Unlicensed employee (no user license) is any employee listed in your employee records who either had their license revoked or has not been assigned one yet.
- you don’t pay for unlicensed users
- an unlicensed user cannot sign in
- you can still manage them in HR (see below)
- you can assign them a manager or employee license
Employees don’t have a license until you assign one
- Newly added employees have no license until you assign one
- In the admin Users list, they appear as employees without a license
- You can still manage unlicensed users as part of HR/people operations
- Employees without a license cannot actively use the system
- If you want employees to actively use the system, you must assign them a license
How to work with employees without a license
An unlicensed employee cannot actively use the system. However, as an HR manager or asset administrator, you can still manage their records and related information. Here’s how.
- Maintain employee profiles for all staff in your HR records
- Add them as responsible or accountable persons
- Track all related information about them
- You can issue work equipment to employees without a license
License Removal
- When an employee leaves, we recommend removing their license
- After a license is removed, the user account remains, including the full history and all actions the user performed
- Remove a license if you are reducing your number of users or if some employees are inactive and you don’t want them to count against your user quota
Permanently deleting a user account
- You can permanently delete accounts for team members who do not have a paid license
- If the person previously had an active user role (for example, as a manager or employee), all their account history and activity will be permanently removed
- This action is irreversible—delete only when you are sure