Add seasonal seats

Last Update: Nov 2024 • Est. Read Time: 4 MIN
To check plan availability, see the pricing page.

You may occasionally wish to add users to Kustomer for a short period of time, like bringing more agents onto your team for the holiday season. With seasonal seats, you can add users to your organization for a designated time without manually removing them once the period is over.

Who can access this feature?
User typesCustomers who have added seasonal windows to their contract can add seasonal users. Users with access to the User Management page can administrate this feature.


In this article

Note: If you want to add seasonal seats to your contract or edit your seasonal window, please contact us.

Define seasonal seat windows

All times for seasonal seats are set in UTC. When setting season window open and close dates, be aware of the following:

  • Be mindful of time zone differences. Season open and close local times can vary across admins and users within the same organization if they are spread out across different time zones. 
  • Seasonal users will receive a notification on the day the season window opens and closes. Due to time zone differences, notification emails may get sent out at different local times.
  • All windows open at 12 a.m. UTC of the day the window is set to open and close at 12 a.m. UTC of the day after the window is set to close.
    For example, if your organization has contracted for a seasonal window to run from June 1st through June 30th, the windows will open and close on the following days and times:
    Window opensWindow closes
    UTCESTPSTUTCESTPST
    June 1 at 12 a.m.May 31 at 8 p.m.May 31 at 5 p.m.July 1 at 12 a.mJune 30 at 8 p.m.June 30 at 5 p.m.

Purchase seasonal seats

Seasonal seats cannot be purchased through the Billing management page. If you want to add seasonal seats to your contract or edit your seasonal window, please contact us.

Ad hoc seasonal seats

Seasonal seats are also available for purchase in 3-month increments without contract commitment. Contact us for additional details and pricing. These requests are subject to a 48-business-hour turnaround time.

Add a seasonal user

If your plan has seasonal windows, you can add seasonal users to windows with open slots.

  1. Go to Settings> Users > Users.
  2. Select Add User.
  3. Select Seasonal from the Type of User drop-down menu.
  4. Select the seasons this user can access from the Seasons drop-down menu. You can only select seasons that have open spots available. Full seasons will not appear as an option.
  5. Enter the user's name and email address.
  6. Assign a permission set determining what the seasonal user can access in your organization. For more information, see Use custom permission sets.
  7. Select Add User.

Receive a Seasonal seat invitation

From the agent's perspective, the seasonal user you added will receive an email notifying them that they were invited to your organization and clearly indicating the seasons to which they are assigned.

Note: Seasonal users can't access your Kustomer organization until their assigned season opens.

The user will receive another email notification once their first season opens with the subject line Your Kustomer access window is open!. This email includes a signup link that allows them to set their password for your organization.

The user will receive email notifications for all subsequent windows when they open that contain a Log in link that will take them to the Kustomer login screen.

Once a user's season ends, they will receive another email notification letting them know that their window has closed and they can no longer sign in to Kustomer.

Manage a seasonal user

You can view the user's status by going back to the User Management page. Once a seasonal user signs in to Kustomer for the first time, their account status will change to Active.

If you need to change a seasonal user's access type or other settings, you can do so from the User Management Settings.

To edit or remove a seasonal window:

  1. Go to Settings> Users > Users.
  2. In the User Management Settings, edit the desired user.
  3. Use the Seasons fields to select a new season, or select the next to an existing window to remove a seasonal window from a user's profile.
  4. When you are finished making changes, select Save Changes at the bottom of the Edit User screen. Season window allocations will update when you save.

To switch a user from seasonal to full-time or collaborator:

  1. Go to Settings> Users > Users.
  2. In the User Management Settings, edit the desired user.
  3. Use the Type menu to change the user from Seasonal to Full-Time or Collaborator.
  4. When you are finished making changes, select Save Changes at the bottom of the Edit User screen. Season window allocations will update when you save.

    Note: The menu will only show user types with available seats. If you cannot select the desired type, you'll need to go to Settings  > Billing > Manage Subscription to add seats to your plan.

Viewing seasonal user limits

You can quickly view a summary of your seasonal seat allocation by hovering your cursor over the Seasonal Limits pill on the User Management page. A tooltip will appear with details about current window usage and remaining seats.

You can also see how many seasonal user slots are used from the Manage Subscription page.

  1. Go to Settings> Billing.
  2. Select Manage Subscription.

The total seasonal seats per season are displayed below each season, and the number of seats already assigned is displayed to the right of each season.