Managing user licenses

In Benetics AI, each person works either with a Pro license or as a Starter without a license. As a Superadmin, you manage who uses a license in the People section.

When a Pro license is required

A person needs a Pro license if they:

are a member of two or more projects, or
are a Superadmin of an organization that owns two or more projects.

Project membership is what counts. People who are only assigned to individual tasks don't need a license, no matter how many projects those tasks are in. This applies to both internal and external collaborators.

To learn how to add external collaborators (e.g., subcontractors) without giving them access to the whole project, see: [Adding external collaborators]

Checking license status

In the People section, you can see each person's status:

Pro: The person has a Benetics Pro license from your organization's licenses.
Pro (external): The external collaborator brings their own license from their organization and can work in Benetics without restrictions. There's no cost to you.
Starter: The person doesn't have a Pro license and doesn't currently need one.
License required: The person needs a license for their current projects or role but hasn't been assigned one yet.

This view also shows your full license allocation: who's using which license and how many licenses are still available.

What "License required" means

Until a license is assigned, the person is restricted. They can't:

join additional projects as a member or be added to additional projects as a member,
create new projects,
be added as a Superadmin of the organization.

In projects where they're already a member, they can keep working as usual. As soon as you assign them a license, the restrictions are lifted.

Managing licenses

In the same view, you can:

Assign: Give available licenses directly to people with the status "License required." New people don't get a license automatically. You assign it manually.
Buy: If you don't have enough licenses, your organization's Superadmins can buy more here.
Revoke and reassign: If someone no longer needs their license, you can revoke it and assign it to someone else. Exception: if the system detects that the person needs the license because of their role or number of projects, revoking is blocked and you'll see an error message.
Remove people: Only active people can hold licenses. When you remove someone from the organization, the following happens automatically:
- They're removed from all projects.
- They're unassigned from all project tasks.
- Their license is revoked and returned to your organization's license pool.

FAQ

I don't have enough licenses for my team. What now?
➡️ First, check whether anyone with a Pro license doesn't currently need one. Revoke that license and reassign it. If that's not enough, you can buy more licenses as a Superadmin directly in the People section.

➡️ Why can't I revoke a license?
Because the person needs it for their role or the number of projects they're in. Remove them from the relevant projects first. Then you can revoke the license.

➡️ What happens when someone leaves the company?
Remove them from the organization. Their license automatically goes back to your pool and can be reassigned.

➡️ Do external collaborators need a license?
Only if they're members of two or more projects. If you only assign them tasks, no license is needed. Learn more: [Adding external collaborators]