Lucid admin panel: License settings

Access the License settings page

To get to the License settings page, follow these steps:

1. Select Admin.
2. Click License settings in the left-hand menu.

Adjust license settings

There are dropdown options for Lucidchart, Lucidspark, and Lucid Suite settings. Under these pages you can select your license settings for the corresponding product. 

When a new user joins the account or requests a license

This setting determines what happens when a new user joins your account, whether added manually or via domain control. These settings differ slightly depending on whether or not your account has auto-upgrade enabled, so be sure to reference the appropriate section.

Auto-upgrade is off

These settings address the experience for any accounts that don’t have auto-licensing enabled:

• Instant access: Automatically grant licenses to new members when they join, using your existing, pre-purchased inventory. When your licenses are fully utilized, joining members will not receive a license. This setting will never trigger an automatic purchase or additional billing.
• Manually approve, unless a license is available: Automatically approve license requests immediately using your existing, pre-purchased inventory. When your licenses are fully utilized, existing requests will move to manual approval. 
• Manually approve after threshold: Automatically approve license requests immediately until 5% of your license inventory remains. Remaining requests will move to manual approval. This setting will never trigger an automatic purchase or additional billing.

Any users that aren’t automatically granted a license on Enterprise accounts will be added as limited-access users. Check out our article to learn more about Limited-access users on an Enterprise account.

Auto-upgrade is enabled

If your account does have auto-upgrade enabled, as covered in our Automatically add licenses with auto-upgrade article, the settings available to you will differ slightly:

• Instant access: New members receive licenses instantly. If no seats are available, new licenses will be automatically added to your subscription and charged to your account.
• Automatically approve: New license requests are approved instantly. If no seats are available, new licenses will be automatically added to your subscription and charged to your account.
• Manually approve after threshold: Automatically approve license requests immediately until 5% of your license inventory remains. Remaining requests will move to manual approval.

Any users that aren’t automatically granted a license on Enterprise accounts will be added as limited-access users. Check out our article to learn more about Limited-access users on an Enterprise account.

When no more licenses are available

Learn more about how to Automatically add licenses with auto-upgrade in our article. This functionality is available to both Team and Enterprise accounts.

Use organizational groups 

Organizational groups are available to Enterprise accounts only.

Using Lucid’s organizational groups, you can differentiate license settings for different groups within your organization. To assign license settings to a particular group, select a group from the left-hand “Organization and groups” navigation menu before adjusting the license settings.

License request settings

If you have selected “Manually approve”, you will see additional options appear in the License settings page for license request settings.

License request management

This setting determines how you will manage license requests if you opt to do so manually. 

Opt to receive license requests and manage them from within the User Management page, as explained in the Manage pending license requests section below.

Alternatively, redirect users to a service desk or external URL to manage their requests outside of Lucid.

• If your account hasn't previously set up a custom redirect link, you won't see the option to add one directly in the admin panel. Please contact Support with the URL of your service desk, and our team will assist you.
• If your account already uses a custom redirect link, you will continue to see and manage this setting directly in your admin panel.

Set notification preferences for license requests

This setting determines who receives the license request notifications when a new user requests a license or joins the account. 

• The default is to send emails to account admins, who can manage their notification frequency under Notifications.
• Alternatively, you can opt to enter one or multiple email addresses (for team members who may not be admins, but will manage these requests). 
  • Note: If you select this option, account admins will no longer receive license request notifications.

Notifications

Under License settings in the left-hand navigation, select Notifications to select individual license request notification preferences. Check a box to choose whether you want to receive emails immediately or in a weekly digest.

The account owner and each account admin on your account must set their own notification preference by visiting this page. This setting is for the individual and not for the entire account.

For users without an Organizational Group Administrator

For users with an Organizational Group Administrator

Manage pending license requests 

If a limited-access user (Enterprise only) on your Lucid account has requested a license, the request will appear on the Users page of your admin panel above the User list. To grant or deny licenses to Pending Requests, select Approve or Deny on the User page. To see all requests, select Manage requests.

To ensure users have the information they need to be successful in the product, Lucid will notify the user when their license request is granted or denied. 

FAQ

How do I add more licenses?
There are two options to increase your license count: auto-upgrade or through the admin panel.

With auto-upgrade, licenses will automatically be granted when new users join the account or request a license. For more information on how to Automatically add licenses with auto-upgrade, read our article.

You can also add more licenses through the admin panel. To learn how, check out our Add more Lucid licenses article.

How are license requests generated?

If you manage licenses through the admin panel, license requests will populate in your queue when a user takes any of the following actions:

• Clicks a button within Lucid to request a license.
• Attempts to create a new document.
• Clicks a request license link in an email from Lucid.
• Shares an editable document and requests a license for the collaborator.
• Edits a document shared with them.

I am using a service desk to manage licenses. Will I still see pending requests in the Lucid admin panel?
Pending license requests are visible from the Lucid admin panel regardless of whether or not you are managing user licenses by redirecting to an external service desk. When a license is granted from your service desk, the pending license in the Lucid admin panel will disappear.

What is the difference between delicensing and deleting a user on my account?
When you delicense a user, they remain on your account as a limited-access user. You'll be prompted to transfer their documents to another user or delete their documents. Delicensing is only available to Enterprise accounts.

When you delete a user, they are removed from your Lucid account altogether. Their account will be deleted from Lucid entirely, and you will be prompted to transfer their documents to another user on the account.

What capabilities do limited-access users have?
Limited-access users can access documents made by other users on their account, but cannot create or edit them. See our Limited-access users on an Enterprise account article for details on the set up of and available functionality for limited-access users.

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