Assigning and Revoking Licenses (Paid Plans Only)

Managing licenses ensures that users have the correct level of access within your organization.

This guide provides step-by-step instructions on assigning and revoking licenses, navigating user settings, and understanding how email notifications are sent to users when changes are made.

To find out more about user access rights, please check out this user guide here. If you need to check your access rights, please refer to the User Access Rights guide.

When to Use This Feature

• When assigning licenses to new users who need access to the platform.

• When revoking licenses from users who no longer require access.

• When managing available licenses to ensure optimal usage.

• When troubleshooting login access issues related to licensing.

License Management Overview

• Licenses can only be assigned or revoked for users on a paid plan.

• If a user has an assigned license, they can sign in and access the platform as a normal user.

• Organizations can control which areas a user can view or edit by assigning them a role.

• During a 14-day free trial, licenses are automatically assigned to all users who sign up. There is no need to manually assign or revoke licenses during the trial period.

Step-by-Step Guide

Assigning Licenses

1. Navigate to Settings

• Access the Settings menu from the main navigation.

2. Select the User

• Locate and select the user from the User Table who needs a license.

3. Open the License & Plans Tab

• In the user’s profile, go to the License & Plans tab.

4. Assign the License

• Click the green Assign License button.

• A notice will appear prompting confirmation and displaying the number of available licenses.

• Confirm the assignment. The total available licenses in your organization will decrease by one.

• The assigned user will receive a welcome email with login instructions.

Revoking Licenses

1. Navigate to Settings

• Access the Settings menu from the main navigation.

2. Select the User

• Locate and select the user from the User Table whose license needs to be revoked.

3. Revoke the License

• Click the red Revoke License button.

• A confirmation notice will appear. Confirm the revocation.

• The user will receive an email notification stating that their license has been revoked.

• The revoked license will be added back to your organization’s total available licenses and can be reassigned to another user.

Key Considerations & Best Practices

✅ Ensure Proper Access Control – Only authorized personnel should manage licenses.

✅ Monitor Available Licenses – Regularly check the number of remaining licenses to ensure new users can be onboarded smoothly.

✅ Revoke Licenses When Necessary – If a user no longer requires access, revoke their license to free up availability.

✅ Verify Role Assignments – Assign appropriate roles to users after granting a license to ensure they have the right level of access.

✅ Check Email Notifications – Users receive automated emails when licenses are assigned or revoked. Ensure they are aware of any changes.

Additional Resources

📌 Related User Guides:

• Adding A New User - How to Add new users

• Managing User Roles & Permissions – How to assign and modify user roles.

• Primary User - The user within an organization who is responsible for the account