User licenses
Every user must have a user license to access the system, and a customer is billed per user license. Costs vary depending on the type of license. For pricing information, please contact your account manager or the sales department.
Each Workplace Management tenant is initially allocated a fixed number of user licenses per type based on the contract. Additional user licenses can be acquired through the sales department or your account manager.
To view the available user licenses, an overview is accessible on the bottom of the administrator startboard:
Different license types
There are multiple types of user licenses. A user license determines the maximum options a user has in the system. The actual options (e.g. modules, options to create or view) are always determined based on the specific authorization (Via system groups or user profiles. See: Authorizing users) a user is given.
For example, a user can be given the user group ‘Administrator’, but without a full user license, it will only be able to view all objects, not create or edit them.
All user license types can be categorized into the following three:
Requestor: Users with this license type can create and edit their own reservations, requests, visitors, and purchase orders (If they are also authorized to do so per module). But cannot edit any other objects.
Limited User: Users with this license type can edit reservations, requests, visitors, and purchase orders created by other users. For example, service desk employees who handle requests or receptionists who manage visitor arrivals. But cannot edit any other objects.
Full User: This license type grants users unrestricted rights to create and modify all objects within the system. It is necessary for editing all other objects, such as Master Data.
In addition to the basic license types mentioned above, there are other types available. These licenses carry no restrictions similar to the full-user license type. They are primarily designed for managing specific users separately from others. For example:
Administrator: This license type is typically used for automated users, such as web service users, and sometimes for administrative users. It helps distinguish these users from normal users but does not grant administrator rights by itself.
Special User: This license type is reserved for specific cases, often related to customer-specific requirements. This is often a commercial choice if, for instance, the customer requires some full user licenses for a limited scope (e.g. only to edit one field on a work order). In that case, as a commercial gesture, a different fee can be agreed upon for these users and to track which users have this 'special' user, this license type is used.
System Administrator: Users with this license type cannot log in. They are solely designated for the user set in the "client.adminSystemUserId" field, which is automatically configured when the implementation consultant logs in to set up the tenant for the first time.
Assigning a user license to a user
Assigning a user license is straightforward. Simply select the desired "User License" from the dropdown menu on the 'user license' field on the user page. However, a user can only be assigned a user license if it is still available; otherwise, an error will occur.
If a particular type of user license becomes unavailable, there are two options to make it available again:
Self-Management: Change the user licenses of other users to a different (available) type, freeing up the desired license type.
Archiving Users: Archive users who possess the unavailable license type. Archived users do not count towards the used user licenses, making the license available for reassignment.
If neither of these options is feasible, contact your account manager or the sales department to add additional user licenses, which will incur additional costs.