Giving app access: a seat and a role
On a person's Access tab, every app needs both a seat and a role. A seat without a role grants nothing.
Who can do thisTenant Admin
To let a person use an application you give them two things for that app: a seat and a role. Both are set in the same place, on the person's Access tab, and saved together. This article explains how they fit together and what the dialogs mean when something is missing.
A seat and a role: two halves of one grant
- The seat is the licence. It is the Granted switch, and it counts against the seats your workspace pays for (or the seats in a trial).
- The role decides what the person may do inside the app, for example User or Application Administrator in Helpdesk.
- A seat without a role grants nothing: the app still refuses the person. The portal reminds you: "Pick a role for each app you've given a seat - a seat with no role grants no access."
This matters most after an approved access request or an administrator's own Get a seat: both give a seat only. Someone must still pick the role here before the app opens.
The Access tab
Open Users & accessKasper VintherAccess. At the top is the person's Platform role (see Platform roles). Below it is a table with one row per application in the catalogue, and a footer with the seat count and the buttons. The row of facts above the tabs includes Seats used for this person.
| Column | What it shows |
|---|---|
| Application | The app's name and colour code, plus a badge when a seat cannot be given (see below). |
| Role | A list of the app's roles. It only appears once Granted is on; until you pick, it reads Choose a role…. A row with a seat but no role is outlined in the warning colour. |
| Granted | The seat switch. |
| Seat | Assigned when the person holds a seat, "N free" when a seat could be taken and how many are left, or a dash when no seat can be taken. |
The badges next to an app's name explain a switch you cannot turn on:
- Not in your plan: the workspace does not subscribe to the app. Add it first, see Subscriptions.
- Trial ended: the trial has run out. The role list is locked too.
- No seats left: every seat is taken. Free one or buy more.
Turning a seat off is always possible, also for an app whose trial has ended, so a seat never gets stuck.
The footer counts what saving will cost: "Consumes 1 seat on save." (or "Consumes N seats on save."), or "No app seats selected - role access only." when no new seat is selected. Re-saving a seat the person already holds costs nothing.
Give someone access, step by step
- Open Users & access and click the person.
- Stay on the Access tab.
- For each app, switch Granted on.
- In Role, choose the role, for example User for Helpdesk.
- Check the footer, then click Save access. The toast says Saved.
Discard throws away your unsaved changes and reloads the tab.
1/7In Users & access, click the person, here Jonas Bech.
- In Users & access, click the person, here Jonas Bech.
- On the Access tab, switch Granted on for HR Management. That reserves a seat.
- The row is outlined in amber: it has a seat but no role. Clicking Save access now…
- …stops you with Choose a role first. Click Select roles.
- Open the Role list and pick HR Manager. Role names are the app’s own, in English.
- Now the row has both a seat and a role. Click Save access.
- Saved. The seat shows Assigned. Allow up to about 5 minutes before Jonas can use the app.
"Choose a role first"
If you click Save access while a seat has no role, nothing is saved and the dialog Choose a role first opens: "A seat with no role grants no access. Pick a role for these applications to continue, or discard your changes."
- Select roles takes you back to the table so you can pick the missing roles.
- Discard all changes throws away everything you changed on the tab.
"Not enough licences"
If an app cannot take another seat, the dialog Not enough licences opens: "These applications can't take another seat right now, so nothing has been saved:". Each app is listed with the reason: not in your plan, trial ended or the number of seats left. Click Back to changes, then turn off the seats that cannot be given, or add seats on the Subscriptions page and try again.
Which roles each app offers
The role names come from each app and are shown in English, also when the portal is in Danish. A role marked " - not available yet" is listed but cannot be chosen.
| Application | Roles you can choose |
|---|---|
| Asset Management System | Application Administrator, AMS Technician, AMS Auditor, AMS Viewer |
| Helpdesk | Application Administrator, User, Viewer |
| HR Management | Application Administrator, HR Manager, Employee |
| Flexshop | Application Administrator, Shop Supporter, Finance Approver, Employee |
| Shared File Service | Application Administrator, User |
| Customer Relationship Management | Application Administrator, User |
| Warehouse Management System | Application Administrator (Warehouse Operator and Viewer: not available yet) |
| Supplier Relationship Management | Application Administrator (Buyer and Viewer: not available yet) |
What each role allows is described in the app's own articles: Access and roles for Helpdesk and Grant access for Asset Management. For Flexshop, HR Management and CRM, see those products' articles. The full catalogue with prices is in Products, prices and per-app roles.
Change or remove access
- Change the role: pick another role in the row and click Save access. A person holds one role per app.
- Remove access: switch Granted off and save. The seat is freed for someone else.
- Access that comes from a group cannot be removed on the person's page. The server refuses with "Access is granted by a group". Remove the person from the group, or change the group's linked access. See Groups.
- A deactivated person: the Access tab is locked until you reactivate them. See Deactivating, reactivating and removing a user.
When does it take effect?
A new seat, role or removal can take up to about 5 minutes to reach the apps. The apps keep a short cache of who has which role. If the person still sees "no access" right after you saved, wait a few minutes before you look for another cause.
Errors from the server are shown in English, in the form "status - message", for example "A role is required to grant access", "No entitlement for product", "Trial expired" or "No seats available". See Error and validation messages.