Reply.io uses a seat-based system to manage access for your team and connected features like mailboxes, LinkedIn accounts, and Cloud Calls. This setup helps you organize your outreach across users and tools, and gives you full control over how your plan is used.
You can add or remove seats at any time to give your team access to what they need, while managing your billing with flexibility.
What is a seat?
A seat represents access to a specific resource in your Reply account. There are a few types of seats:
Team member – A user who can log into their Reply.io account.
Mailbox – An email account connected to send messages.
LinkedIn automation – A connected LinkedIn account used for outreach.
Cloud calls – A seat that allows you to rent a phone number and make calls in your sequences.
Each type of seat allows you to connect one account or feature at a time. You can disconnect and reconnect accounts without affecting billing, as long as you stay within your seat limit.
How many seats are included in your plan?
The number of seats you get depends on your billing plan. Here's an overview of common subscription plans:
Plan | Team Members | Mailbox Seats | LinkedIn Automation Seats | Mailtoaster Warm-up Seats |
Trial* | 1 | 2 per user | – | – |
Email Volume | 1 (under 25,000 active contacts)
Unlimited (25,000+) | Unlimited | – | Unlimited |
Multichannel | 1 | 5 per user (monthly)
10 per user (annual) | 1 per user | 5 per user (monthly)
10 per user (annual) |
AI SDR Starter | Unlimited | Unlimited | 1 per team (monthly or <2,000 contacts annually)
2 per team (2,000 contacts annually)
3 per team (3,000 contacts annually) | Unlimited |
AI SDR Growth | Unlimited | Unlimited | 1 per team (monthly)
5 per team (annual) | Unlimited |
*Trial: Seats included during the trial are similar to those in the Multichannel plan.
Mailbox seats
A mailbox seat is used to send emails through Reply, including launching sequences with manual and automatic email steps.
The connected email account will be used as the sending email address.
Multiple team members can share the same mailbox seat.
You can connect, remove, or replace email accounts at any time.
You can view your connected email accounts on the Settings → Email Accounts page. At the top of the page, you'll see how many mailbox seats you have and how many are currently in use.
To connect a new email account, go to Settings → Email Accounts and click New email account in the top right corner.
To remove an account, click the three dots next to it and choose Remove.
⚠️ Important: Removing an email account, LinkedIn profile, disabling Cloud calls, or deleting a team member does not automatically reduce the number of seats in your plan.
To fully remove a seat from your billing:
First, disconnect any accounts you no longer need (mailboxes, LinkedIn profiles, etc.) or remove teammates.
Then, go to Settings → Plans & Billing to reduce the number of seats.
LinkedIn Automation seats
A LinkedIn automation seat lets you connect a LinkedIn account to Reply to run automated LinkedIn steps in your sequences. You can view and manage your connected LinkedIn accounts under Settings → LinkedIn Accounts.
To connect a new account, click New account and follow the steps to add your LinkedIn account using a session cookie.
To remove a LinkedIn automation seat, first disconnect any LinkedIn account you no longer need under Settings → LinkedIn Accounts. Then go to the Plans & Billing page to reduce the number of seats.
Cloud Calls seats
You can manage access to Cloud Calls for your team members in Settings → Calls.
Team Member seats
A team member is someone who can log into their Reply account with their own email address. Each billing plan includes a set number of team member seats, and when you add or remove team members, your included features (like mailbox or LinkedIn seats) adjust automatically.
You don't need to assign every seat to every team member. For example, multiple users can share access to the same connected mailbox or LinkedIn account.
You can add or remove team members and update your billing anytime in the Plans & Billing section.
To remove a team member from your Reply account, follow these steps:
Delete a team member on the Team Management → Members page.
Adjust the number of team members and add-ons on the Plans & Billing page.
If you increase the number of included team members, you automatically receive the number of included mailbox seats according to your billing plan.
If you decrease the number of included team members, their email account and LinkedIn seats will be removed as well.
Example: On the Multichannel monthly plan, you get 5 mailbox seats per team member. If you have 3 team members, that's 15 mailbox seats in total. If you reduce the number of team members to 2, your plan now includes 10 mailbox seats. If you still have 15 mailboxes connected, the extra 5 will become paid add-ons.
How to change the number of seats in your plan?
You can update the number of team members or add-ons (like mailboxes and LinkedIn automation) in just a few steps:
Go to Settings → Plans & Billing from the top menu.
Click Manage current subscription.
Adjust the following values:
Members – changing this will also update the number of included mailboxes, LinkedIn seats, and warm-up seats based on your plan.
Additional email accounts – to add or reduce mailbox seats.
LinkedIn Automation – to set how many LinkedIn accounts you want to connect.
Cloud Calls, dialer & SMS – to set how many users you want to enable calls/SMS for.
Click Calculate the price to update the price.
Click Pay to confirm the updated price and save your changes.
💡 If you're removing any seats, the unused amount will be issued as a credit note to your account.