User License Management

Gainsight NXT

Overview

Admins can manage users and their licenses from the Administration > Users and Permission > User Management page. They can filter the users based on license type and create reports on the licensed users in a company. The following topics are covered in this article:

• Gainsight License Types
• Comparison of Gainsight License Types
• View and Update License Type of a User
• Filter Users Based on License Type
• Assign Licenses to Multiple Users
• Assign Permission Bundles to Multiple Users
• Assign License through Uploading CSV file
• Assign Licenses through External Systems
• Make Users Inactive or Remove License
• Create Report on License Type

Gainsight License Types

Admins can view and manage user license types in the Gainsight User Management or User Details pages. The License Type field is selected by default in user attributes in the User Management page. The following are the license types:

• Full License (Paid)
• Viewer+ Analytics License (Paid)
• Viewer License (Paid)
• Internal Collaborator License (free)
• External (free)

Note: Admins can control restrictions to apps through Data Permissions.

Comparison of Gainsight License Types

Product Area		Viewer	Viewer+ Analytics	Full
360	Summary Section	Read Only	Read Only	Full Access
	Scorecards	Read Only	Read Only	Full Access
	Timeline	Full Access	Full Access	Full Access
	Business Modeler & Company Hierarchy	Read Only	Read Only	Full Access
	Adoption Explorer	Read Only	Read Only	Full Access
	Survey	Read Only	Read Only	Full Access
	Success Plans	Read Only	Read Only	Full Access
	Sponsor Tracking	Full Access	Full Access	Full Access
	Person / People Maps	Full Access	Full Access	Full Access
	Company Intelligence	Read Only	Read Only	Full Access
	All other sections	Read Only	Read Only	Full Access
Timeline (Global)		Full Access	Full Access	Full Access
Adoption Explorer (Global)		Read Only	Read Only	Full Access
Cockpit		Read Only	Read Only	Full Access
Surveys		-	-	Full Access
Journey Orchestrator		-	-	Full Access
Dashboards		-	Read Only	Full Access
Report Builder		-	-	Full Access
Renewal Center	Analyze	-	Read Only	Full Access
	Forecast	-	-	Full Access
Text Analytics		-	Read Only	Full Access
Gainsight Home		-	-	Full Access

View and Update License Type of a User

To view and update the license type for a user:

1. Navigate to Administration > Users and Permissions > User Management.
2. Click the context menu of the user and select Edit User.
3. If the user is not a Super Admin, then select any of the following license types in the License Type field.

• Full: For Full license, admins can add any other Permission Bundles they require. 
• Viewer+ Analytics: When you select this license type, the VIEWANALYTICS_GROUP permission bundle is assigned by default. You cannot add or remove any other permission bundles to the Viewer+ Analytics Licensed user.
• Viewer: For the Viewer license, VIEW_GROUP Permission Bundle is selected by default and the user cannot add any other Permission Bundles.
• Internal Collaborator: Admins cannot assign any Permission Bundles to this license type.

Note: If the user is a Super Admin, then the Full license is assigned by default.

4. (only applicable for Full license) Click Add Permission Bundles.
5. In the Assign Permission Bundles pop-up, select the required Permission Bundles.
6. Click Confirm.
7. Click Update in the User Detail page. The selected license type and Permission Bundles are updated for the user.

Note: By default, Super Admins will always have the Full license in Gainsight.

Filter Users Based on License Type

Admins can filter the users based on the license type or state (Active or Inactive) in the User Management page. Select the License Type in the field and select in as an operator. Select any of the following License types in filter values to view the respective users:

• Full
• Viewer
• Viewer+ Analytics
• Internal Collaborator
• External

Assign Licenses to Multiple Users

Admins can assign licenses to multiple users in the User Management page. 

To assign user licenses to multiple users:

1. Navigate to Administration > Users and Permission > User Management.
2. Select the required users. The Manage Access button is enabled.
3. Click Manage Access and select Manage License.
4. Select the license type from the Assign License Type dropdown list. 
5. Click Next. The Assign Permissions page is displayed.

6. In the Assign Permission Bundle page, the following are the options based on the selected license type: 

• Full: If you select this license type, then you can select to add or replace the existing Permission Bundles to the selected users.

  • Add to existing Permission Bundles: Selecting this option adds the new Permission Bundles keeping the existing Permission Bundles.

  • Replace existing Permission Bundles: Selecting this option replaces the existing Permission Bundles with the new Permission Bundles.

