it, add/rename/remove its teams,

and place members within it.

• Team lead — runs their team: they can rename it and manage the people on it.
• Owners and admins manage everything.

Managers only see the controls for the parts of the org chart they're responsible for, so a location manager in Austin can't touch the Dallas branch.

Deleting a location or team never deletes people — its members simply become unplaced (company-wide) or move up to the location, and keep their seats.

Who sees what

Owners and admins see the whole company. Everyone else sees a scoped view of the Team page: a team member (or team lead) sees their own team, a location manager sees their whole branch, and everyone can always see the company's owner and admins (so they know who to reach). Seat usage is shown company-wide — that's capacity, not a roster.

Being set up for you? If your CoverGuard rep provisioned your company, your locations, teams, and managers may already be in place — you can adjust them here at any time.

Changing or canceling your plan

Everything after your first checkout is self-service from Account → Settings → Subscription:

• Change plan — upgrade or downgrade, switch between monthly and annual billing, or

add/remove seats on a Team plan. Opens the secure Stripe portal straight to the change-plan screen; Stripe shows the prorated amount before you confirm.

• Cancel subscription — cancels at the end of the current period, so you keep the access

you paid for until then. The card shows a "will cancel at period end" note while it's pending.

On annual billing the current period is the whole year you pre-paid — so cancelling in month two keeps your access until the annual term ends. Nothing further is charged.

• Reactivate — if you've scheduled a cancellation, one click keeps the plan going.
• Manage billing & invoices — update the card on file and download past invoices.

You can also switch plans from any card on /pricing — an existing subscriber sees "Switch to this plan" instead of a checkout button.

• Downgrades take effect at the next billing cycle; saved properties stay accessible on

the free tier.

• A failed renewal keeps you entitled during Stripe's dunning retries — you'll see a

"past due" warning (in the Subscription tab and app-wide) while it retries, and access ends only if retries exhaust. Use Manage billing to update your card.

• On a team seat you inherit the owner's plan, so the Subscription tab points you to your

account owner to change it rather than to the billing portal.

If the payments kill-switch is on (an incident measure), upgrade CTAs disable themselves and checkout is temporarily blocked; existing subscriptions are unaffected.

Billing exemptions

Some accounts bypass all paywalls and are treated as Team: CoverGuard staff (anyone signed in with a verified @coverguard.io address) and the automated monitoring account. This is internal — regular customers are billed normally.

Your Subscription tab shows these as a Team plan marked "complimentary": every feature is unlocked at no charge, and because there's no billing account behind it there is nothing to change, cancel, or download an invoice for — so the Stripe billing controls are hidden. The /pricing cards say the same thing ("Included with your account") instead of offering a checkout. (If a staff account has bought a real plan, that plan shows normally and stays fully manageable.)

Companies on a comped plan CoverGuard provisioned for them see the equivalent — "Provided by CoverGuard" — and change plans or seats through their CoverGuard representative.

Troubleshooting

• An invite didn't take a seat → you're at the seat limit; buy more or free one.
• The invite email didn't arrive → the seat is still created (the teammate can sign in with

that email) — the invitation email just didn't go out. "Teammate added" means email delivery isn't configured; an error means the send was attempted but rejected. Either way, share their invite link directly, and if you run the platform, check that RESEND_API_KEY is set and the sender domain is verified in Resend.

• A teammate lost access → likely over the seat limit after a downgrade; re-upgrade or

remove a member.

• Charged but no access / access without a row → the daily reconcile self-heals

subscription state in both directions; if it persists, contact support@coverguard.io.

• Can't check out → payments may be temporarily disabled (kill-switch), or a card issue.

See Billing & plans.

Do this next

Pick the tier your role actually needs on /pricing — then, if you're buying for an office, size your seats on /teams and invite your team.

• Billing & plans troubleshooting
• Developer / Partner API — unlocked at the Team tier
• Company Admin guide — your first-week playbook