Organisation Overview
The Starter plan and above let multiple seats share one archive workspace. Members work on the same accessions, fonds, and dossiers; usage and storage are pooled.
What changes on a multi-seat plan
Compared to a single-seat Community account:
- All seats see the same accessions, fonds, dossiers. Anything created by one member is visible to all.
- Quotas are pooled. Monthly items and storage are organisation-level, not per-seat. If your org has 1,000 items/mo, that's the org's combined budget.
- Members inherit the organisation's billing tier. Each member gets access to the features and limits of the organisation's plan, regardless of their personal account tier. For example, a free-tier user invited to a Professional organisation can access collections, dossiers, and all Professional features. If an org downgrades, members' access to premium features changes accordingly.
- Data Model is shared. Schema changes (custom fields, vocab bindings) apply to every seat at once.
- AI & Defaults — Institutional Context, Output Language, and Reparative Description are org-level (set by admins in Settings → Organisation). Individual seats can override Writing Style for themselves.
- Require two-factor authentication — organisation admins can mandate 2FA for all members (Settings → Organisation → Security). Members who haven't set it up are held at the security page until they enrol, so warn your team before switching it on. Members choose their preferred method (authenticator app or SMS).
- Roles govern who can do what — see Roles and permissions.
- Activity history records who did what, surfaced for admins in Settings → Exports → Activity. Changes to the workspace's own settings — and what each setting said before — are listed at the foot of Settings → Organisation.
Plan limits
| Plan | Archivist seats | Free Reviewer / Volunteer seats |
|---|---|---|
| Community | 1 | Not available |
| Starter | 3 | Yes |
| Professional | 10 | Yes |
| Institution | 25 | Yes |
Only the archivist roles — Admin and Member — count against the limit. Reviewer and Volunteer seats are free and uncounted, on every plan except Community. Settings → Members shows the running count ("3 of 10 archivist seats used") above the invite box. To raise the limit, upgrade or contact us.
Where organisation settings live
Settings → Organisation (admins only) holds Configuration, Details, AI & Defaults, Cataloguing, Uploads, Search, Security, collections marked for deletion, and a history of what changed in the workspace's settings.
Settings → Members (admins only) holds:
- Current members — every seat with name, email, role, joined date and last sign-in, plus Export list for a CSV of all of it
- Pending invitations — outstanding invites with Resend and Revoke
- Leave this workspace — for leaving under your own steam rather than asking an admin
Switching to a multi-seat plan
If you're a sole user on Community and want to move up:
- Settings → Billing → Upgrade Your Plan → pick Starter, Professional or Institution
- Confirm. Existing accessions / fonds / dossiers all carry over.
- Settings → Members → Invite a new member to add your additional seats.
Your existing personal content becomes the organisation's content. There's no separate "merge" step — it's the same workspace, now with more seats available.
What stays personal
Even on a multi-seat plan:
- Profile → Display Name and Password are per-seat
- Profile → Writing Style is overrideable per-seat (Institutional Context, Output Language, and Reparative Description are org-level)
- Two-Factor Authentication is per-seat (each member sets up their own 2FA), but can be mandated org-wide by admins
- Research & Explore sessions are private to the seat that created them (sharable explicitly)