Manage licenses

As an administrator or member of a custom role with the privilege to manage licenses, you use ArcGIS Online to specify which members have access to licensed apps that aren't already included in their assigned user type. For example, you can assign add-on licenses for licensed apps such as ArcGIS Pro, ArcGIS Navigator, ArcGIS AppStudio, ArcGIS Business Analyst web app, ArcGIS Insights, and other apps sold through ArcGIS Marketplace that require a license. You can also assign add-on licenses for apps that were purchased separately, for capabilities and apps included in organization extensions, or for user type extensions.

Note:

Organization extensions in ArcGIS Online have unique configurations. Refer to the extension documentation for details.

You can view license and user type details and configure add-on licenses for a single product at a time and multiple products at once. Organizations with ArcGIS Pro licenses also have the option of disabling offline usage of ArcGIS Pro for all users in the organization.

View license and user type details

The licensing page includes details about your organization's add-on licenses and user types, including compatibility tips that help you make decisions when managing licenses.

Tip:

For a preview of the number of licenses and user types available and assigned to members, refer to the Add-on licenses and Members cards on your organization's Overview tab.

1. Verify that you are signed in as an administrator of your organization or a member of a custom role with the privilege to manage licenses.
2. At the top of the site, click Organization and click the Licenses tab.
3. Click the User types tab to see the assigned and available user types in your organization, as well as the included licenses, compatible add-on licenses, and compatible roles for each user type.
4. Click the Add-on licenses tab to see the add-on licenses you have available and assigned in your organization, as well as compatible user types for each.
5. In the ArcGIS Pro section, click View license activity to see which members are currently using ArcGIS Pro, the last time they used the app, and whether members have checked out their license (if offline usage is permitted in the organization). You can only view license activity for members currently assigned ArcGIS Pro.

   You can search the members by name to filter the list. A green dot next to the last used date indicates that the member has used ArcGIS Pro in the last 30 minutes. A red dot and a Disconnected label indicate that the member has checked out their ArcGIS Pro license for offline use.

License:

The ArcGIS Image for ArcGIS Online user type extension is replaced with a new licensing model.

The ArcGIS Image Hosting capability is included in the Creator, Professional, or Professional Plus user types. Additionally, member roles must include at least one of the following privileges: Publish hosted tiled imagery layers or Publish hosted dynamic imagery layers.

The ArcGIS Image Analysis capability is included in the Professional and Professional Plus user types. Additionally, member roles must include the Imagery analysis privilege.

For more information about licensing, roles, and privileges, review User types, Member roles, and Privileges granted to roles.

Configure add-on licenses for one product

To configure add-on licenses for a particular product, complete the following workflow. You can use this workflow to assign or unassign the same product for one or more members at a time.

1. Verify that you are signed in as an administrator of your organization or a member of a custom role with the privilege to manage licenses.
2. At the top of the site, click Organization and click the Licenses tab.
3. Locate the add-on license you want to change. If necessary, search the licenses by name. Click Manage.
4. In the window that appears, find the member or members whose license you want to manage. To search the list of organization members, type the member's name in the search box. Use the filters to narrow the list of members.

   For example, you can filter the list to show only members with a particular user type and role, those who have signed in in the last day or a specified date range, or members in a specific group who are assigned an ArcGIS Pro license.

5. Turn on the license assignment next to each member and choose whether you want to notify the member by email. To assign the specified add-on license to all applicable members that appear on the page, click Manage all on page.

   If you aren't prompted to email members, you may have saved the email setting when you assigned a license earlier. Sign out, close the browser, and sign back in to see the email options again.

   Caution:

   To prevent the email notifications from being returned as undeliverable, verify the member's email address first.

   If you can't assign the license to a particular member because it's not compatible with their user type, you can update user types on the Members tab.

6. If you're unassigning a license, turn off the license assignment next to each member. To unassign the specified add-on license from all applicable members, turn on the filter to show only members with that license assigned and click Manage all on page.

   You cannot unassign ArcGIS Pro or ArcGIS Drone2Map licenses from users who checked out a license.

7. Close the window to return to the licenses page.

End an active ArcGIS Pro session

Sometimes you may need to end a member's active ArcGIS Pro session to release an add-on license for another member to use.

