Under Institutional plans, access is controlled through licenses. A license follows the user. A licensed user has full access to plan features in any review they participate in, regardless of who owns the review. However, a license does not override the role assigned in each review. A licensed user invited as a Reviewer will have Reviewer-level access, not Collaborator access.
How licenses work
- Each license is assigned to one user at a time
- Licenses are owned by the institution, not by individual users
- A licensed user has full access to plan features across all reviews they join, no per-review seats needed
- The role assigned in each review (Owner, Collaborator, Reviewer, Viewer) still governs what actions the user can take
- Review limits are organization-wide. All reviews created by licensed users count toward the shared quota
Inviting unlicensed members
Unlicensed users can be invited to individual reviews without consuming a license from the institution's quota. The level of access they receive depends on the role they are assigned in that review.
- Collaborators: have access to the premium features available in that review at no additional cost, with one exception: AI Reviewer (see note below). Their access is limited to the reviews they are explicitly invited to, and they cannot create their own reviews with premium features.
- Reviewers and Viewers: free roles suited for stakeholders or observers who don't need to take actions in the review.
How licenses are assigned
Academic and Business plans
The workspace owner assigns licenses by inviting users to the workspace. Admins cannot assign licenses, only the workspace owner can. To request a license, contact your workspace owner directly.
- Log in to your Rayyan account (you must be the owner of the Academic or Business license).
- Go to rayyan.ai/admin.
- In the admin panel, click the button in the top right corner prompting you to invite a user.
- Enter the member's email address and send the invite.
The member is added to the license instantly and receives Academic or Business access as soon as they accept the invite.
Enterprise plans
Enterprise license assignment is automated. Users are provisioned based on your organization's contract with Rayyan. No manual assignment is needed. For questions about your provisioning setup, contact your dedicated Rayyan account representative.
Removing a licensed user
The workspace owner can remove a licensed user from the workspace, freeing the license for reassignment. This applies the same way across Academic, Business, and Enterprise plans.
- Go to rayyan.ai/admin.
- Click the user you want to remove to open their profile details.
- In the top right corner of their profile, click Remove.
This frees the license immediately, so it can be assigned to another member.
Promoting Enterprise Admins and Owners
On Enterprise plans, from the same user profile page, the Enterprise Owner or Co-Owner can also promote a licensed user's role from the top right corner:
- Promote to Enterprise Admin
- Promote to Enterprise Owner (Co-Owner)
These actions are only available on Enterprise plans, not Academic or Business.