Institutional Plans: How Licenses Work

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

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.

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

On Academic and Business plans, the workspace owner can remove a licensed user from the workspace, freeing the license for reassignment. On Enterprise plans, removing users is done by the Enterprise Owner or Co-Owner from the enterprise management console.