• Viewer: If you select this license type, VIEW_GROUP Permission Bundle is assigned by default. You cannot add or remove any other Permission Bundle to the Viewer Licensed user.

• Viewer+ Analytics: When you select this license type, the VIEWANALYTICS_GROUP permission bundle is assigned by default. You cannot add or remove any other permission bundles to the Viewer+ Analytics Licensed user.

• Internal Collaborator: You cannot add or remove any Permission Bundles to the Internal Collaborator Licensed user.

7. If the Full license is selected in the Assign License Type step, then click Add Permission Bundles in the Assign Permission Bundle step.

8. In the Assign Permission Bundles popup window, select the required permission bundles.
9. Click Confirm.

10. Click Save. The selected license and Permission Bundles are assigned to the selected users.

Assign Permission Bundles to Multiple Users

Admins can assign Permission Bundles to Full licensed users in the User Management page.

To assign user Permission Bundles to Full licensed users:

1. Navigate to Administration > Users and Permission > User Management.
2. Select the required users. The Manage Access button is displayed.
3. Click Manage Access and select Manage Permission Bundles.
4. In the Manage Permission Bundles page, select any of the following options:

• Add to existing Permission Bundles: Selecting this option adds the new Permission Bundles keeping the existing Permission Bundles.
• Replace existing Permission Bundles: Selecting this option replaces the existing Permission Bundles with the new Permission Bundles.

5. Click Add Permission Bundles.

6. In the Assign Permission Bundles popup window, select the required permission bundles.
7. Click Confirm.

8. Click Save. The selected Permission Bundles are assigned to the selected users.

Assign License through CSV file

While adding users through a CSV file, licenses are assigned to users in the Gainsight application based on the following criteria mentioned in the License type field of CSV:

• Full License
• Viewer License
• Viewer_Analytics
• Internal_Collaborator

After uploading the CSV file, you need to map the source License Type field to the target License Type field in the Gainsight application. 

Note: If the Super Admin and License Type fields are not added in the CSV, users will be added with Internal Collaborator license to Gainsight.

The following table explains the license type assigned in Gainsight, based on the values in the Super Admin and License Type fields in the CSV:

Super Admin Field in CSV	License Type Field in CSV	License Type Assigned in Gainsight
FALSE	No value	Internal Collaborator
FALSE	Invalid Value	Error
FALSE	Internal Collaborator	Error
FALSE	Internal_Collaborator	Internal Collaborator
FALSE	Full	Full
FALSE	Viewer	Viewer
No Value	No Value	Internal Collaborator
TRUE	Invalid value/No value	Full License
FALSE	Viewer Analytics	Error
FALSE	Viewer_Analytics	Viewer Analytics

For more information on how to add users through a CSV file, refer to the GainsightUser Management article.

Assign Licenses through External Systems

When users are pulled from the external systems, all active users are assigned an Internal Collaborator license. Inactive users pulled from all the External Systems (Salesforce, Dynamics, Zendesk, and Hubspot) are not assigned a license and are stored as inactive users in Gainsight.

Note: Inactive users from Slack are not synced into Gainsight.

For more information on how to add users from external system, refer to the Add User from External Systems section in the Gainsight User Management articles.

Make Users Inactive or Remove License

Admins can make users inactive to remove their assigned license from the User Management page. Once the users are inactive, the assigned license type is removed from them. To make the users active again, admins must edit the user details and assign licenses to the users from the User Detail page.

Note: Admins can only be assigned Full license in the User Detail and User Management page.

To make a user inactive or remove their license:

1. Select the required users in the User Management page.
2. Click Make Users Inactive. The selected users are inactive and their license is removed.

Create Report on License Type

Admins can create a report of the users and license types in the Report Builder page. To create a report on license type, you can select the User object in the Data Source field and add other required fields in the Show me section.

For more information on how to create a report, refer to the How to Build Basic Reports article.

To create a report on license type:

1. Navigate to Administration > Report Builder.
2. Click +REPORT.
3. Select User object in the Data Source field.
4. Click + button each time to add Name, Email ID, Status, and License Type in the Show me field.
5. Click RUN to view the report.
6. Click the Save icon at the top of the page.
7. Enter a Name and Description (Optional). 
8. Click SAVE to save the Report.

Additional Resources

For more information about user management, refer to the following articles:

• Gainsight User Management
• User Login Methods to Gainsight NXT
• Gainsight Authentication
• User License Management FAQs