Seat Allocation
Go to: Users → Seat Allocation, or click Seats Allocated on the Users list.
Seat allocation assigns your organization’s available subscription seats to users who need ERP module access. Account status and seat allocation are separate: an active account does not automatically mean it consumes a seat.
Who Needs a Seat?
| User access | Seat behavior |
|---|---|
| Employee role only | Employee portal access does not require an allocated seat |
| Employee plus other roles, without a seat | Access is limited to the employee portal |
| ERP module access | An allocated seat is required for ordinary ERP users; roles, capabilities, and subscription access still apply |
| Customer portal | Customer memberships do not consume subscription seats |
| Inactive account | Cannot sign in; bulk seat allocation skips inactive users |
The Seats Allocated counter shows assigned seats against the available total. Use it to check capacity before adding or moving users into ERP roles.
Check Access
After account setup, use this flow for employee and ordinary ERP accounts. Customer portal memberships follow their own access rules and do not consume subscription seats.
Allocate an Available Seat
- Open Seat Allocation.
- Click Add Seat to bring an existing free seat into the table.
- Select an eligible user in the User dropdown.
- Repeat for other available seats as needed.
- Click Update Seat Allocation to save.
Add Seat uses a free seat your organization already owns. It does not purchase extra seats or increase the subscription limit. If there are no free slots, release an unused allocation or ask your organization’s administrator to arrange additional capacity with ERPX support.
Release or Reassign a Seat
Clear the user from an editable allocation, or select another eligible user, then click Update Seat Allocation. To release several seats, use Users → Users → Actions → Release Seats.
Releasing a seat preserves the account and its roles. Users with the Employee role can continue with employee portal access; other ordinary ERP users need a seat to access the application. Seat release ends affected active sessions, so the user must sign in again.
The remove-row icon removes an unassigned row from the allocation form. It does not remove a seat from the subscription.
Bulk Seat Actions
On the Users list, select accounts and open Actions → Allocate Seats or Actions → Release Seats. These actions are available to administrators.
Review the result for each account. Inactive users, customer portal accounts, protected accounts, users already holding a seat, and users beyond the available capacity can be skipped or reported with a reason.
You cannot release your own seat or the protected default Admin’s seat through the normal allocation actions. These protections prevent accidental loss of administrative access.
Automatic Seat Changes
Some user-management actions also attempt to update seats:
- Activating a user or assigning a role beyond Employee can allocate a free seat when one is available.
- Removing roles so that a user has only Employee access releases their seat.
- Inactivating an account releases its seat.
- CSV import uses the Allocate seat value supplied for each row.
Always review the action result and the seat counter. Adding roles alone does not guarantee that a free seat was available.
Troubleshooting
| Situation | What to check |
|---|---|
| Add Seat is unavailable | All existing seat slots are already represented in the allocation form; check free rows and current allocations |
| No Seats Available | Ask your organization’s administrator to contact ERPX support about seat capacity |
| A user is active but sees only the employee portal | Check whether an ERP seat is assigned and whether the required roles are present |
| A seated user still cannot open a module | Check individual capabilities and the organization’s subscription |
| An allocation cannot be changed | Check whether it belongs to you or the protected default Admin |