License Server: User and Seat assignment priorities (users, groups, “Others”)

Description

When a user starts the software managed by License Server, the system checks whether the product license is assigned to the current user and/or their machine. The system evaluates assignments in this priority order: individual users, user groups, or unrestricted access (no user-specific restrictions, any Others). For Seats (computer/machine names), the same logic applies, checking the machine name instead of the user. Understanding this priority order helps diagnose access issues when users cannot obtain licenses.

Solution

When a user attempts to run the software, License Server checks in the following order:

• Users list:
  • If the user appears in the list and their entry is checked (enabled), a license is granted.
• Groups and subgroups:
  • If the user is not found in the individual checked users list, License Server searches all active groups and subgroups (those selected in the Organize view or in the right-hand panel).
  • If the user appears in a groups that is checked, a license is granted.
  • Group membership is evaluated using logical OR: being in any allowed group is sufficient.
• Others:
  • If the user is not explicitly allowed in either the users list or any active group, License Server may still grant a license based on the Others setting, depending on license type (e.i. concurrent).

Seat Restrictions follow a similar priority order: License Server applies the same logic to seat assignments, checking in this order: individual Seats in the list, Groups and subgroups, Others.

Recommendations for configuration:

• for Seat-based licenses: 
  • Users restrictions - assign product licenses to Others. Means no restrictions by user names, any user can login and use the software on the assigned computers (seats).
  • Seat restrictions - assign product licenses to Seats or Seat Groups as needed. 
• For Named User licenses:
  • Users restrictions - assign product licenses to Users and User Groups as needed.

  • Seat restrictions - assign product licenses to Others. Means no restrictions by computer names, any computer with the software installed can be used by assigned users.

    Important: Avoid adding the All Users or All Seats groups from the Organize window to the active list. Instead, use defined groups (excluding All Users/All Seats), explicitly add users/seats, or rely on the Others setting based on your license and requirements.

To troubleshoot a user or machine that cannot get a license:

1. Verify that the user or machine is not listed as unchecked in the Users or Seats list.
   • For Seat-based licenses: If specific users are listed but unchecked while Others is enabled, the license will be available to all users except those explicitly unchecked.
   • For Named User licenses: If specific machines are listed but unchecked while Others is enabled, the license will be available to all machines except those explicitly unchecked
2. Confirm that any groups the user belongs to are active (checked) and correctly synchronized from directory services if applicable.
3. Review the Others setting to see whether unknown users should be allowed or denied.
4. After adjusting user or group assignments, restart the License Server. Ask the end user to launch the software again.
5. Document your final configuration so that future user additions follow the intended assignment model (per-user, per-group, or a combination). Save the latest configuration file with Restrictions and Settings.