How to manage workspace licenses

How to manage workspace licenses

Manage workspace licenses when you need to add seats for new Editors or Admins, reduce unused licenses, or reassign a license from one member to another.

Before you start

Only the Workspace Owner and Workspace Admins can manage licenses.

How to access license settings

  1. Open the workspace you want to manage.
  2. Open the Workspace menu and select Workspace settings.


  3. Go to Billing & Plans tab.


  4. At the Licenses section, click Manage licenses.

From here, you can review and update your workspace license count.

Add licenses

You can add licenses when you need more members to have Workspace Editor or Workspace Admin access. To add licenses:
  1. Go to Billing & Plans in Workspace settings.
  2. Open Manage licenses, then increase the number of licenses as needed.


  3. Review the purchase summary and confirm the change.

If no licenses are available, you may be prompted to purchase more licenses when adding a new Workspace Editor or Workspace Admin, or when changing an existing member’s role to one of these licensed roles.
Info
Adding licenses during a billing cycle only charges you for the remaining time in that monthly or annual billing period.
Example:
  1. If you add a license on the 10th day of a 30-day billing cycle, you will be charged for the remaining 20 days. Since the monthly subscription price is $14, the prorated charge would be approximately $9.33 ($14 / 30 days x 20 days).
  2. If you add a license 150 days into your annual billing period, you will be charged for the remaining 215 days. Since the annual subscription price is $132 ($11 per month), the prorated charge would be approximately $77.75 ($132 / 365 days x 215 days).

Reduce licenses

Before reducing licenses, make sure the number of licensed members does not exceed the new license count. To reduce licenses:
  1. Change any Workspace Editor or Workspace Admin who no longer needs a license to Workspace Viewer. For step-by-step instructions, see How to change a workspace member’s role.
  2. Go to Billing & Plans in Workspace settings.
  3. Open Manage licenses, then lower the number of licenses.
  4. Confirm the change.
When licenses are reduced, the change takes effect immediately.
Info
Reducing licenses during a billing cycle applies any prorated credits for the unused portion to your account, which can reduce your next monthly bill or annual renewal.
Example:
  1. If you remove a license 10 days into a 30-day billing cycle, you will receive credits for the remaining 20 days. Since the monthly subscription price is $14, the prorated credits would be approximately $9.33 ($14 / 30 days x 20 days).
  2. If you remove a license 150 days into your annual billing period, you will receive credits for the remaining 215 days. Since the annual subscription price is $132 ($11 per month), the credits would be approximately $77.75 ($132 / 365 days x 215 days).

Reassign licenses

To reassign a license, remove the licensed role from one member and assign it to another. For step-by-step instructions, see How to change a workspace member’s role.

Note

  1. Reducing a member to Workspace Viewer removes their license but keeps them in the workspace.
  2. Removing a licensed member from a paid workspace also makes their license available to assign to another user.
  3. Guests do not require licenses, even when they have edit access to specific shared boards or folders.
Need more help?
If this does not solve your issue, contact support and include a screenshot if possible.