Licenses & Users

The Licenses & Users section in InterVal allows administrators to manage user access dynamically, ensuring optimal license utilization and efficient team management. This page provides an overview of the features and processes for managing licenses and users in your InterVal system.

1 - How Licenses Work in InterVal

Licenses are purchased for a specific period and can be dynamically assigned and unassigned to users as needed. This system allows you to:

• Efficiently manage teams by assigning licenses only to active users.

• Unassign licenses from inactive users and reassign them to others, maximizing value.

• Maintain user records permanently, even if their licenses are unassigned.

For example, with a team of 10 users but only 5 licenses, you can assign licenses to active users and reassign them as necessary.

2 - Accessing Licenses & Users

• Navigate to the Profiles > Users section (marked as 1 in the screenshot).

• Here, you can view and manage all users in your system and monitor license utilization

3 - Key Features

A - License Utilization Overview

At the top of the User Management Page (marked as 2), you’ll see:

1. The number of licenses currently in use versus available.

2. Options to:

   • Manage license assignments: Reassign or unassign licenses.

   • Purchase additional licenses: Add more licenses to your account.

B - User Table Overview

The user table provides detailed information about all users:

1. Name, Role, and Status:

   • Account Owner: Identifies the primary contact with full administrative rights.

   • Enabled: Indicates that the user has an active license.

   • Disabled: Indicates that the user does not currently have an assigned license but remains in the system.

2. Actions:

   • Edit user details, reassign licenses, or view their assignments.

4 - Managing Licenses

A - Adding or Removing Licenses

1. Click Edit number of licenses to open the License Management tab.

2. Adjust the number of licenses in the Add/Remove Licenses section (marked as 1 in the screenshot).

3. Review the Amount Due Now (marked as 2) for any additions.

4. Check the License Agreement box and click Complete Change (marked as 3) to finalize

Note: If you reduce licenses, the change takes effect at the end of the billing cycle. The reduced licenses will remain available until the cycle ends.

B - Assigning a License to a New User

1. Click Invite new user to open the invitation form.

2. Fill in:

   • Email (marked as 1).

   • First Name (marked as 2).

   • Last Name (marked as 3).

3. Click Invite new user (marked as 4) to send an invitation.

4. The user will receive an email with instructions to activate their account

C - Unassigning a License

1. Click the X icon next to the user in the Users/Licenses tab.

2. Confirm the action in the Remove Team Member window.

   • Click Remove team member to unassign the license or Cancel to abort.

3. The license will be immediately available for reassignment

5 - Advanced Features

A - Changing the Primary Contact (Account Owner)

1. Click the Up Arrow icon next to a user to initiate the ownership transfer.

2. Confirm the change in the Change Primary Contact window:

   • Click Make primary contact to transfer ownership.

   • You will be logged out of the system and need to log in again.

3. The new primary contact will have full administrative rights

B - Monitoring User Details

On the Users page:

• View details about each user, including their role, qualification, and status (marked as 3 in the screenshot).

• Manage user statuses to ensure only active users occupy licenses.

6 - Best Practices for License Management

1. Optimize License Usage:

   • Reassign licenses to users actively working on projects.

   • Unassign licenses from inactive users to keep resources available.

2. Review License Needs Regularly:

   • Monitor license usage in the banner section to ensure you have the right number of licenses.

3. Manage Account Ownership Effectively:

   • Ensure the primary contact role is held by the correct person for administrative oversight.

By leveraging these tools and features, you can ensure efficient and effective management of your team and resources within InterVal.