Who this is for: Administrators, team leads, librarians, IT managers, and organizational coordinators responsible for managing Rayyan Institutional accounts.
Estimated time to read: 3-5 minutes
What this article will help you do
- Understand what an Institutional license is and what it represents
- Learn how the license-based access model works inside Rayyan
- Identify the difference between Licensed Users and Free Users
- Understand how review limits work under Institutional plans
- Build a clear mental model for how access, collaboration, and ownership function across your organization
What a License Represents
A license grants one named user access to the paid features included in an Institutional subscription.
Key rules:
Each license is assigned to one user at a time
Licenses are owned by the institution, not by individual users
A license controls feature access, not review ownership
How the License-Based Model Works
Under an Institutional subscription:
Licensed users receive full access to paid features included in the plan
Licensed users can create reviews and use paid features within those reviews
Licensed users can collaborate with other licensed users with full paid access
Paid feature access follows the user’s license, not the review
A user’s license status determines whether paid features are available wherever that user participates.
Review Creation and Review Limits
Reviews created under an Institutional subscription are:
Created and owned by individual users
Governed by organization-wide review limits
Important rules:
All reviews created by licensed users count toward the total active review quota included in the Institutional plan
Review limits are shared across the organization
Review limits are not allocated per user and are not configurable at the review level
If the organization-wide review limit is reached, no additional active reviews can be created until capacity is freed or the subscription is adjusted.
Licensed Users vs Free Users
Institutional subscriptions support two user categories:
Licensed Users
Consume one license
Have access to paid features included in the plan
Can create reviews and collaborate with full feature access
Free Users
Do not consume a license
Have limited or read-only access
Cannot use paid features
Free users can be invited to participate without affecting license usage or review limits.
Scope of Access Under Institutional Subscriptions
Under Institutional subscriptions:
Paid feature access is user-based
Review limits are organization-based
Review ownership remains with the user who created the review
Access scope is determined by license status and collaboration permissions.
It is not determined by review ownership.
License Management (Conceptual)
Licenses are:
Purchased at the Institutional level
Centrally managed
Reassignable as organizational membership changes
License assignment and reassignment steps are covered in a separate article.
Next
How to Assign Licenses (Institutional Packages)
Previous
Understanding Rayyan’s New Subscription Packages
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