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 the $4.99/month Home Buyer Pro plan bills once a year at the equivalent of $3.99/month, a $29/month plan at $23.20/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; a "Copy invite link" button on their row in the Members list (next to the "Invited" badge) copies a real, sharable link — send it to them yourself.

• 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 — copy their invite link the same way — and you'll want to fix email delivery so future invites send.

• The invite link works even when CoverGuard is running invite-only signup: the teammate's

page shows "You were invited to join a team" instead of the general invite-only wall.

• Bulk invite a whole roster at once — click "Bulk invite" next to "Add a teammate" to

switch to paste-or-upload mode. Paste a list of emails (one per line, or comma/semicolon separated) or upload a CSV/TSV file — a file with a header row naming an Email column (optionally alongside a Role column of Member/Admin) is read by column; anything else falls back to picking out anything that looks like an address. Pick a default role for rows with no role of their own, then send. Every address is invited one at a time through the same flow as a single invite (so the normal seat-limit and email-delivery outcomes still apply per person), and the results list shows exactly who was invited and who was blocked and why — a batch that runs into your seat limit partway through still invites everyone it can and tells you which rows didn't make it in. Only Owner/Admin see the "Bulk invite" option, and only the account Owner can grant the Admin role (from a role column or the picker) — a non-owner Admin's batch invites everyone as Member.

• Change a member's role or remove a member. Only Owner/Admin see these controls.
• Set what a teammate gets — click Access on their row. See

Set a teammate's role & features below.

• Transfer ownership to another member (Owner only).
• A user belongs to at most one company.

Shortcut: ask the CoverGuard 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.

Set a teammate's role & features

Two different people work differently. A loan officer doesn't need the insurance-broker tools, and a new hire may be better off with a smaller surface for their first month. You can set both for each teammate, without asking anyone at CoverGuard.

Who this is for: account owners and company admins. Where: Account → Settings → Team, then Access on a teammate's row.

1. Open Account → Settings → Team.
2. Find the teammate in Members and click Access.
3. Pick their role — Home Buyer, Home Seller, Agent / Broker, Mortgage, or Insurance

Broker. This is what kind of professional they are, and it decides which tools are relevant to them.

1. Turn individual features on or off. Each one has three settings:

• Default — follow whatever CoverGuard ships for their role. Leave it here unless

you have a reason not to; features we add later turn up for them automatically.

• On / Off — your choice wins for that feature, for that person.

1. Save access. It applies the next time they load the app.

What it means

• Default is not "off". The label tells you which way it currently resolves —

"Default · on" or "Default · off" — so you can see what you'd be changing before you change it.

• You can't give someone more than their role has. Turning on a feature that isn't

part of their role's experience does nothing; pick the role that fits first, then tune.

• Roles you can't set here. Company Admin and CoverGuard staff roles are set by

CoverGuard — email support@coverguard.io if you need another admin on your account. (The team role in the Members list — Owner / Admin / Member — is a different thing: it's who can manage seats and members, and you set that yourself.)

• Invited but not signed in yet? You can set their features now; the role waits until

they accept, because there's no account to put it on yet.

• It's between you and them. Teammates don't see what you've set for each other. Owners

and admins see everything.

Tips

• Changing someone's role re-reads every Default in the dialog against the new role, so

you can see the effect before saving.

• Use the filter box to find a feature by name — it also matches the description.
• To undo everything you've set for someone, put each feature back to Default.

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.

When a plan says "Contact sales"

A few plans are sold through our team rather than by card. Their card on /pricing says Contact sales and opens an email to sales@coverguard.io — tell us the plan and, for Team, how many seats you need, and we'll set the account up for you. The same applies to the Buy seats button on /teams when office seats aren't on self-serve checkout.

You'll never be asked to create an account first and then told the plan can't be bought: a card only shows a purchase button when that plan can actually be paid for end to end. Enterprise is always contact-sales by design.

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, click "Copy invite link" on their row in the Members list and share it 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