Managing Group Seats

The Groups area is the source of truth for a group order after purchase. It shows the original quantity, seats still available, invitations already issued, recipient progress, and the actions currently permitted for each seat.

Review group inventory

Use the group summary before issuing more invitations. An order can contain a mix of available, invited, claimed, finalizing, active, revoked, or needs-attention seats. The labels and actions shown in the dashboard take precedence over older emails or copied links.

Resend or copy an invitation

When an issued seat has not been claimed, use the existing resend or copy-link action when available. Do not create a replacement seat until you have checked whether the first invitation is still active, because multiple invitations can consume separate units.

Revocation and reassignment

A seat can only be revoked or reassigned when the dashboard offers that action. Eligibility depends on the seat's current claim and fulfillment state. Do not assume that an invitation can be withdrawn after it has been claimed or that a revoked seat automatically becomes reusable.

When revocation is supported, review the confirmation carefully. The dashboard should show whether the invitation is invalidated, whether inventory returns to the group, and whether any billing review is required. Refund eligibility is a separate decision and is not guaranteed by revoking an invitation.

Recipient changes

If an email address was entered incorrectly, first check whether the invitation remains unclaimed and whether the dashboard offers an edit, revoke, or reissue action. Do not tell a different recipient to use an invitation that is visibly restricted to another email address.

Keep an audit trail

For team administration, record who authorized the purchase and who is allowed to issue seats. Use the dashboard history for operational decisions rather than maintaining a separate list as the only record. Avoid sharing claim links in public channels unless the distribution was intentionally created for open claiming.

When to contact support

Contact support@heartbadge.com when the group quantity is wrong, payment is confirmed but seats remain unavailable beyond the displayed window, a claimed recipient cannot continue, or the dashboard shows a state you cannot resolve. Include the purchaser email, group name, order reference, affected recipient, and visible status. Never send private keys, bank credentials, or verification codes.