1. Purpose
This guide explains how user seats and multi-user access work in Handlet. It clarifies what a seat means, helps you choose the right plan, explains acceptable multi-user use, and answers common questions about shared access. It supports the rules in our Terms of Service and Commercial Terms.
2. What is a seat?
A seat is one person who has access to Handlet. Each seat is a unique login for that person. You need a seat when someone:
- logs into Handlet
- views or manages customer communication
- drafts or sends replies
- manages quotes or follow-ups
- uses Handlet as part of their work
In short: one person using Handlet = one seat.
3. What does not count as an extra seat
Seats are based on people, not devices. One person can use Handlet on multiple devices with a single seat. For example: phone and tablet, phone and laptop, or work computer and home computer. As long as it is the same person, one seat is enough.
4. Typical seat patterns in trade businesses
Handlet is designed for small service businesses. Seat usage often looks like this:
Solo operator
| Role | Seat required |
|---|---|
| Owner | Yes |
Total seats: 1
Owner + office admin
| Role | Seat required |
|---|---|
| Owner | Yes |
| Office admin | Yes |
Total seats: 2
Small team
| Role | Seat required |
|---|---|
| Owner | Yes |
| Office admin | Yes |
| Two technicians checking messages | Yes (each) |
Total seats: 4
Larger trade firm
Owner, operations manager, admin staff, and field team members who actively use Handlet each need a seat. Total seats depend on how many people log in and use the platform.
5. Device sharing vs user sharing
Handlet allows one person to use multiple devices, but not multiple people to share one login.
Allowed: One person using Handlet on phone, tablet and laptop. That is still one seat.
Not allowed: Several people regularly logging in with the same account. Shared logins cause problems for security, message tracking, activity logs and accountability. Each person who uses Handlet regularly should have their own seat.
6. Organisation-level access
Handlet licences are for one business or organisation. Seats should be used by people in the same company or operational team. Valid use includes: owner and staff in the same company; office and field team; staff working across related services (e.g. window cleaning and gutter cleaning under one business).
Invalid use includes: reselling Handlet to other businesses; sharing seats across separate companies; or agencies using one licence to manage many unrelated clients. If another business wants to use Handlet, they should have their own account. See our Commercial Terms for full details.
7. Multi-seat pricing
Each Handlet plan includes one primary seat. You can add more seats when more team members need access. Right now: extra seats cost 10% of your plan price per person per month, or you can choose an Unlimited Seats add-on at 35% of your plan price per month. Unlimited seats are for one organisation and are not for resale. Full pricing and examples are in our Commercial Terms.
8. Who is responsible for user access
The account owner (or primary administrator) is responsible for managing who has access, assigning seats correctly, and removing access when staff leave. You are also responsible for making sure users follow the platform terms. Handlet does not manage your internal staff access for you.
9. Examples of compliant use
- Trade business team: A window cleaning company with an owner, office admin and three technicians — each with their own login. Compliant.
- Related services: One company runs window cleaning, gutter cleaning and pressure washing; staff working across those services use Handlet. Compliant.
- Unlimited seats plan: A larger firm with office team, scheduling team and technicians uses the unlimited seat option. Compliant.
10. Examples of non-compliant use
- Shared login: Five technicians all using the same login. Not compliant.
- Reselling access: An agency uses one Handlet account to manage communication for multiple unrelated businesses. Not compliant.
- Platform-style use: A company builds a system that lets other businesses access Handlet through it. Not compliant.
11. Quick summary
A seat is one person using Handlet. If more team members need to log in and help manage messages or quotes, you can add extra seats. We keep it simple: focus on how many people use the system, and give each of them their own login.
12. Why Handlet uses seat licensing
Seat licensing is used for three main reasons:
- Fair pricing — You pay in proportion to how many people use the system.
- Security and accountability — Individual logins allow clear message attribution, audit logs and user-level permissions.
- Product experience — Handlet is designed around individual assistance and context, which works best when each user has their own account.