Two screens do all of this: Members for who has what, and Plans & Licenses for what you are buying. The thing to get straight before either is the difference between a role and a licence, because nearly every access problem comes from confusing the two.
Role and licence are not the same
Role is your position in the workspace: Owner, Admin or Member. It governs administration, so settings, security, billing and API keys.
Licence is what has been assigned to you: Basic, Pro or Business. It governs what you can actually use in the product.
An Owner without a Business licence does not get Business features. A Member with a Business licence cannot open workspace settings. Both statements surprise people and both are correct.
The reflex to build: if the missing thing is in workspace settings, look at the role. If it is in the product, look at the licence.
Assigning and changing licences
Go to Settings, then Members. Each row shows the person's role, their teams and their licence, side by side.
Change a licence from the dropdown in the licence column. Only owners can change roles, so an admin who needs to promote someone has to ask an owner.
The case that generates the most flow
Someone tells you their account is broken, they cannot get in, or the app shows them nothing.
Nine times out of ten they are on the workspace with no licence assigned, showing a dash in the licence column. The account is perfectly active, which is why nothing looks wrong from the outside, but with no licence there is nothing for them to open.
Assign a licence rather than recreating the account.
Reassigning rather than buying
Licences are attached to people and can be moved.
When someone leaves, deactivate them and their licence becomes available. Deactivated users stay listed with no role and no licence, precisely so you can reuse what they had.
Two timing rules to know. A paid licence is charged for the full billing period even if it stops being used partway through, and removing it appears on your next invoice rather than immediately. In the meantime the licence stays available and can be reassigned for the rest of the period, so there is no reason to leave it sitting unassigned.
Watching what you actually need
Open Plans & Licenses for your plan, your renewal date, and your credit balance with its reset date. Billing shows your next invoice date, its total, and how many Pro and Business licences you hold.
Two habits worth having. Before renewal, compare licences held against people actually using the product, using the Members screen next to the Billing counts. And before you promise a feature to someone, check which plan it sits on. CRM integrations and AI coaching are Business features, so a Pro user will not get them however their role is set.
Note also that credits are pooled across the workspace and granted per licence, so licence changes move your team's credit allowance too.