How to assign and unassign product licences

A product licence is what gives someone access to a module. Someone with a Documents licence sees Documents in their sidebar, and someone without one does not.

For someone to see a module, your organisation needs licences for it, and that person needs a licence assigned to them. If either is missing, the module doesn't appear in their sidebar.

Your organisation holds a set number of licences for each module, so assigning one uses a licence and removing one frees it up for someone else.

How to check how many licences you have

1. Click the gear icon in the top right to open Settings.
2. Select 'Organisation'.
3. Select 'Licences'.

Each module you hold licences for is listed under 'Name', with 'Number of licences' showing how many you hold and 'Licences assigned' showing how many are in use. A module reading 49 / 55 has six licences free.

Only the modules your organisation has bought appear here, so this list will not match another organisation's.

How to give a licence to someone who already has an account

1. Click the gear icon in the top right to open Settings.
2. Select 'Organisation'.
3. Select 'Users'.
4. Click the person's name to open their profile.
5. Open the 'Product Access' tab.
6. Next to 'Product licences', switch on the module you want to give them.

There is no save button. The change is applied as soon as you switch the toggle, and a confirmation message appears. The licence takes effect straight away, rather than after a delay as it used to. If the person is already signed in and does not see the module yet, ask them to refresh their browser.

The same tab is where you change someone's role, so you can set both in one visit.

How to give someone licences when you create their account

1. Click the gear icon in the top right to open Settings.
2. Select 'Organisation'.
3. Select 'Users'.
4. Click 'Add User'.
5. Fill in their name, email address and role.
6. Under 'Product licences', switch on each module they need.
7. Click 'Create User'.

They are invited by email with their licences already in place, so there is no second step and nothing to go back and set afterwards.

How to take a licence away from someone

Remove a licence when someone changes role and no longer needs a module, or when you want to give their licence to somebody else.

1. Open their profile from 'Users', as above.
2. Open the 'Product Access' tab.
3. Switch the module off.

The licence is freed immediately and is available to assign to someone else. The person loses access to that module but keeps their account, and anything they created stays where it is.

If someone is leaving your organisation altogether, deactivating them is the better step, and it releases their licences at the same time. See how to deactivate and reactivate a user.

If you have run out of licences

Switching a licence on when none is free does not work, and you will see a message telling you your organisation's limit has been reached.

You have two options: free one up by removing that licence from someone who no longer needs it, or contact your account manager to buy more.

Events and Audits licences

Everyone who uses Events or Audits needs their own licence for that module, whatever their role, so Account Owners and Managers need one too. The licence decides whether someone can use the module, and their role decides what they can do in it. See user permissions in Events and user permissions in Audits. Someone who uses both modules needs one of each.

A licence is in use from the moment you switch it on for someone, whether or not they've logged in yet, and 'Licences assigned' counts everyone who holds one. It's freed as soon as you switch it off or deactivate the person.

The licence is also what brings someone that module's work:

• An Events licence lets someone receive Events notifications, such as being mentioned on an Event or made its Owner.
• An Audits licence lets someone receive Scheduled Audits. When you assign a schedule to a Group, the members with an Audits licence receive it.

Anyone can report an Event through a public form link or QR code, with or without a licence. See how to set up public Event Form links and QR codes.

Lone Working licences

The 'Lone Working' toggle covers access to the module. Lone Working also has its own monitoring licences, which decide whether an alert goes to your own team or to the Vatix monitoring centre, and those are set separately.

For more information, see how to manage Lone Working licences.