Understanding User Types in
What Makes a User “Internal”?
Invited at the Company level with a matching Company ID.
Belongs to the company’s core roster and automatically consumes a seat from your subscription once added as a subscriber (via the Data Collector Mobile App).
What Makes a User “External”?
A user is External when:
Their Company ID is different from yours and you add them at any level (Company or Office).
They’re Internal to one Office in your company, but you also add them to a second Office. In that second Office, they are External, while remaining Internal company-wide.
How Seat Billing Works
Internal users always consume a seat from the subscription plan of the Company or Office that owns them.
External users consume zero seats by default.
You may optionally assign them a seat if they need premium features.
If they already have a paid seat in their home company, Filio will not double-charge—you only decide if they use your seat pool.
Common Scenarios
Same-Company Transfer
Alice is Internal in Office A. When you also add her to Office B, she becomes External in Office B, but stays Internal company-wide.
Cross-Company Collaboration
Bob works for PartnerCo. You invite him to your Company or any Office ➜ Bob is External everywhere in your org.
New Hire
Carol joins using your company’s email domain. As soon as you add her, Carol is Internal and automatically consumes a seat.
Tips and Warnings
This section provides tips and warnings for maintaining privacy in Filio.
- Always confirm whether a new invitee should be Internal or External before assigning seats.
- Assign seats only when necessary to manage subscription costs.
- Use company email domains for employees to ensure they are tagged correctly as Internal.
Manage Seats and Collaborators Effectively with Filio
