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A seat lets a person in your organisation use CoLoop features. Someone can be a member of your organisation without having a seat. This is useful when you want them in the workspace, but they do not need to work in CoLoop yet. Some organisations do not have seat limits. If your organisation does not have seat limits, members can use CoLoop without being assigned a seat.
Project guests do not use organisation seats. Guests only have access to the projects you invite them to.

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Who can manage seats?

Organisation admins and champions can manage seats for their organisation. If you cannot see the Seats page, ask an organisation admin or champion to make the seat change for you.

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Open the Seats page

  1. Open CoLoop.
  2. Click your organisation name in the top left.
  3. Click “Manage”.
  4. Open the “Seats” page.
Organisation menu with the Manage button visible Seats page inside organisation settings

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Check if your organisation has seat limits

Open the Seats page. If you see seat totals, your organisation has seat limits. Seats page showing seat counts for a seat-limited organisation If you do not see seat totals, your organisation does not have seat limits. Members can use CoLoop without being assigned a seat. Seats page showing no seat limits configured

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Check if seats are enforced

Seat enforcement can be off while an organisation moves onto a seat-based plan. If you see “Seat enforcement off”, your organisation has seat limits, but those limits are not controlling access yet. Members without seats can still use CoLoop. This gives organisation admins and champions time to review members and make sure the right people are on the right seats before seat limits start controlling access. Seat enforcement off message on the Seats page

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Understand your seat summary

If your organisation has seat limits, the top of the Seats page shows how many seats your organisation has. Each seat type shows: A seat type can show more used seats than the current total. This is called over-allocated. Existing members keep their seats, but you cannot assign more seats of that type until the number of used seats is below the total again.
If your organisation stays over-allocated, CoLoop may contact your team to help correct the seat count.
Seat summary cards showing available and over-allocated seats

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Seat types

If your organisation has seat limits, it has one or more seat types. The seat types available to you depend on your organisation’s plan. A simple way to choose is to ask what the person comes to CoLoop to do. If they are responsible for the research work, they should be on a Researcher seat. If they come to CoLoop to learn from research that already exists, they should be on an Explorer seat.

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Find members

Use the member list to find people in your organisation. You can:
  • Search by name or email.
  • Filter by role.
  • Filter by seat status.
  • Sort by name or recent activity.
Recent activity can help you decide who still needs a seat. Seat member list with search, filters, and recent activity

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Assign a seat

Use this when someone needs to start using CoLoop.
  1. Find the person in the member list.
  2. Open the menu on their row.
  3. Choose the seat type you want to assign.
If no seats are available for that seat type, you will not be able to assign that seat. This includes over-allocated seat types. Contact CoLoop about adding more seats, or remove a seat from someone who no longer needs one. Member row menu with seat assignment options

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Change a seat type

Use this when someone’s needs change.
  1. Find the person in the member list.
  2. Open the menu on their row.
  3. Choose the new seat type.
You can only change to a seat type that has an available seat. Member row menu with change seat type option

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Remove a seat

Use this when someone no longer needs to use CoLoop.
  1. Find the person in the member list.
  2. Open the menu on their row.
  3. Click “Revoke seat”.
  4. Confirm the change.
After you remove a seat, it becomes available for someone else. Confirmation dialog for removing a seat

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What happens if someone has no seat?

If your organisation does not have seat limits, members can use CoLoop without seats. If your organisation has seat limits, a member without a seat can still sign in. They cannot use CoLoop features that need a seat. They should ask an organisation admin or champion for a seat.

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Seats and project access are different

Seats and project access control different things. For example, a person can have a seat but still need to be added to a project before they can open it.

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Common questions

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Why can I see someone in the member list if they have no seat?

They are a member of your organisation, but they do not currently have a seat.

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Do guests use seats?

No. Project guests do not use organisation seats.

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Why can’t I assign a seat?

You cannot assign a seat when no seats are available for that seat type. If the seat type is over-allocated, no seats are available. Contact CoLoop about adding more seats, or remove a seat from someone who no longer needs one.

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What should I do when all seats are used?

Contact CoLoop about adding more seats, or remove a seat from someone who no longer needs one.

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Why does a seat type show more used seats than the total?

This can happen if your organisation’s seat limit was reduced after seats were already assigned. Existing members keep their seats. New seats of that type cannot be assigned until the used number is below the total again.