Changing User Counts
Only an Account Administrator can make the changes covered in this article.
Your BaseBuilders subscription is managed automatically based on the users you add, remove, or modify — there's no separate step to update your subscription quantities. This article covers how to add, deactivate, reactivate, and change the access level of a user, and how those changes flow into your subscription.
Getting Started
Go to Settings > User Management, which defaults to the Users tab. Here you'll see the counts of your existing Limited, Production, and Financial level users, along with three edit buttons used to make changes.
The Three Actions
All user changes are made from via two primary actions: Add or Modify. When modifying you can Deactivate an active user, Reactivate an inactive user, or Change the access level of a user.
Adding a User
When adding a new user, you'll set:
- Email address
- Access Level — Financial, Production, or Limited
- Access Group — the specific permission group within that level
- Profit Center
Access level is what determines cost per user, so choose the level that matches what the person actually needs access to.
Deactivating a User
When someone leaves the firm, deactivate their user record rather than deleting it. A deactivated user's record is never removed — it simply becomes inactive, and all data associated with that user (time slips, history, activity) remains in the system permanently.
Reactivating a User
If a former user returns — for example, an intern who worked for you last summer and is back for another stint — don't create a new user record for them. Instead, find their existing (deactivated) record, select Modify, choose the appropriate access level and access group for this return (often Limited for a returning intern), and save. This preserves their prior history under the same user record. (See Reactivating a Former User for the full walkthrough.)
Changing a User's Access Level
An existing user's access level can be upgraded or downgraded at any time — for example, moving a Production-level user up to Financial, or down to Limited. Select the user, choose the new access group, and save changes.
How Changes Affect Your Subscription
Every add, deactivate, reactivate, or access-level change adjusts your subscription counts by level. For example, upgrading one Production user to Financial while simultaneously deactivating a different Financial user and adding two new Limited users might net out to no change in your Financial count, while removing a Production seat and adding two Limited seats.
Reviewing and Confirming Changes
Once you've made your changes, select Review Changes. BaseBuilders calculates a prorated cost based on where you are in your billing cycle and shows the resulting quantities at each access level (for example, "3 Financial, 1 Production, 3 Limited").
From this review screen, you can:
- Select Submit Changes to finalize.
- Select Back to return and make further adjustments.
- Select Cancel to discard all changes and leave your subscription as it was.
Nothing takes effect until you submit.
Best Practice
Always reactivate a returning user's existing record instead of creating a new one — this keeps their history intact and avoids duplicate accounts. Use the Review Changes step to confirm the prorated cost and resulting user counts before submitting, especially when making several changes at once, since the net effect on your bill isn't always obvious from the individual changes alone.
Summary
User changes — adding, deactivating, reactivating, and changing access level — automatically drive your subscription quantities and cost. Deactivated users are never deleted; their data remains in the system indefinitely. Reactivate former users through Modify rather than creating new records. All changes go through a Review Changes step showing prorated cost and final user counts by access level before you Submit Changes.