Why can't I create more users?

You have reached your plan's user limit. There are three ways forward, and one of them is free.

The limits

Check your current usage at Settings → Plan & Usage (Owner only). Warnings appear at 80% of the limit.

Option 1 — do they actually need to sign in?

This is the one most people miss.

Only sign-in accounts count toward the limit. People do not.

If someone needs to be assignable — assets assigned to them, equipment checked out to them — but does not need to log in, create a Person instead. No seat is used.

A 5-user Nova organization can have hundreds of People.

Typical cases:

• Contractors who borrow equipment
• Warehouse operatives assets are assigned to
• Anyone whose name needs to appear on records but who will never open UniAsset

See How to manage people.

Option 2 — free up a seat

Deactivate users who have left. Deactivation revokes access immediately, preserves all their history, and frees the seat.

Their Person record and everything attributed to them stays intact. See Deactivating users.

Before deactivating, check what they hold and reassign it.

Option 3 — upgrade

Orbit raises the limit to 15. Odyssey and Cosmos are unlimited.

Upgrade at Settings → Billing → Subscription (Owner only).

Pending invitations

A seat is checked against your plan's limit before an invitation is sent, so pending invitations occupy a place in the count. If you have invitations outstanding to people who never accepted, resolving those may free capacity.

Requirements

• Roles: Owner or Admin can invite users. Only the Owner can change plan or deactivate users.

Troubleshooting

I deactivated someone but the count hasn't dropped. Reload Settings → Plan & Usage.

I can't find Plan & Usage. It is Owner-only.

I'm the Owner and I can't invite anyone. Check whether your subscription has expired — an expired subscription blocks creating new records, including invited users, while leaving existing data readable.

"Email already exists." Email is unique across the whole platform, not just your organization. If the person already has a UniAsset account elsewhere, they need a different address. If they are a deactivated user in your organization, reactivate them instead of re-inviting.

I'm on Odyssey and still hitting a limit. Odyssey has unlimited users. Confirm the plan actually applied at Settings → Plan & Usage — if you have just upgraded, reload the page.

Related articles

• People vs users
• How to manage people
• Deactivating users
• How to invite team members
• Plan and usage
• User limits