What is an active user?
An active user is any person who currently occupies a licensed seat on your team. There are two ways a user becomes active:
Team Admins — anyone with the Team Admin role on your account is always counted as an active user, regardless of whether they're assigned to any events.
Event crew members — any user assigned to an event (in any role) that has not yet ended is counted as an active user.
Each unique person is only counted once, even if they're a Team Admin and assigned to one or more events.
How to view your active users
Go to Team Dashboard → Active Users. You'll see:
Your current active user count vs. your licensed limit (e.g. 4 active users / 10 licensed)
A warning if you're approaching your limit, and an alert if you've exceeded it
A list of every active user, showing their name, email, Team Admin status, and which events they're currently active on
Managing active users
To reduce your active user count, you can:
Remove a user from an event — go to the event's Crew page and remove the user's role. They'll no longer count toward your active users for that event.
Remove a Team Admin — go to Team Settings and change or remove their admin role. Note: Team Admins are always active users as long as they hold that role.
Pending users (those who have been invited but haven't accepted yet) are not counted as active users.
Automatic reset after an event ends
You don't need to manually clean up users after an event wraps. Shoflo automatically removes event crew members from your active user count once their event's end date has passed.
The system checks the event's end date in its local timezone. Once the end date is in the past, those users are no longer counted — as long as they don't have another active event or a Team Admin role.
This means your active user count will naturally decrease after each event ends, freeing up seats for your next show without any manual work.
User limits and overages
Your account has a licensed user limit set by your Shoflo contract. The Active Users page displays this as X active users / Y licensed.
At your limit — a warning banner appears. Adding new users may incur additional charges.
Over your limit — a red alert appears. You have more active users than your contracted limit, and additional charges may apply.
If you have questions about your user limit or need to adjust it, contact your Shoflo account manager.