1. Verify that you are signed in as an administrator of your organization or a member of a custom role with the privilege to manage licenses.
2. At the top of the site, click Organization and click the Licenses tab.
3. In the ArcGIS Pro section, click View license activity.
4. In the window that appears, search the members list and click the row for the member to view activity details.
5. Click End session.

   If the member has set an alias name for the workstation from within ArcGIS Pro, you can use that to help confirm the session to close. In ArcGIS Pro, the member starts receiving notifications about the session ending as the app begins to shut down. The member can have up to three simultaneous ArcGIS Pro sessions.

Configure add-on licenses for multiple products

To configure add-on licenses for multiple products at once, complete the following workflow. You can use this workflow to change the add-on licenses for one member or a selected set of members.

1. Verify that you are signed in as an administrator of your organization or a member of a custom role with the privilege to manage licenses.
2. At the top of the site, click Organization and click the Members tab.
3. Search for members by name or username and apply filters to narrow the members list. Sort the list as desired, such as by name or last login date.
4. Click the More options button in the member's row and click Manage add-on licenses.

   Tip:

   To change multiple members at once, check the box next to the name of each member for whom you want to assign or unassign the same add-on licenses. You can select up to 100 members at a time. The selected set is maintained while you search and filter all the members in your organization, even across multiple pages. If necessary, click the members selected drop-down menu to review and revise your selection once you've modified your initial search or filter. Above the list of members, click Manage add-on licenses.

5. In the window that appears, select or deselect the add-on licenses that you want to change.
   • If you selected multiple members, you can only assign add-on licenses that are compatible with all the selected members' user types. If necessary, click the members selected drop-down menu to remove any members with an incompatible user type. To review what's compatible with your organization's user types, go to the Licenses tab and click User types.
   • You cannot unassign ArcGIS Pro or ArcGIS Drone2Map licenses for members who checked out a license.
6. To notify the member by email that you have assigned a license to them, enable Email members about newly assigned licenses.

   Caution:

   To prevent the email notifications from being returned as undeliverable, verify the member's email address first.

7. Click Save.

Manage ArcGIS Pro settings

Organizations requiring more control over ArcGIS Pro licenses, including offline usage, can manage ArcGIS Pro settings from the Licenses tab.

Do the following to manage ArcGIS Pro settings:

1. Verify that you are signed in as an administrator of your organization or a member of a custom role with the privilege to manage licenses.
2. At the top of the site, click Organization and click the Licenses tab.
3. Click the Add-on licenses tab.
4. In the ArcGIS Pro section, click Manage ArcGIS Pro settings.
5. Optionally, turn on the Prevent members from taking ArcGIS Pro offline toggle button to prevent organization members from using ArcGIS Pro offline.

   ArcGIS Pro users who are already working offline when this setting is enabled will be allowed to check back in, but any future attempts to take an ArcGIS Pro license offline will generate an error.

   If offline usage of ArcGIS Pro is permitted in your organization, and you are using 3.4 or later, you can turn on the ArcGIS Pro can only be taken offline for a set period toggle button to specify the maximum duration that ArcGIS Pro licences can be taken offline.

   You can set a maximum duration of between 1 and 365 days. However, if you enter a number that is higher than either the number of days remaining in the organization's ArcGIS Online subscription or the number of days remaining before the member's ArcGIS Pro license is renewed, the actual maximum number of days that an organization member will be allowed to take an ArcGIS Pro license offline will be whichever number is lowest.

   For example, if the organization's ArcGIS Online subscription is set to expire in 5 days, there are 10 days remaining for a member's ArcGIS Pro license, and you specify 15 days for the ArcGIS Pro can only be taken offline for a set period setting, the member will only be allowed to take ArcGIS Pro offline for a maximum of 5 days.

6. Optionally, under License expiration notice, set a notification period for alerting ArcGIS Pro users when their ArcGIS Pro license is about to expire.

   You can have ArcGIS Online display notifications starting 1 to 15 days (including weekends) before the expiration date. Once the license has been renewed, notifications are no longer displayed. A longer notification period is recommended for organizations that rely on ArcGIS Pro users alerting administrators that their licenses will expire soon. For subscriptions that are automatically renewed—typically between 4 and 7 days before the expiration date—starting notifications between 4 and 7 days before expiration can help reduce the number of ArcGIS Pro renewal requests sent to administrators. If your organization does not plan to renew licenses, configuring an adequate notification period helps ensure that organization members have sufficient time to complete their work before their ArcGIS Pro licenses expire.

