Add or Remove Admins

Admins are people on your team who manage rooms, upload files, reply to Q&A, or manage billing. Each is billed separately: $30/admin/mo on Business, $52/admin/mo on Data Room. Viewers (the counterparties who open your shared links) are always free and do not count toward your admin total.

Important: a pro-rated charge is triggered when an invited admin accepts and signs in — that is when their seat becomes billable. Sending the invite alone does not charge you.

Seats are admin accounts, not visits. Viewers and visitors are unlimited and free — "seats" only counts internal admins. One admin can run 50+ data rooms. Separate people each need their own seat; account-sharing is monitored.

What Counts as an Admin

Paid:

• You (account owner)
• Anyone invited through Invite admins (everyone invited is an admin)

Free (always):

• Anyone who opens a data room link
• Anyone who signs an NDA to access a room
• Anyone who verifies email to view files
• Anyone who replies to a Q&A thread as a counterparty

If someone only ever touches your rooms as a viewer, they're free and unlimited.

Add an Admin

Admins are managed from your workspace settings, not inside a data room.

1. Open the Settings menu (bottom-left of your home screen).
2. Click Invite admins. This opens the Invite admins modal.
3. Type their email into the Enter email field.
4. Click Invite.

Everyone you invite here is an admin — there is no role picker. You'll see a brief Inviting admin... toast, then Admin invited.

The invitee gets an OTP sign-in email and shows up as Invited until they accept. Once they sign in and become an active admin, the pro-rated charge for their seat lands on your next Stripe invoice. No billing happens at invite time.

Remove an Admin

1. Open the Settings menu (bottom-left) and click Invite admins.
2. Find them in the admin list below the email field.
3. Hover their row and click the remove (X) icon that appears.

You'll see Removing admin... then Admin removed. Access is revoked immediately. The seat drops from your next billing cycle. There's no partial refund for mid-cycle removal.

Can't see the admin list? The email field autocompletes as you type, and that dropdown can cover the list of existing admins. Dismiss the autocomplete (click elsewhere in the modal) and the current admins appear below the field.

Pro-Rated Charge Example

This is the single biggest billing surprise in Peony. The pro-ration only triggers once the invited admin accepts and signs in.

Scenario: You're on Data Room ($52/admin/mo) with one admin (yourself). On day 15 of a 30-day cycle, a second admin accepts their invite and signs in.

Going forward: $104/month ($52 × 2). The $26 pro-ration only hits that one transition invoice.

On Business: less per admin — a $15 pro-ration plus $30 next cycle.

Multiple admins invited the same day each generate their own pro-rated line.

What Admins Can Do

• Full workspace access: manage rooms, invite teammates, change billing, cancel, delete rooms, export analytics.

If You Added an Admin by Mistake

Remove them right away — the sooner the seat comes off, the less it costs.

1. Remove the admin: Settings menu → Invite admins → hover their row → click the remove (X) icon. The seat drops from your next billing cycle.
2. If the seat was already billed, email sean@peony.ink with your workspace email, the email added by mistake, and the approximate time of the invite, and we'll review it manually.

Note: Peony doesn't offer refunds unless a refund was explicitly agreed in writing before purchase.

Before You Invite

Because an accepted admin adds a billable seat:

1. Does this person actually need admin access, or do they just need to view files? If view-only, send them a link — viewers are free.
2. Check your plan: $52/admin/month on Data Room vs $30/admin/month on Business.
3. To test adding teammates without committing, invite during a trial. Trial admins are not billed until conversion. See Start, Extend, or Convert a Trial.

Common Questions

We got charged for multiple seats but only signed up for one account. Why?

Billing is per admin invited to your workspace — not per data room, per link, or per storage. Every admin who accepted their invite and logged in is a billable seat. Open Settings → Invite admins to see who's on the account and remove anyone you don't need. The next cycle then bills only the remaining admins.

How do I check how many admin seats I'm billed for?

Open the Settings menu (bottom-left) → Invite admins. The admins listed below the email field are your billable seats. If no one else is listed, you're on a single seat (yourself).

I removed an admin but was still charged for the full number of seats this cycle. Can I get a refund?

Seats are counted as of your renewal date. Removing an admin after the billing date does not reduce that cycle — you'll see the change on the next invoice. To pay less for a cycle, remove admins before your billing date. A seat removed mid-cycle can also still appear on the Stripe invoice already generated for that cycle, which is expected. If you removed an admin right at renewal and it feels wrong, email sean@peony.ink.

A colleague can't accept their admin invite — they see "Failed to accept invite."

Accepting an admin invite adds a billable seat, so the account's card is charged at that moment. A declined card, insufficient funds, or a missing 3D-Secure confirmation will block the seat and show that error. Try a different card or check with the bank, then have them accept again. We can also send a manual invoice if a card won't work — email sean@peony.ink.

Where do I find my invoices?

Open the Settings menu (bottom-left) → View billing. See Invoices, Receipts, and Billing History for more.

Next Steps

• Admins vs Viewers
• Plans and Pricing
• Invite Your Team
• Invoices, Receipts, and Billing History