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Managing licenses in iPassport

This article has three sections:

1: How do licenses work in iPassport?

There are basically two types of licenses in iPassport:

• 'Editor' licenses - these allow full access according to the permissions the end-user has through User Group membership, or Site Admin status.
  • ('Reserved' licenses are editor licenses assigned to a specific person.)
• 'View-only' licenses - these limit the end-user's permissions to those included in the system role, ‘Global Viewer (excluding admin and personnel records)’.  If the end-user's User Group membership includes other permissions, these will be disabled while logged in as view-only.  If the end-user has fewer permissions, none will be added.

Here are the key aspects regarding licenses:

• Availability of View-Only Licenses: If no view-only licenses have been purchased, they may not be included in your account. However, you can easily procure them as needed to accommodate your growing pool of end-users.
• Independence of License Quantity and User Count: The number of licenses you possess remains separate from the number of users you add to your account.
• Usage Limitations: The quantity of licenses denotes the maximum number of simultaneous user logins permitted.
• License Allocation: The system assigns any available editor licenses before using the view-only ones.
• Customised License Allocation: You have the flexibility to allocate view-only licenses exclusively to certain end-users, ensuring that editor licenses are utilised only by those who require them.
• Reserved License Privileges: Users assigned reserved licenses will always have uninterrupted access to log in.

Here is an example of how it works:

• Suppose an account has 100 users, 5 editor licenses and 20 view-only licenses.
• The first users to log in will be assigned editor licenses (unless they are set to view-only)
• Once 5 users are logged in, the 6th person will be demoted to view-only, and this pattern will continue until all 20 view-only licenses are in use.
  • The label "(View Only)" will appear next to their name in the header area of the iPassport screen.
• If a user starts a session with a view-only license, and an editor license becomes available, they will have to log out and back in to claim it.
• Once the 26th person tries to log in, they will be prevented from entering until one of the 25 concurrent users logs out.
• If a user is set to view-only, they will not take up an editor license when they log in and only draw from the pool of view-only licenses.

2: How to set users to 'view-only'

If your account includes view-only licenses, you will find the option to set users as view-only in their user records.

These are the steps to restrict a user to view-only:

1. Go to 'Administration > Users' and locate the user in question.
2. Click the Actions field to reveal the dropdown options.
3. Select the option, 'Set read-only' and click 'Go'.

Confirmation of the action will appear in a green pop-up message at the bottom right of the screen, and the name of the user on the top left will be added the label '(View Only)'.

To remove the view-only restriction from a user:

1. Go to 'Administration > Users' and locate the user in question.
2. Click the Actions field to reveal the dropdown options.
3. Select the option, 'Unset read-only' and click 'Go'.

3: How to set a reserved license for someone

The allocation of reserved licenses is managed by the support team and they will happily adjust your licenses upon your request.

Please bear in mind that reserved licenses are taken from your pool of editor licenses.  For example, if you have 5 editor licenses and reserve one for a given user, then you will always only have 4 editor licenses for the rest of your users.

The following video shows how to set or unset a user as view-only: