Some veterinary groups pay for their members' CoVet subscriptions centrally, through one organization-level subscription. This article explains how centrally billed seats work, who can manage them, and what members can do.

A centrally billed organization pays for its members' subscriptions through one subscription that covers all of its teams and locations. Each paid seat has an Essentials or Unlimited plan.

When a paid seat is no longer assigned to anyone, it stays on the organization's bill as an open seat until the organization's renewal date. An authorized manager can assign the open seat to another member during that time. If the open seat is still unused at renewal, it is removed from the next invoice.

Removing someone from a team, or deleting a team, does not free their organization seat on its own. A seat becomes an open seat when a manager stops paying for the member, converts them to Support, or removes them from the organization.

Open seats work the same way for every subscription owner. For the general rules, see Managing seats and open seats on your subscription.

An enterprise manager can add organization seat managers in Enterprise Settings under Organization seat managers, by selecting Add seat manager.

Owning a team does not by itself give someone access to the organization's billing or seat controls.

Changes to the organization's billing cycle, and cancellation, are handled by CoVet. Contact your CoVet account representative or email [email protected].

The Seats card lists the organization's members and open seats, with a summary of how many members and open seats there are across all teams.

Each member shows their current seat state, such as their plan, a trial end date, expired, cancelled, Support or paid elsewhere. Seated members have a Manage button. Members without a seat, and open seats, have an Assign button.

Enterprise managers can also manage a member from the Enterprise Users table: select the member, open the menu, and choose Manage Member Subscription.

To give a member an organization-paid seat:

If an open seat on the same plan is available, CoVet reuses it automatically, so the organization doesn't pay for another seat.

Authorized managers can change an organization-paid member's plan:

The confirmation always says when the change takes effect before you confirm.

If a member no longer needs paid access, an authorized manager can convert their account to Support. Converting to Support takes effect immediately.

The member's paid seat becomes an open seat that can be reassigned until the organization's renewal date. Other members' subscriptions are not affected.

If a member converts to Support during a free trial, the trial keeps running, and they can undo the switch while it runs.

Removing someone from the organization ends their organization-provided access immediately.

If they held a paid seat, that seat stays on the organization's bill as an open seat until renewal, and an authorized manager can assign it to another member. If nobody uses the open seat by renewal, it drops off the invoice.

New members can join the organization during a free trial. When the Billing Contact, an enterprise manager or an organization seat manager invites a member or opens their sheet, they can choose when paying starts: now or at the end of the trial. At the end of the trial is selected by default, and the paid seat starts on the organization's bill when the trial ends.

Nobody is moved onto an organization-paid seat automatically just for belonging to the organization. Someone has to choose this for them.

If the invited person already has an active plan or a running trial, the selection doesn't apply and the organization isn't billed.

Members can start their own organization-paid seat by selecting Activate Plan. The plan starts immediately on the organization's subscription.

An enterprise manager can turn this off with the Members may start their own seat setting in Enterprise Settings. When it is off, members see a message asking them to ask their organization's manager to activate their plan.

If the organization pays for your subscription, you don't see its prices or billing controls. You can still see your subscription from My Account > Subscription & Billing.

When it's available, you can change your own plan or convert to Support from Manage subscription. A change that is already scheduled can block other changes until it takes effect.

If you already pay for a personal subscription, you manage it yourself.

The organization's Billing Contact can see its invoices, payment details, next charge and renewal date on their Subscription & Billing page, using See invoices.

Changes to the organization's billing cycle and cancellation are handled by CoVet. Contact your CoVet account representative or email [email protected].