In short
A license in SalesScreen is what allows a user to be active and log in. Admins can see license usage on the Subscription Management page, but only Account Owners can add new licenses or access billing.
If you try to add a user and there are no free licenses, that user becomes a Pending user until more licenses are added.
Put simply: licenses control how many active users you can have, and Account Owners control your licenses.
One license = one active user.
What does Subscription & License Management consist of?
Each part of the feature has a specific purpose.
Concept | Description | Example |
License | Allows one user to be active and log in | 1 of 50 licenses used |
Account Owner | Required role that can add licenses and manage billing | Erin (Account Owner) |
Subscription Management page | Overview of usage and Account Owners | Total users, licenses left |
Billing Details | Where Account review invoices | Cost overview |
Pending user | User added without an available license | Awaiting activation |
Note on licenses: You can see Regular licenses left and Supporter licenses left separately on the Subscription Management page.
For admins: viewing your subscription
As an admin, you can see an overview of your company’s subscription, even if you cannot buy licenses.
On the Subscription Management page you can view:
Total users
Regular licenses left
Supporter licenses left
Company list and license allocation
You can also see who your Account Owners are, so you know who to contact when more licenses are needed.
For Account Owners: managing licenses and billing
As an Account Owner, you are the commercial and administrative owner of the account.
An Account Owner has the same system access as a Company Administrator, plus the ability to:
Purchase and manage licenses and subscriptions
Open Billing Details and download invoices
Approve upgrades and other commercial changes for the account
The Account Owner is a required role. Every account must have at least one, and it is typically the person who owns the contract and commercial responsibility.
Account Owner vs Company Administrator – what's the difference?
These two roles are easy to confuse, because an Account Owner has all the same system access as a Company Administrator. The difference is commercial control.
Company Administrator = full administrative control within the company, including all features, data, and settings. However, a Company Administrator cannot purchase licenses.
Account Owner = everything a Company Administrator can do, plus the ability to buy and manage licenses, handle billing, and approve commercial changes.
A helpful rule of thumb: Company Administrators run the system, Account Owners own the subscription and billing.
License vs Pending user – what's the difference?
License = the "seat" that lets a user be active and log in.
Pending user = a user who has been added but has no available license yet, so they cannot log in.
A user stays Pending until an Account Owner adds more licenses and the user is activated. See the Pending users article for full details.
A practical example
The London team is growing and wants to add three new salespeople:
A Company Administrator adds the three new users.
There are only two free licenses, so one user becomes a Pending user.
The Company Administrator sees a message that more licenses are needed, and contacts an Account Owner.
The Account Owner opens the Subscription Management page and adds one more license.
The Pending user is activated and can now log in.
This is how licenses, Account Owners, and Pending users work together as your team grows.
Frequently asked questions
What can you do on the Subscription Management page?
Admins can view an overview of the subscription, including total users, regular licenses left, supporter licenses left, and license allocation. Account Owners can also add licenses and open Billing Details.
What is the Account Owner role?
The Account Owner is a required role. It has the same system access as a Company Administrator, plus the rights to purchase and manage licenses and approve commercial changes on behalf of the organization.
Who can order new licenses?
Only Account Owners can order new licenses.
What happens if there are no more licenses and a user is added?
The new user becomes a Pending user, and the admin sees a message that more licenses are needed. When licenses are added, the Pending user can be activated.
How do I fetch my paid invoices?
Account Owners can download invoice information by opening Billing Details from the Subscription Management page.
How can I find who can add more licenses?
Admins can see the Account Owners on the Users page via the Subscription Management button, or on the Subscription page under Settings.
Next steps
Read "How do I add more user licenses?" to learn how to buy licenses.
Read "What is a Pending user, and how do I activate one?" to handle users awaiting a license.
Explore the Subscription Management page to see your current usage.
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