info: To determine the technical writer assigned to the Stage/Group associated with this page, see https://about.gitlab.com/handbook/engineering/ux/technical-writing/#assignments
- [Deactivated users](../../user/admin_area/activating_deactivating_users.md#deactivating-a-user) and
[blocked users](../../user/admin_area/blocking_unblocking_users.md) don't count as billable users in the current subscription. When they are either deactivated or blocked they release a _billable user_ seat. However, they may
count toward overages in the subscribed seat count.
- Users who are [pending approval](../../user/admin_area/approving_users.md).
- GitLab-created service accounts: `Ghost User` and bots [(`Support Bot`](../../user/project/service_desk.md#support-bot-user), [`Project bot users`](../../user/project/settings/project_access_tokens.md#project-bot-users), and so on).
### Tips for managing users and subscription seats
Managing the number of users against the number of subscription seats can be a challenge:
- If LDAP integration is enabled, anyone in the configured domain can sign up for a GitLab account.
This can result in an unexpected bill at time of renewal.
- If sign-up is enabled on your instance, anyone who can access the instance can sign up for an
account.
GitLab has several features which can help you manage the number of users:
- Enable the [**Require administrator approval for new sign ups**](../../user/admin_area/settings/sign_up_restrictions.md#require-administrator-approval-for-new-sign-ups)
option.
- Enable the [User cap](../../user/admin_area/settings/sign_up_restrictions.md#user-cap)
| Users in License | The number of users you've paid for in the current license loaded on the system. The number does not change unless you [add seats](#add-seats-to-a-subscription) during your current subscription period. |
| Billable users | The daily count of billable users on your system. The count may change as you block or add users to your instance. |
| Maximum users | The highest number of billable users on your system during the term of the loaded license. |
| Users over license | Calculated as `Maximum users` - `Users in License` for the current license term. This number incurs a retroactive charge that needs to be paid for at renewal. |
1. Review the **Subscription Upgrade Detail**. The system lists the total price for all users on the system and a credit for what you've already paid. You are only be charged for the net change.
- A payment receipt. You can also access this information in the Customers Portal under [**View invoices**](https://customers.gitlab.com/receipts).
- A new license. [Upload this license](../../user/admin_area/license.md#uploading-your-license) to your instance to use it.
### Renew a subscription
Starting 30 days before a subscription expires, GitLab notifies administrators of the date of expiry with a banner in the GitLab user interface.
We recommend following these steps during renewal:
1. Prune any inactive or unwanted users by [blocking them](../../user/admin_area/blocking_unblocking_users.md#blocking-a-user).
1. Determine if you have a need for user growth in the upcoming subscription.
1. Log in to the [Customers Portal](https://customers.gitlab.com/customers/sign_in) and select the **Renew** button beneath your existing subscription.
If you need to change your [GitLab tier](https://about.gitlab.com/pricing/), contact our sales team via `renewals@gitlab.com` for assistance as this can't be done in the Customers Portal.
1. In the first box, enter the total number of user licenses you’ll need for the upcoming year. Be sure this number is at least **equal to, or greater than** the number of billable users in the system at the time of performing the renewal.
1. A license for the renewal term is available for download on the [Manage Purchases](https://customers.gitlab.com/subscriptions) page on the relevant subscription card. Select **Copy license to clipboard** or **Download license** to get a copy.
An invoice is generated for the renewal and available for viewing or download on the [View invoices](https://customers.gitlab.com/receipts) page. If you have difficulty during the renewal process, contact our [support team](https://support.gitlab.com/hc/en-us/requests/new?ticket_form_id=360000071293) for assistance.
> [Introduced](https://gitlab.com/gitlab-org/gitlab/-/issues/208832) in [GitLab Starter](https://about.gitlab.com/pricing/) 12.9.
Seat Link allows GitLab Inc. to provide our self-managed customers with prorated charges for user growth throughout the year using a quarterly reconciliation process.
Seat Link daily sends a count of all users in connected self-managed instances to GitLab. That information is used to automate prorated reconciliations. The data is sent securely through an encrypted HTTPS connection to `customers.gitlab.com` on port `443`.
For offline or closed network customers, the existing [true-up model](#users-over-license) is used. Prorated charges are not possible without user count data.
