When you decrease the number of users/seats on your PatientNotes subscription, you’ll need to remove a user first before the system will let you reduce your subscription level. This prevents your subscription from being set below the number of active users on your account.
If you’re increasing seats (upsizing), this usually isn’t an issue — you can typically update your seat count first, then add the new user(s).
Why do I need to remove a user first?
Your subscription seat limit can’t be set lower than the number of users currently on your account.
So if you currently have (for example) 4 users, you won’t be able to change your plan to 3 seats until you remove 1 user.
How to downsize seats (step-by-step)
Step 1: Remove a user
Go to your Users / Team management area in PatientNotes.
Remove (or deactivate) the user you no longer need.
Tip: If you’re not sure who to remove, confirm which clinicians/admins still need access before proceeding.
Step 2: Update your subscription seat count
Go to Subscription settings in the app:
https://www.patientnotes.app/dashboard/subscriptionChoose Manage plan
Update your number of users/seats to the new lower number.
Save/confirm the change.
Step 3: (Optional) Add a user again later
Once the subscription seat count matches your intended size, you can add a user again anytime (as long as you have an available seat).
Upsizing seats (increasing users)
If you’re adding more users, you can usually:
Go to Subscription → Manage plan
Increase the number of seats
Then add the new user(s)
Troubleshooting
“I can’t reduce the number of users”
This almost always means you still have too many active users for the lower seat count you’re selecting. Remove a user first, then try again.
“I removed a user but it still won’t let me downsize”
Double-check that the user is fully removed/deactivated (not pending/invited/active). Then refresh and try again from the subscription page.
Quick link
Manage subscription (requires login):
https://www.patientnotes.app/dashboard/subscription