7. Click Save.

Configure user type extensions

User type extensions are licenses that extend the capabilities of ArcGIS Online for specific users in an organization. They can be included as part of a user type or as an add-on license.

Assign a user type extension license on the Licenses tab

To assign a user type extension license to a member of the organization on the Licenses tab, do the following:

1. Verify that you are signed in as an administrator of your organization or a member of a custom role with the privilege to manage licenses.
2. At the top of the site, click Organization and click the Licenses tab.
3. Click the Add-on licenses tab.
4. In the User type extensions section, find the license you want to manage. Click Manage.

   You can also click Compatible user types to see the list of user types that are compatible with the extension, based on the privileges granted to those user types.

5. Turn on the license assignment next to each member and choose whether or not you want to notify the member by email. To assign the specified user type extension license to all applicable members that appear on the page, click Manage all on page.

   If you can't assign the license to a particular member because it's not compatible with their user type or role, you can update user types and roles on the Members tab, or you can assign them a role with the privileges required for the capabilities provided by the extension.

6. To unassign a license, turn off the license assignment next to each member. To unassign the specified user extension license from all applicable members, turn on the filter to show only members with that license assigned and click Manage all on page.

You can also manage user type extensions from the Members tab.

Assign a user type extension license on the Members tab

To assign a user type extension license to one or more members of the organization on the Members tab, do the following:

1. Verify that you are signed in as an administrator of your organization or a member of a custom role with the privilege to manage licenses.
2. At the top of the site, click Organization and click the Members tab.
3. Search for members by name or username and apply filters to narrow the members list. Sort the list as desired, such as by name or last login date.
4. Click the More options button in the member's row and click Manage add-on licenses.

   Tip:

   To change multiple members at once, check the box next to the name of each member for whom you want to assign or unassign the same add-on licenses. You can select up to 100 members at a time. The selected set is maintained while you search and filter all the members in your organization, even across multiple pages. If necessary, click the members selected drop-down menu to review and revise your selection once you've modified your initial search or filter. Above the list of members, click Manage add-on licenses.

5. In the window that appears, select or deselect the user type extension licenses that you want to change.

   If you selected multiple members, you can only assign user type extension licenses that are compatible with all the selected members' user types. If necessary, click the members selected drop-down menu to remove any members with an incompatible user type. To review what's compatible with your organization's user types, go to the Licenses tab and click User types.

6. To notify the member by email that you have assigned a license to them, enable Email members about newly assigned licenses.

   Caution:

   To prevent the email notifications from being returned as undeliverable, verify the member's email address first.

7. Click Save.

Considerations for managing licenses

When managing licenses in ArcGIS Online, consider the following:

• If an app is included with a member's assigned user type, you don't need to assign the member an add-on license for that app. For example, a member assigned a Creator, Professional, or Professional Plus user type already has a license for ArcGIS Pro, so you don't need to assign ArcGIS Pro to that member as an add-on license. If you're not sure what apps a member can already access, view their profile to see the licenses included with their user type and any assigned add-on licenses. (Go to the Organization page and click the Members tab. Find the member whose profile you want to view, click the More options button , and click View profile.)
• Your organization must be provisioned for ArcGIS Pro or specific additional products such as ArcGIS Navigator before you see those products on the Licenses tab and can manage add-on licenses for those products.
• For ArcGIS Marketplace apps, you only manage licenses that have been licensed by members. Items that have been licensed by the organization must be shared with groups in your organization.
• The first time a licensed member signs in to ArcGIS Navigator, they must be connected to their licensing portal. After that, they can download mobile map packages, go offline, and use Navigator offline. If they choose to sign out of Navigator, they must be able to connect to the licensing portal to sign back in.
• Each product has a corresponding card on the licenses page that shows the number of add-on licenses available to assign and compatible user types.
• It is possible for your organization to exceed the number of licenses available, resulting in a negative number available. This can happen if you assign licenses to your members but are later entitled to fewer licenses, such as if you make changes to your maintenance agreement or you are using trial licenses. Upon the expiration of any license in your organization, you must unassign the expired license so your organization's members are only assigned valid licenses. Members with an expired user type will not be able to sign in. Members with an expired add-on license will not be able to use the license.