Team, seats & usage
DonorAtlas accounts have import credits, export credits, and a limit on the number of seats (users) on your team. This article goes in-depth into these systems!
DonorAtlas accounts have import credits, export credits, and a limit on the number of seats (users) on your team. This article goes in-depth into these systems!
Your team lives on the page. Under Team Members, you'll see everyone on your team, their roles, and any pending invitations.
Every team member has one of four roles:
| Role | Uses a seat | What they can do |
|---|---|---|
| Admin | Yes | Everything: the full platform, plus inviting and removing members, editing roles, configuring integrations, and billing. |
| User | Yes | The full platform — search, profiles, lists, imports, exports — but no team, integration, or billing settings. |
| Configure Only | No | CRM integration setup and configuration pages, plus inviting and removing members — for an IT contact who shouldn't take up a seat. |
| Billing Only | No | Usage and billing pages, plus inviting and removing members — for a finance contact. |
Enter their email under Invite Users
They'll receive an email invitation to join your team.
Pick a role
Most teammates are a standard User — see the table above.
Send the invite
The invitation shows as pending until they accept. You can revoke it any time from the same page.
Invite Users
User — The full platform — search, profiles, lists, imports, exports — and nothing else. Uses a seat.
Open the menu on any team member's row and choose or . Removing someone frees up their seat immediately.
Seats are individual. Each seat belongs to exactly one person, and logins can't be shared. If your seats are full, remove someone, or ask a team admin to add a seat from the page, before inviting more teammates.
An MCP seat lets a teammate use DonorAtlas from their AI assistant. Open the menu on their row and choose Assign MCP seat. To move a seat to someone else, choose Remove MCP seat on the person who has it, then assign it again. If every seat is taken, team admins and billing-only members are offered one to buy instead.
Your plan is measured by three numbers, and you can check all of them on the page:
| Unit | What counts | What's free |
|---|---|---|
| Import | Each unique donor you bring in — from a CSV upload or a CRM sync. | Unmatched rows cost nothing. |
| Export | Each unique donor that leaves — a row in a spreadsheet or a page in a PDF. | Each donor counts once per billing cycle — re-exporting the same donor within the cycle costs nothing, and the count starts over when your plan renews. |
| Seat | One individual login (Admin or User roles). | Configure Only and Billing Only roles don't use a seat. |
Browsing is always free. Searching, opening profiles, and building lists never consume imports or exports — you only spend credits when donors come in or go out.
The page shows what's left in your billing period and when your credits renew. Need more? Click Request More Imports, Request More Exports, or Request More Seats right on that page. Where your team can buy seats itself, team admins see Buy more seats there instead. Before anything is bought, it shows the price, how you'll be billed, and when the seats will be ready.
And if you have any questions about your plan or billing, don't hesitate to contact support on the Help page — we're more than happy to help out, and we typically respond within a day!
You’ve reached the end
That’s the whole tour. You now know how to search for donors, read a profile, build your network, and get your data in and out. Come back anytime for a refresher — and if anything’s unclear, we’re always happy to help.
Back to the Help Center