How do I add additional users or licenses?

This article goes through how licensing works, and what to expect when adding users beyond your current license count.

Written by Marisa Crowder
June 13, 2025

What are user licenses?

User licenses represent the number of active seats available in your Nectar account.

• Your contract defines the number of licenses included.
• You are billed per active user, based on your billing period.
• Deactivated users do not count toward your license total.

Example: If your account has 400 licenses and 380 active users, you have 20 available seats to add more users without additional charges.

Tip: If you’re unsure of your license count or billing details, contact your Nectar Account Manager.

What happens if I add more users than available licenses?

If you exceed your license limit, Nectar will automatically increase your license count and charge you accordingly. How this looks depends on how users are added:

HRIS or SFTP integration

• When new users sync via HRIS or are added to your SFTP file:
  • You’ll receive an email from billing@nectarhr.com confirming the license increase.
  • A PDF invoice will be attached, and the memo will note the user/license change.

Bulk upload or manual addition

• Before completing the user addition through bulk upload or manually, you’ll see a pop-up message:
  • It will show the number of licenses being added and the prorated cost.
  • You must acknowledge the charge and click Complete to proceed.
  • This action is irreversible once confirmed.

Note: Adding users updates your license count to match your number of active users.

Can I increase my license count ahead of time?

Yes, if you prefer to increase your license count before adding users:

1. Contact your Nectar Account Manager.
2. They’ll coordinate with the billing team to send an invoice for the additional seats.

FAQs

Q: Do I pay for deactivated users?

No, you are only billed for active users.

Q: What happens if I deactivate a user—can I add someone else without paying?

When deactivating a user, it frees up a seat to your licenses.

Example: With 100 licenses and 100 active users, deactivating one creates an open seat. You can then add one new user at no extra cost.

Q: Do I get a refund for unused seats?

No, empty seats are not refunded.

Q: How much will I be charged per added user?

• Charges are prorated to your next billing cycle.
• The cost appears in the confirmation pop-up when adding users.
• For annual per-user pricing, contact your Nectar Account Manager.