License
What the License page shows
Configuration → License (administrators only) shows what your workspace is entitled to and how much of it is in use.
- The plan, its kind (Trial, Subscription or License) and where the workspace stands: Active, Read-only or Due for deletion.
- When the license expires and how many days are left. A new workspace starts on a trial the moment its first administrator registers, where the provider issues trials. A workspace with No license is read-only until a license is applied, and is never deleted for it.
- Usage: Users, Customers and Storage, each against its limit. A user counts while an administrator has not blocked the account; customers count whether active or not; storage is the size of the stored files. The numbers can be up to a minute old.
- Requests to the AI this month: the AI companion's requests this month and, on the platform's account, the share of the plan's monthly AI allowance used.
The trial
Where the provider issues trials, a new workspace starts on one the moment its first administrator registers. Nobody applies anything.
- The page shows the plan of the trial, its limits, the day it ends and the days left. The limits hold during the trial as they do afterwards.
- A trial runs until the end of its last day.
- In its last seven days the notice in the top bar counts the days, and the administrators receive emails.
- When it ends the workspace becomes read-only for 30 days. Nothing is removed in that time.
- A subscription or a license applied before or after the end continues the same workspace: what was entered during the trial stays as it is.
When a limit is reached
A limit stops additions and nothing else. Whatever the workspace already holds stays as it is, even when a new license allows less than what is in use.
| Limit | What is refused | What frees room |
|---|---|---|
| Users | Inviting a user, creating one, registering, and unblocking a blocked user | Blocking or deleting a user |
| Customers | Creating a customer, by hand or from an import | Deleting a customer |
| Storage | Uploading files that do not fit in what is left | Deleting files, or replacing one with a smaller one |
- An invited user counts from the moment the invitation is sent. Sending it again takes no further place.
- A user locked out after wrong passwords keeps their place.
- The message names the limit, and the usage above shows how far the workspace is from it.
- A larger plan lifts the limit as soon as its license is applied.
A workspace with a license also has a ceiling on how many requests it sends per minute, shared by all its users. Ordinary work stays far below it. Past it, the application answers Too many requests for the rest of the minute.
Applying a license
Where the provider issues licenses, the trial and every license issued for the workspace afterwards are applied on their own: you only use this box for a license file you received for this workspace. Where the provider sends licenses as files, every license arrives this way, when the workspace is started, renewed or changed. Paste its text into License text, or use Choose a file, then Apply license.
The new license replaces the one in force at once, for everyone: nobody has to sign in again. The text must be exactly as received. When a license is refused, the page says why: it was changed after it was signed, it was issued for another workspace or another installation, or the workspace already has a newer one. Ask for a license opens the contact your provider set for it.
Every license applied is recorded in the security log.
The notice in the top bar
A notice appears in the top bar, for every user, in three cases. Select it to read the details.
| Notice | Meaning |
|---|---|
| Trial: 3 days left | The trial ends within seven days. Nothing is restricted yet |
| Read-only until a date | The license expired. The date is the day the workspace will be deleted |
| No license | No license is applied. The workspace is read-only until an administrator applies one |
Reactivate opens the contact your provider set for it. See the license is shown to administrators, and Apply a license opens the box to paste or choose the license file.
Where the provider sends licenses as files, an administrator who signs in to a workspace with no license is asked for it right away, once per session. Later closes the request; the notice stays until a license is applied.
When the terms of service change
A workspace created through sign-up accepted the provider's terms of service when it was created. When the provider publishes a new version, an administrator who signs in is asked to accept it, once per session. One administrator accepts for the whole workspace, even while it is read-only. Later closes the request, and it comes back at the next sign-in. A workspace your provider created for you, which never accepted terms here, is not asked.
Emails about the license
The workspace's administrators also receive an email, each in their own language, at these moments. Each email is sent once per license; a new license starts the series again.
| License | Emails |
|---|---|
| Trial | 7 days and 2 days before it ends, when it ends, and 10 days and 3 days before the workspace is deleted |
| Subscription or license | When it ends, then 30, 10 and 3 days before the workspace is deleted |
The email names the dates and has a button that opens this page. The emails 10 and 3 days before the deletion also count the days left and recommend downloading the data with Export data. Administrators who are blocked, or who never confirmed their email address, do not receive it.
When the license ends
When the license expires the workspace is not closed: it becomes read-only, and stays so for 30 days after a trial and 90 days after a subscription or a license. After that it is deleted. A workspace with no license is read-only in the same way, for as long as it has none, and is not deleted for it.
Read-only workspaces says what still works, what is refused and how the state ends.