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 on Data Room, $64 on Deal Team. Viewers — the counterparties who open your shared links — are free and unlimited on every plan, including Free. See Plans and Pricing.

Important: the 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 count admin accounts, not activity. One admin can run unlimited data rooms on Data Room and above (Business allows 3 per admin). Separate people each need their own seat.

Admins and seats are covered in three pages. Admins vs viewers explains who is an admin and who is a visitor, with persona examples and why you might be charged for an extra admin. Invite your team has the steps to invite an admin and fixes for invite problems. Add or remove admins covers removing an admin, changing the account email, moving the subscription and how the pro-rated charge works.

What Counts as an Admin

You (the workspace Owner) and everyone invited through Invite admins are paid admins; anyone who only opens your links, signs an NDA or replies to Q&A as a counterparty is a free viewer (see the full comparison).

There are exactly two roles — Owner (whoever created the workspace) and Member — with no permission tiers between them. Every admin gets full workspace access, including billing, and costs one seat. To scope someone down, add them to a visitor group under Permissions instead. See Admins vs Viewers.

Add an Admin

Admins are invited from the workspace Settings menu (bottom-left of your home screen) > Invite admins, not inside a data room. Steps: Invite an admin.

The invitee gets an OTP sign-in email and shows up as Invited until they accept. Once they sign in, 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, with no partial refund for a mid-cycle removal.

Can't see the admin list? The email autocomplete dropdown can cover it; dismiss the dropdown and the admins reappear.

Move Your Subscription to a New Account

To carry on under a different email address and keep the plan you're already paying for, there is no transfer button — and you don't need one. The subscription belongs to the workspace, not to a person.

1. Invite the new email as an admin (see Add an Admin). Wait for them to accept and sign in.
2. Remove the old email from the same Invite admins list. The current owner cannot remove themselves — another admin has to do it, so have the new admin remove the old email.

That order matters. Bringing the new account in is what carries everything across: data rooms, files, links, permission groups, analytics, and the plan itself are workspace-level, so the new admin sees the lot the moment they sign in. Nothing is copied, exported, or re-uploaded. It works even when the outgoing account is the Owner — the plan and the card on file belong to the workspace, not to whoever created it.

Empty the outgoing person's private space first. The sidebar entry carrying their own name — "only you can see what's here" — is not workspace content, and it leaves with the account. Move anything worth keeping into a team before you remove them.

Removing the old email is what stops the bill. An admin left on the list is a seat you keep paying for: if that address is still there on your billing date, it renews for another full month. Not signing in does not end it.

Expect one overlap charge on the workspace you're keeping: the incoming admin is pro-rated from the day they sign in, and the outgoing seat isn't credited back for the rest of the cycle.

A plan the new account bought for itself is a separate matter. People often sign up on the new address and start their own paid plan before realising they could just be invited across. That second subscription is a duplicate: the workspace they've now joined already carries the plan you're paying for. Email sean@peony.ink from either address and name both, and we'll review the duplicate charge. Nothing happens unless you ask.

Pro-Rated Charge Example

This is the single biggest billing surprise in Peony. 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 the same move is a $15 pro-ration plus $30 next cycle. Several admins invited on the same day each get their own pro-rated line.

Before You Invite

Because an accepted admin adds a billable seat:

1. Does this person need admin access, or only to view files? If view-only, send them a link — viewers are free.
2. Check what the seat costs on your plan: $30/admin/mo on Business, $52 on Data Room, $64 on Deal Team.
3. To try 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 gigabyte. Every admin who accepted 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.

I invited the wrong person. What now?

Remove them right away — the sooner the seat comes off, the less it costs. Follow Remove an Admin above. If the seat was already billed, email sean@peony.ink with your workspace email, the address added by mistake, and roughly when the invite went out, and we'll review it manually. For a duplicate plan bought while moving to a new account, email the same address and we'll review it.

We're moving to a different email address. Do we lose the subscription?

No. Invite the new address as an admin, then remove the old one — see Move Your Subscription to a New Account. The plan, the rooms, and the billing history stay with the workspace. Two things to handle while you're there: clear out the outgoing person's private space first, because that part does not stay, and if the new address already bought a plan of its own, email sean@peony.ink and we'll review the duplicate subscription. Nothing happens unless you ask.

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, so a removal after that date shows up on the next invoice rather than the current one — and it can still appear on the Stripe invoice already generated for that cycle. To pay less for a cycle, remove admins before your billing date. If you removed someone 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 adds a billable seat, so the card on file is charged at that moment, and a declined card, insufficient funds, or a missing 3D-Secure confirmation will block it. What to try: Failed to accept invite.

Where do I find my invoices?

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

Next Steps

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