Payments
Bookable Team Billing
Last updated 2 June 2026
Bookable Team Billing
OpenChair Pro is priced around the people customers can book, not every person who needs access to the app. This guide explains what counts, what is free, and how multi-venue accounts are handled.
Where to find it. Web: Settings -> Billing -> Bookable team billing. Mobile billing is read-only and does not manage subscriptions.
TL;DR
- Pro starts with a venue minimum: A$34.95 per active venue in Australia, NZ$24.95 in New Zealand, or GBP 19.95 in the United Kingdom.
- The first bookable team member at each active venue is included in that venue minimum.
- Additional billable bookable team members are A$20, NZ$20, or GBP 10 each, capped at A$199, NZ$199, or GBP 99 per venue.
- Owners, managers, front desk, accountants, and admins are free when they are not bookable.
- A shared bookable team member is billed once across the account, allocated to the venue where they have the most bookable hours that billing period.
What Counts As Bookable
A person counts as a billable bookable team member when they can be assigned to customer appointments at a Pro venue during the billing period.
| Person | Billable? | Why |
|---|---|---|
| Stylist with services and working hours | Yes | Customers can book them |
| Barber who only takes internal bookings | Yes | They are still a bookable provider |
| Owner who cuts hair and appears on the calendar | Yes | They are bookable |
| Owner who only manages the business | No | Access-only user |
| Receptionist who handles bookings but does not take appointments | No | Access-only user |
| Accountant with reporting access | No | Access-only user |
Non-bookable access users can still sign in and do their permitted work. They do not increase the Pro subscription quantity and they do not increase SMS, email, or Spark allocations.
How The Venue Minimum Works
Each active Pro venue has its own venue minimum. The minimum includes:
- Pro access for that venue
- The first bookable team member allocated to that venue
- The venue's Pro features, wallet, billing status, and included allocation pools
The minimum applies per venue because each location has its own calendar, storefront, settings, wallet, billing status, and allocation pools. Multi-site owners may have those venue minimums grouped onto one invoice when the venues share a compatible billing account.
How The Venue Cap Works
Each active Pro venue also has its own cap:
| Region | Venue minimum | Additional bookable team member | Venue cap |
|---|---|---|---|
| Australia | A$34.95/mo | A$20/mo | A$199/mo |
| New Zealand | NZ$24.95/mo | NZ$20/mo | NZ$199/mo |
| United Kingdom | GBP 19.95/mo | GBP 10/mo | GBP 99/mo |
Once a venue reaches its cap, extra bookable team members allocated to that venue do not increase that venue's subscription charge.
The cap is per venue, not one account-wide cap. A multi-site account with three active Pro venues has three venue minimums and three venue caps.
Multi-Venue Shared Staff
Staff profiles are venue-specific, but OpenChair can link them to one provider identity when the same person works across multiple venues.
When one provider is bookable at more than one venue:
- They are billed once across the account.
- They are allocated to the venue where they have the most bookable hours for that billing period.
- Their booking availability is still venue-scoped.
- Cross-venue conflict checks prevent the same person being bookable in two places at the same time.
Example:
| Venue | Bookable team | Billing result |
|---|---|---|
| City | Alex, Priya | City pays venue minimum plus Priya if both are allocated there |
| North | Alex, Mia | North pays venue minimum plus Mia if Alex is already allocated to City |
In this example, Alex is shared and billed once. Both venues still keep their own Pro minimum.
Mid-Month Changes
When bookable team changes during a billing period, OpenChair previews the billing impact before syncing the new quantity to Stripe.
Typical behaviour:
- Adding a bookable team member can create a prorated charge for the rest of the current billing period.
- Removing a bookable team member usually applies from the next billing cycle, unless corrected inside the mistake grace window.
- Changing someone from bookable to non-bookable removes them from the billable count.
- Adding an access-only user has no subscription charge.
Stripe calculates the proration. OpenChair shows the preview inline on the Billing page so the owner can review it before the change is committed.
What Happens When Someone Leaves
Offboarding a team member immediately revokes their login access and removes them from future bookable availability. Their historical bookings, reports, commission history, and client records are preserved.
If the person was billable, OpenChair updates the derived bookable team count and shows the billing impact before syncing the subscription quantity.
For offboarding details, see Staff Offboarding.
Troubleshooting
| Issue | What to check |
|---|---|
| Billable count is higher than expected | Check whether an owner or manager is also bookable on the calendar |
| Shared staff appears at two venues | This is expected operationally; they should still be billed once across the account |
| A receptionist increased the bill | Confirm they are not marked bookable and do not have bookable services or hours |
| Venue is still charged after removing shared staff | Each active Pro venue keeps its own venue minimum |
| Allocation did not increase immediately | SMS, email, and Spark allocations reset by billing period and may not change mid-period |
FAQ
What counts as a billable bookable team member?
A billable bookable team member is a person who can take bookings at a Pro venue during the billing period. Owners, managers, front desk, accountants, and admins are free when they are not bookable.
Do shared staff get billed twice across venues?
No. A shared bookable team member is billed once across the account, allocated to the venue where they have the most bookable hours in that billing period.
Does each venue still have a minimum?
Yes. Each active Pro venue has its own venue minimum and venue cap. Shared staff dedupe prevents double-charging people, but it does not remove the Pro minimum for each venue.
What happens when someone leaves?
When a bookable team member is offboarded or made non-bookable, OpenChair updates the billable count and shows any proration preview before the change syncs to Stripe.