Billing & Seats
How per-seat billing, shared balances, and funding order work for teams and organizations.
When you run Kalima for a team or company, billing works a little differently than it does for an individual. You pay for the members who have active access (seats), you can fund recording from a shared pool of minutes instead of personal balances, and you decide the order in which that time is drawn. This page explains how seats, shared balances, and the funding order fit together.
Per-seat billing
The Team and Enterprise plans are billed per seat, one charge for each active member rather than a single flat price. Adding or removing members adjusts the bill automatically, so you only pay for the people who actually have access.
| Plan | Price per seat | Member cap |
|---|---|---|
| Team | 29.99 EUR / seat / month, or 299.00 EUR / seat / year | Up to 50 members |
| Enterprise | Custom, contact sales | Unlimited |
The Free, Plus, and Pro plans are personal plans and are not billed per seat. Annual Team billing is a single up-front charge that lowers the effective monthly rate.
Enterprise terms, including price, seat count, and invoicing, are tailored to your organization. Enterprise customers can also pay by invoice with NET-30 terms. Contact sales to set this up.
What counts as a seat
A seat is one billable membership slot. Whether a member uses a seat depends only on their organization role:
| Role | Uses a billable seat? |
|---|---|
| Owner | Yes |
| Admin | Yes |
| Member | Yes |
| Viewer | No |
People who open one of your sessions through a share link are never seats either. Live viewers and link visitors cost nothing, no matter how many join. If you only need someone to read members or watch transcripts, give them the viewer role (or share a session link) instead of a member role to avoid using a seat.
Use the read-only viewer organization role for stakeholders who just need visibility. It does not consume a seat, so it is a free way to include observers.
Shared balances
By default, recording time is drawn from each person's personal balance, meaning their plan's included weekly minutes and any prepaid credits they bought. For a team or organization, you can instead set up a shared balance so members draw from a common pool.
- Both organizations and teams can hold their own shared balance.
- An admin can top up the organization or team balance with prepaid credits, the same way an individual buys credits.
- Members then record against the shared pool according to the funding order you configure (below).
This means a member doesn't have to spend their own personal minutes on work done for the team, because the shared balance can pay first.
Buying or managing a team or organization balance requires admin (or owner) permission on that team or organization. Regular members can record against a shared balance but cannot top it up.
Funding order
The funding order (sometimes called the billing waterfall) is the ordered list of places Kalima draws recording time from. There are four possible sources, and you decide their priority:
- Personal included is the member's own plan allowance, their included weekly minutes.
- Team shared is a team's shared balance, available to that team's members.
- Organization shared is the organization-wide shared balance, available to all members.
- Personal paid is the member's own purchased credits (prepaid top-ups).
The default order is: personal included, then team shared, then organization shared, then personal paid. Kalima works down the list until it finds time to spend, so the first source with a balance pays for the recording.
Inheritance
You set the funding order at two levels, with inheritance so you don't have to repeat yourself:
- A team can inherit its organization's policy, or override it with its own order.
- An organization can inherit Kalima's global default, or override it with its own order.
So the effective policy for a recording resolves from team to organization to the global default. Set it once at the organization level and every team follows along, then give a specific team its own rules only when it needs them.
Examples
| You want… | Set the order so… |
|---|---|
| The shared pool to pay first, sparing members' personal credit | Organization shared (or team shared) sits before the personal sources |
| Members to use their own plan minutes first, then fall back to shared | Personal included stays first, with team/organization shared after it |
| One team funded separately from the rest | Override that team's policy with its own order instead of inheriting |
Set it up
A live preview shows the effective source order and how much recordable time results, so you can confirm the policy before saving.
Funding order decides where recording time is spent. It does not create new time. If every source in the order is empty, recording is blocked until you top up a balance or upgrade. See Minutes, Credits & Balance for how balances are built.
Who pays for what
| Cost | Who it's billed to |
|---|---|
| Seats (active owner, admin, member) | The Team or Enterprise subscription |
| Viewers and share-link visitors | No charge |
| A recording made by a member | The first funding source with a balance, per the funding order |
| A shared organization or team top-up | The org/team balance (bought by an admin) |
| A member's personal recording | Their personal included minutes, then personal credits |
If your access is already covered by your organization's or team's subscription, you cannot also hold a separate personal plan. Billing is managed centrally through your org or team admin instead.
Frequently asked questions
No. Only active owner, admin, and member roles consume a billable seat. The read-only viewer role does not, and people who watch a session through a share link are never seats.
The Team plan is billed per seat at 29.99 EUR per seat each month, or 299.00 EUR per seat each year. Adding or removing members adjusts your bill automatically. The Team plan supports up to 50 members; Enterprise is unlimited.
A shared balance is a common pool of prepaid minutes that an organization or team holds. The funding order is the priority list that decides which balance (personal, team shared, organization shared, or personal paid) is spent first when a member records.
Yes. A team can inherit the organization's billing policy or override it with its own funding order. The effective policy resolves from team to organization to Kalima's global default.
Managing the billing policy and topping up a shared balance both require admin or owner access on that organization or team. Regular members can record against shared balances but cannot change the policy or buy credit for the group.
Recording stops, just as it does for an individual when balance runs out. Top up a shared or personal balance, or upgrade the plan, to keep recording. You'll see a low-balance warning before it reaches zero.