Licenses control what content your users can open. This article covers how to see the licenses your organization holds, the three ways a user can get one, and what someone sees if they don't have one.
Platform roles needed: Organization Manager, License Manager
The three ways a user gets a license
A user can pick up a license seat through a team, through automatic assignment across the whole organization, or because you gave them one by hand:
- Team subscriptions – a license is attached to a team, and everyone in that team inherits a seat. This is the method we recommend
- Organization-wide automatic assignment – every new user gets a seat on a named set of licenses when they arrive on the platform
- Manual assignment – you assign individual seats yourself in License Manager
See the licenses your organization holds
If you have the License Manager role, select Manage in the main navigation menu, then Manage Licenses.
You'll see a list of active licenses. These are licenses whose expiry date is in the future, plus any grace licenses currently in effect. Most organizations see a short list here. You might see overlapping licenses if an extension doesn't end at the same time as the original license, or if you're mid-renewal. If you have custom lab bundles, you may see repeated rows.
What appears in this list, and what each license is called, is set by your contract. The license name comes from the product you've bought, such as Workforce Exercising.
Not every column has a value for every license:
- Seat-based licenses show numbers in the Used and Available columns
- Usage-based licenses show N/A in those columns, because they cover the whole organization rather than a fixed number of seats
Click a license to see which of your users hold a seat on it.
Subscribe a team to a license
Team subscriptions are the method we recommend. A license attached to a team is inherited by the right part of your organization automatically, a user's license stays correct when they move teams, and bulk licensing takes one action instead of many.
When you subscribe a team to a license, it applies to everyone already in that team and to anyone who joins later.
You set this up as part of team configuration in Platform Settings > Teams.
When an Organization Manager creates a team, they're asked which licenses to subscribe it to. After the team exists, you'll find a Licenses tab in the team view.
That tab shows the licenses subscribed to this team, along with any it inherits from teams above it. Licenses that apply to the whole organization show as inherited from your organization name.
You can add more licenses from this tab, and they'll apply to everyone in the team and in any team below it.
For a seat-based license, you can only subscribe a team to it if there are enough seats left to cover the team members who don't already hold that license. Anyone who already has it through another route isn't counted towards the seats needed.
Note: Moving a team brings its licenses into line with its new position in the hierarchy, so the users in it are re-licensed to match. If the new position doesn't inherit any licenses, those users can end up unlicensed. Check the Licenses tab after you move a team.
Team subscriptions also work with your identity provider. If your single sign-on (SSO) provider sends us a team name the first time a user signs in, or if you use SCIM group provisioning, the user is added to that team and picks up its licenses. This is more precise than organization-wide automatic assignment, because you can point specific teams at specific licenses – your engineering team can draw from an application security license while your security team draws from an Immersive Labs license.
Set up organization-wide automatic assignment
If you'd rather not assign licenses by hand, or you have a whole-organization product such as Workforce, we can set a license, or a set of licenses, to be assigned automatically to every new user.
Contact your Customer Success Manager to tell us which licenses you want assigned automatically. Once it's configured, any new user who arrives by registration, SSO, or SCIM gets a seat drawn from those licenses, as long as seats are available.
Assign a license individually
Open a license from the Manage Licenses list and you'll see the users who hold a seat on it. From there:
- Click Add users to give seats to people in your organization
- Use the checkboxes next to each row to select users, then remove their seats
Someone whose license you remove can still sign in. They just can't open the content that license covered. They also stop appearing in Manage > Users and under any team in Manage > Teams, so you'll need to give them a license again before you can manage them in those screens.
What the License Manager role includes
The License Manager role also lets you manage every user in your organization through Manage > Manage Teams and Manage > Manage Users. License Managers need to see all teams and users to move around the organization structure and add or remove licenses.
So giving someone the License Manager role gives them all the user management permissions: manage licenses, manage users, and manage teams. Bear that in mind before you assign it.
What an unlicensed user sees
A user ends up with an account but no license when:
- No licenses are set to be assigned automatically, or some are but there are no seats left on them
- No licenses are subscribed to their team, or some are but there are no seats left on them
- You removed their license by hand
On the dashboard, they'll see a message telling them they aren't licensed to view the content. They can get a license through any of the routes above, as long as your organization has seats free.
Being unlicensed for content doesn't take away someone's platform permissions. An Organization Manager can still see reports and manage users and teams. A License Manager can still manage users and teams and assign licenses, including to themselves. A Screening Manager can still create jobs, though they can't create custom assessments, because the catalog available for those comes from their content license.
Stop someone signing in
Removing a license doesn't stop someone signing in. To do that, go to Manage > Manage Users, find the user, open their Settings tab, and click Revoke Access. You can also ask Support to remove users for you.
Bulk Removal of Users
You can add and remove people from a team in bulk from the team's own page, rather than one user at a time. Bulk import brings users in from a CSV file and invites them. Bulk remove takes users out of a team using a list of email addresses.
Platform roles needed: Organization Manager
Where to find both actions
Both actions live on the team page. From the Immersive One platform main navigation, select Manage > Platform Settings > Teams, then select the team you want to work on.
Import users by CSV
Importing by CSV lets you bring in a large group of users and send their invitations in one go. It handles new and existing users – the platform either finds an existing user or creates one, then adds them to the team.
Before you start, download the CSV template and fill in your user details. Steps 6 to 10 below cover this if you haven't done it yet.