AedisPro

Seats & Licensing in AedisPro

TL;DR: Every user in a tenant needs an active seat license to use AedisPro. If a license is expired, unassigned, or deactivated, the user will see a "No Active License" screen and will not be able to access the application until a seat is assigned.

Overview

AedisPro uses a seat-based licensing model, meaning each active user occupies one seat. Seats determine how many people in your tenant can use the platform at the same time.

Your subscription defines:

  • The total number of seats available
  • Which users currently hold a seat
  • Whether additional seats can be purchased

If a seat becomes inactive — due to expiration, cancellation, or being unassigned — the affected user will lose access until a valid seat is restored.

What Is a Seat?

A Seat represents a license entitlement that allows a user to:

  • Log in to AedisPro
  • Access projects
  • Perform takeoffs, generate BOQs, use AI tools, etc.

Seats are assigned on a per-user basis, and each user must have exactly one active seat to use the system.

When a User Has No License

If a user attempts to log in without an assigned or active seat, they will see the:

"No Active License Available" screen

This occurs when:

  • Their previous seat was unassigned
  • The tenant's subscription expired
  • The maximum number of seats is already used
  • The tenant admin disabled or removed their license

Until the issue is resolved by a tenant admin, the user will not be able to proceed.

Managing Seats

Seats are controlled at the Tenant level. Tenant Admins can:

  • Assign seats to users
  • Unassign seats from users
  • Purchase additional seats
  • Reallocate seats when team members change

Seat Assignment Rules

  • • Each user needs exactly one seat to access the app.
  • • Total active seats = number of users who can access the app.
  • • If all seats are assigned, no new users can be activated until:
    • - A seat is freed, or
    • - Additional seats are purchased.

Assigning Seats to Users

To give a user access:

  1. Navigate to Tenant Settings → Users
  2. Select the user you want to activate
  3. Assign a seat (if one is available)

Once assigned, the user can immediately log in and access the platform.

Unassigning Seats

To free up a seat—for example, when a team member leaves the project:

  1. Navigate to Tenant Settings → Users
  2. Select the user who currently holds a seat
  3. Choose Unassign Seat

The seat becomes available for a new or existing user.

Note: Unassigning a seat does not delete the user; it simply removes their access.

Adding More Seats (Expanding Your Team)

If your tenant has reached the maximum seat limit:

  1. You must purchase additional seats through your subscription plan
  2. After purchase, the new seats appear instantly in your tenant
  3. You can then assign them to new or existing users

This allows your team to scale smoothly without affecting existing access.

Subscription and Seat Limits

Your subscription defines the base number of seats. For example:

Core Plan

Up to 10 seats

Plus Plan

Up to 50 seats

Enterprise Plan

Up to 100 seats

You can always increase the number of seats without changing the plan.

What Happens When a Subscription Expires?

If your tenant subscription expires:

  • All seat licenses become inactive
  • All users will see the "No Active License" screen
  • Access is fully restricted until the subscription is renewed
  • Once renewed, seat assignments are restored automatically

Critical Impact

Subscription expiration immediately blocks all user access. Ensure subscription renewals are completed before expiration dates.

Best Practices for Seat Management

  • • Regularly review seat assignments, especially in large teams
  • • Unassign seats from inactive or temporary users
  • • Purchase additional seats early when planning team expansions
  • • Ensure at least one admin always has an active seat to manage subscriptions

Summary

AedisPro's seat licensing ensures controlled and secure user access:

  • ✓ Every active user requires a seat
  • ✓ Seats determine how many users can work in your tenant
  • ✓ Admins can assign, unassign, or expand seat capacity
  • ✓ Users without a seat will be blocked from accessing the app

This model helps keep your subscription predictable while giving you full control over team allocation.

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