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How to Assign Licenses (Institutional Packages)

  • Updated

Who this is for: Institutional administrators, team leads, library coordinators, and anyone responsible for managing organization‑level access in Rayyan.

Time to complete: 3–5 minutes

 

 

 

What this article will help you do

  • Understand when a license must be assigned
  • Learn how to assign a license through the Admin Panel
  • Understand how license consumption works
  • Know the difference between Free Users, Licensed Users, and Enterprise Admins
  • Learn how to manage and reassign licenses at the organizational level

 

 

 

When You Need to Assign a License

You need to assign a license when:

  • Adding a user who requires full paid access

  • Enabling paid features across collaborative and personal reviews

 

 

 

How Licenses Are Assigned

Licenses are assigned through the Admin Panel. To Assign a License, the subscription owner will need to follow the below steps:

  1. Access the admin panel from this link (https://rayyan.ai/admin)
  2. Navigate to Users
  3. Click on Invite User to Enterprise
  4. Enter the user’s email address and send the invitation
  5. Once the user accepts, open their profile

  6. Assign a license and, if needed, promote them to Enterprise Admin or Co-Owner

     

Important Notes (Licenses)

  • Free Users do not consume licenses
  • Licenses are centrally managed from the Admin Panel
  • Reassigning a license does not affect the user’s review data or ownership
  • A license applies to one user at a time
  • The number of available licenses depends on your Institutional package

 

 

Managing Licenses

Within an Institutional subscription:

  • Licenses are purchased at the organization level
  • Each license is assigned to one named user
  • Licenses can be reassigned at any time as staffing or team needs change

Reassignment is commonly used when:

  • Staff transition in or out of projects
  • Temporary collaborators finish their tasks
  • A team restructures responsibilities

 

 

What Are the Privileges of an Enterprise Admin?

Enterprise Admins have elevated permissions within the Institutional environment.

Enterprise Admins can:

  • Access the Admin Panel

  • Invite users to the enterprise

  • View, access, edit, or delete reviews created by licensed users

  • Control blinding settings for reviews owned by licensed users

Enterprise Admins cannot:

  • Promote or demote other users to Enterprise Admin or Co-Owner

 

Role clarification

  • Enterprise Admin
    Can perform all owner actions except promoting or demoting other users

  • Enterprise Owner (Co-Owner)
    Can perform all owner actions, including promoting or demoting users

 

 

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Institutional Packages: How the License-Based Model Works
 

 

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