User-Level Licensing
Your plan buys a number of seats; this article is about handing them out. Each seat is one checkbox on a user record — REDA Financials AI — and it gates the actions that write to your books.
Assigning a licence
Open the user record and tick REDA Financials AI
That’s the licence. The user can now post transactions, use OCR, and touch every AI-powered feature. The Subscription tab’s User Licences card counts it immediately.
Pair it with a permission set
The licence says may use REDA Financials; the permission set says as what role. Every working user needs both — see Permission Set Assignment.
The seat cap
Assignments are counted against your purchased licences, live. Ticking one user too many is blocked on the spot: "Cannot enable REDA Financials for this user. All {0} licences are in use." — with your seat count in place of the placeholder. Free a seat by unticking a departed user, or grow the plan. (Org-wide plans — like the evaluation tier — skip the cap entirely: everyone’s licensed, and the Subscription tab’s User Licences card reads Unlimited.)
The two messages this article prevents
User licensing surfaces to your team as exactly two messages. Recognising them turns a support ticket into a thirty-second fix:
| Message (verbatim) | Who sees it, when | The fix |
|---|---|---|
| "You must be a licensed REDA Financials user to create, edit, or delete Accounting Transactions. Contact your administrator." | An unlicensed user trying to do work that writes to the books — posting, most commonly | Tick REDA Financials AI on their user record (and confirm they hold a working permission set) |
| "Cannot enable REDA Financials for this user. All {0} licences are in use." | The administrator, at the moment of ticking the checkbox with no seats left | Untick a user who no longer needs a seat, or purchase more licences from REDA |
Note what an unlicensed user is not blocked from: reading. Dashboards, reports and record views work fine without a seat — the licence gates writing to the books, which is exactly why read-only stakeholders don’t need one.
Offboarding checklist
- Untick REDA Financials AI — the seat returns to the pool instantly.
- Remove the permission sets; reassign record ownership per your org’s practice.
- History survives: everything the person posted stays posted, stamped with their name, forever. Licences gate future actions, never the audit trail.
Common mistakes to avoid
| Mistake | Why it hurts | Do this instead |
|---|---|---|
| Spending seats on read-only stakeholders | Executives and auditors who only view reports burn licences that posting staff need — and never notice the difference | Give viewers the Read Only permission set with no licence; seats are for people who write |
| Ticking the checkbox and calling onboarding done | The licence says may use; without a permission set the user still can’t open anything useful — cue the confused first-day ticket | Always assign both: the licence and a role-appropriate permission set |
| Leaving departed users licensed | Their seats stay consumed until someone hits the cap message at the worst moment — a new hire’s first day | Put "untick REDA Financials AI" on the offboarding checklist; the seat returns instantly |
| Diagnosing "can’t post" as a licence problem every time | Half the time it’s the other gate — a missing or wrong permission set — and re-ticking the checkbox fixes nothing | Check both gates in order: org licence Active, user ticked, permission set assigned |
| Unticking a user to "block" them mid-investigation | It works, but it frees their seat — someone else may claim it, and re-licensing the user later can hit the cap | Use it deliberately for offboarding; for temporary suspension, follow your org’s user-deactivation practice |
Where to go next
- Subscription Tab — the seat counter.
- Permission Set Assignment — the other half of access.
- Licence Key Architecture — the org-level licence the seats hang off.
Frequently asked questions
Licence and permission are separate gates — check they hold a permission set whose role includes posting (AP, AR, Controller or Admin), and that the org’s licence itself is Active on the Subscription tab.
The write side of REDA Financials: posting transactions, OCR intake, and the AI-powered features. What the person may write is still the permission set’s decision — the two together define a working user.
No. Scheduled automation runs under the platform’s automated process context and never counts against your purchased licences — fifty seats means fifty humans.
Never. Everything they posted stays posted, stamped with their name. The licence gates future actions only — the audit trail is untouchable by design.
You’re on an org-wide plan — the evaluation tier works this way — where every user is licensed and there’s no seat cap to count against. Purchased plans show the used / available / total bar instead.
Mechanically yes — the checkbox is instant both ways. Contractually, follow your agreement with REDA; seats are priced for people, not timeshares.
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