Adding or removing users and devices
Updated 9 November 2026 · How we workHow-to
How your plan changes when people join or leave and when computers are added or retired, and how to tell us.
Your managed plan is priced on the number of people with their own login and the number of computers we look after, so it naturally changes as your team does. This article explains how those changes work.
When someone joins
Email hello@bitnode.tech at least two working days before their start date, with the details listed in When someone joins or leaves your team. We set up their account and, if they need one, a Microsoft 365 license. From then on they are counted as a user on the plan. If they also get a new computer that we manage, it is added as a managed device.
When someone leaves
Tell us the last day as soon as you know it. We close their access the same day, and once their mailbox and files have been handed over, they stop counting as a user. Their mailbox can often be turned into a shared mailbox, which does not count as a user and does not need a paid license, so nothing is lost.
Shared logins and part-time staff
Shared mailboxes such as info@ are free on our plan. Everyone who signs in as themselves counts as a user, whether they work full-time or a few hours a week, because each account needs the same security, backup and support. Please do not share one person's login between several people; it breaks multi-factor authentication, makes it impossible to see who did what, and is usually against the software license too.
Adding or retiring computers
When a new computer arrives, we set it up and add it to the plan. When one is retired, we securely wipe it, remove it from monitoring and take it off the plan. Tell us before you give a computer away, sell it or recycle it, so business data is properly removed first.
Microsoft 365 licenses
Most Microsoft 365 licenses are bought on an annual commitment, even when they are billed monthly. That means a license can usually be reduced only at its renewal date. Renewal dates are recorded in your handover documents, so licenses nobody uses can be dropped at the right time.
Checking your numbers
Your monthly report lists the users and devices on your plan. If the count looks wrong, let us know and we will check it.
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