License Pack Administration

Overview

This article provides guidance for Pack Administrators (Pack Admins) on managing licenses within a SharpCloud instance. Pack Admins are responsible for allocating subscriptions, managing access, and maintaining license packs to ensure users have the correct level of access.

Pack Admins work alongside System Administrators, who have broader control over the SharpCloud environment.

What are License Packs?

License Packs (or Subscription Packs) are used to manage purchased SharpCloud subscriptions. Each pack contains:

• A set number of licenses available for assignment

• An expiry date, after which all subscriptions in the pack lapse

There are three types of License Packs:

1. Full License Pack

   • Provides Collaborator access (create and edit stories)

2. Individual Read-only Pack

   • Provides view-only access

3. Directory Read-only Pack

   • Automatically assigns read-only access via SSO login (organization-wide)

Role of a Pack Administrator

Pack Admins are responsible for ensuring users are assigned the correct subscription type. Their key responsibilities include:

• Assigning users to License Packs

• Allocating Full or Read-only subscriptions

• Assigning Pack Admin roles to other users

• Managing access to Connected Stories Templates

• Deactivating user subscriptions

Note: The level of control depends on how the pack is configured by a System Admin.

System Administrator vs Pack Administrator

System Administrators can perform all Pack Admin tasks, plus:

• Manage user accounts (including disabling users)

• Create and configure License Packs

• Assign System and Pack Admin roles

• Monitor usage and manage system-level settings

Pre-requisites

To perform the Pack Admin role:

• You must have an active SharpCloud license

Accessing Manage Licenses

To access the license management area:

1. Sign in to SharpCloud

2. Click your profile image (top-right corner)

3. Select Manage Licenses

If you do not see this option, contact a System Admin to request Pack Admin access.

Understanding the Customer Pack Screen

The All Customer Packs screen displays packs you manage, including:

• Pack Name – Descriptive name of the pack

• Domains – Associated email domains for user visibility

• Type – For reporting purposes

• Expiry – Pack expiration date

• Licenses – Breakdown:

  • Total / Allocated to sub-packs / Assigned / Available

• License Type – Full, Individual Read-only, or Directory Read-only

• Parent Pack / Top-Level Pack – Displays hierarchy for sub-packs

Managing a Pack

Click Manage next to a pack to open its management screen.

Key sections include:

• Manage Pack Admins – Assign or remove Pack Admins

• Manage Sub Packs – Create sub-packs to organize licenses

• Key Information – View pack details

• Assign Licenses – Add users to the pack

• User List – View and manage assigned users

Assigning Subscriptions

To assign a license:

1. Enter the user’s email or username

   • Multiple users can be added using semicolons

2. Click Assign License

Results:

• License status is set to Assigned

• Assignment details are recorded

• Users receive an email invitation if they don’t yet have an account

• License becomes active upon login or session refresh

Users will see a colored border indicating license type:

• Blue – Full license

• Orange – Individual read-only

• Green – Directory read-only

Deactivating Subscriptions

To deactivate a user’s license:

• Click De-Activate next to the user

• 

• Status changes to De-activated

Effects:

• User loses access within that pack

• If no other active licenses exist, the user cannot access non-public stories

Subscriptions can be restored using the Reactivate option.

Note: Deactivation does not remove access to the user’s SharpCloud account itself

Additional Notes

• Users can belong to multiple packs, but only one license per pack

• Subscriptions remain active until the pack expiry date

• Expired packs automatically deactivate all contained subscriptions

• Pack Admin responsibilities may vary depending on configuration