What users count as a license?

What users count as a license?

Not every user in your organisation consumes a paid license. The platform distinguishes between billable seats and read-only users so you can give stakeholders view access without paying for them.

In summary, as long as a user's role is Read-Only Viewer, they don't count toward your license total. The moment they're given any other role, they need a seat.

What happens when you run out of seats

• Adding a read-only user - Always allowed, even if you're at your license limit.

• Adding or promoting to a billable role - If no seats are free, you'll see: "Sorry, you do not have any licenses left. Please contact your MSP administrator to increase the license count, or set this user to a read-only user."

• Switching between billable roles (e.g. Creator → Approver) - Always allowed. The user already holds a seat, so no additional license is needed.

Understanding your billing page

The billing page shows three numbers so you always know where you stand:

• Purchased licenses - the number of seats you're paying for

• Billable seats in use - how many of those seats are currently taken

• Total active accounts - everyone who can log in, including free read-only users

For example: if you've purchased 17 licenses, 17 are in use, and you have 3 read-only viewers, your total active accounts are 20, but you're only paying for 17.

Reducing your costs

When you demote a user to Read-Only Viewer or deactivate their account, their seat is freed up immediately within the platform. However, your Stripe subscription is not automatically adjusted, you'll need to visit the billing page and reduce your purchased license count to match.

SAML / Single Sign-On

New users who log in via SAML are automatically given Read-Only Viewer access, so they won't consume a seat. If you later promote them to another role, a spare license must be available.