Managing seats in HeyReach is about making sure every Workspace has exactly what it needs to run smoothly. With proper seat management, you’ll achieve two key benefits:
A clear understanding of how the Organisation pool works, helping you save time, money, and frustration.
Visibility into progress across your entire Organisation, enabling you to make smarter decisions about upgrading and scaling your business with more seats.
🧠 You must be an admin in your HeyReach Organisation to access Workspaces and manage seats.
What is the Organisation pool of seats?
In HeyReach, all seats you purchase are stored in a central Organisation pool. This pool acts as the main seat hub for your Workspaces.
Here’s how it works:
HeyReach Organisation: When you first sign up, you create your HeyReach Organisation, the “house” that contains all your future Workspaces. The company name you enter during signup becomes your Organisation name.
Workspaces: These are like individual “rooms” in the house. Each workspace has its own senders, lead lists, campaigns, and team members.
Organisation pool: The pool of seats is shared between all Workspaces. You can limit the number of seats for a specific Workspace in the Workspace settings.
Used seats vs. Available seats
When managing your workspaces, every seat falls into one of two categories: used seats or available seats. Knowing the difference is key to efficient seat management.
Used seats
A used seat means a LinkedIn sender is present in the workspace.
Each one represents a connected LinkedIn account.
🚨 If no seat limit is set for the workspace, connecting a sender will automatically occupy a seat from your organization's shared pool.
Available seats
Available seats are not yet occupied by any LinkedIn sender.
They stay in your organization's pool until a LinkedIn sender is connected.
You can freely connect LinkedIn senders in any workspace, as long as there are seats available and no specific limit is set.
What to do when you have 0 available seats
Running out of available seats doesn’t mean your growth stops; you have two options to free up capacity or add more.
Option 1. Disconnect senders that are not used for outreach
In the Workspaces panel, you can quickly see how many seats are being used in each workspace.
Review your Workspaces and check whether any senders are no longer needed for outreach.
If so, disconnect them. This will free up their seats and return them to your organization’s shared pool.
🧠 Senders not fully connected to the tool also occupy a seat. It is best to disconnect them to free up the seat.
🧑💻 To stay in control of seat usage, you can also set a seat limit for your Workspaces.
Once that's done, you can connect senders to the workspaces where they're actually needed.
Option 2. Purchase more seats
Please consult this article for more information on how to do so. If you face any blocks, contact our support team via the widget in the bottom-right corner.
Click Buy More in the Workspaces tab, or go to the Billing tab.
Why effective seat management matters
Constantly reviewing and optimising your seats helps you:
Avoid paying for unused resources.
Keep workspaces running at full capacity.
Spot growth opportunities early and scale strategically.