Knowledge Base

Browse our knowledge base articles to quickly solve your issue.

Licences & Modules

There are three tabs within Licences & Modules:

  • Licences - Here you can see information about your licence entitlement (based on your contractual agreement with Workbooks). You will see how many licences you have for each edition of Workbooks, and any extensions that have been purchased, along with the dates within which the licences are valid.
  • Licence Usage - This screen shows how many of your licences are in use and how many are left to be allocated, or have been over allocated (shown as a negative number).
  • Modules - You can simplify things for your users by turning off any modules that are not being used.  This affects the accessibility to modules for your whole user-base and overrides any access granted via Capabilities. If you have more than one database in the same account, be aware that switching modules on/off makes the same changes across all your databases. 

NOTE: In order for any changes you have applied to take effect, Users will need to log out of Workbooks and log in again.

In order to be able to assign records and tasks to users (via the Assigned To field), the person to whom you want to assign the record must have a valid Licence allocated to their User record.

For more general information about licensing, click here to be taken to a Forum post addressing commonly asked questions. Alternatively, click here to find out how to deactivate user licences.

Over-allocated Licences

If the number of Licences being used exceeds the Licence entitlement (for either Editions or Extensions), a banner will appear at the top of the Workbooks User Interface screen (for all Users). Clicking on the banner will display the licence usage, with over-allocated licences highlighted.

Any User, whether Enabled or Disabled is counted in the licenced units for an Edition or an Extension, if the User is allocated a licence:

  • Disabling a User prevents that User from logging on, but they are still licensed and may have records assigned to them.
  • If a User does not have a valid licence allocated to them, other Users will not be able to assign records of any type to them. However, any records already assigned to the unlicensed User will remain assigned to them.
  • To deny a User access to all of the databases on your account (if, for example, they have left the organisation) unallocate both their licensed Edition and all Extensions and untick the 'Login Enabled' checkbox.

There are a number of solutions available where licences have been over-allocated:

Option 1

If the User does not need access to the service, simply remove the allocated licence. To do this, go to Start > Configuration > Users & Security > Users and then click on the User you wish to amend. In the Licence section, click on the dropdown picklist next to Allocated Edition and change the setting to 'No Edition (login denied)'. Then, from the Allocated Extensions list, untick all allocated extensions. Any records assigned to the User will remain assigned to them.

Option 2

The User can be deleted. Any records to the User will be re-assigned to the Unassigned Queue. We recommend caution with this approach as it cannot be undone.

Option 3

Additional licences can be purchased from Workbooks by contacting the Workbooks Sales Team using the details below.

NOTE: Before disabling or deleting a User record, please ensure that the User does not own any processes, scripts, web keys or Own Organisations. Deleting or disabling Users on your database can affect how Workbooks operates for your organisation. If you are unsure, please contact the Support Team before making any changes.

To upgrade your current licence(s), contact the Sales Team by phone on +44 (0)118 3030 100, email them at or chat to them live by clicking on the Live Chat button from the Workbooks pricing page.

Related content

How to set up new users, including what information is required, assigning them to an Own Organisation, adding to user groups and controlling which database(s) they access.

Information about disabling users access to your Workbooks account by removing the Edition and Extensions allocated to them, or just removing access to a specific database.