License management is only available in the Web app. Click on the gear icon at the top right in the black bar and select License management. License management is only visible to Organization owners and Users with the appropriate permission.

Basically, every User who creates a (test) Account for docu tools is the owner of their own Organization and can Invite other Members to their Organization through License management, provided no docu tools Account has been created for these E-mail addresses yet.

Companies designate an Organization owner during the order of docu tools Licenses, whose Account is assigned all Licenses by docu tools GmbH. This Organization owner is then responsible for Assigning these Licenses to the respective employees.

When registering, you enter the Company name. This is now the name of your Organization, which is also visible to project partners in docu tools.

You also enter your name and E-mail address. You will receive the activation link for your Account on this E-mail address, so make sure there are no typos and that you have access to this E-mail Account. You can change all data later in the User settings, except for typos in the E-mail address.

For a subsequent change of your Organization name, Click in License management on the ... icon and select Manage Company. In the Field Company, you can change your own Company name and confirm with Save.

Furthermore, you can create a List of Companies, should your Company have multiple locations or if you want to Assign Users by department. Enter the other Company names or department names individually and save them. Through the dropdown menu in the "Company" column in the License overview, you can then Assign the respective Company to individual Users. The Company is displayed when Assigning tasks and facilitates the selection of the responsible person in large Organizations. In the Report, the Company can also be displayed with the corresponding placeholder.

The Company name can only be changed by the Organization owner. Users can only change their own name in the User settings.

You want to Invite all those to your Organization whose Licenses you manage. Typically, these are employees from your Company. Within docu tools, these are referred to as "internal Users". NOTE: You are Inviting people to your Organization, not to a Project or a Team!

Click on Invite to License management. Enter the E-mail address. Click on Invite. The Invitee will now receive an E-mail with the invitation to join your Organization. To do this, they Click on the button or link in the E-mail and set a Password. They are now a Member of your Organization. Organization Members do not have access to License management unless you grant them the appropriate permission. They can also only create their own Projects with the appropriate permission.

If the message The specified E-mail address has already been used appears, the recipient has already created a docu tools Account with this E-mail address. Taking over an existing Account is possible but can only be done via the backend, which you cannot do yourself. In this case, please open the chatbot in docu tools as a logged-in Organization owner and select "Move User". Enter the relevant E-mail address. Our service team will be notified and will Move the User Account into your Organization.

You can Invite as many Users as you want to your Organization. However, they can only fully use docu tools if you Assign them an active License. You can see how many Licenses are still available in your Organization above your Member List. If you have an available License, Click on the ... for the respective User and select Assign License. An orange checkmark will now appear in the "paid" column. This User can now use docu tools to the extent of your License agreement.

If you have no more Licenses available, you can revoke a License from an employee or Contact our sales team to purchase additional Licenses.

Users without a License can only be Invited to Projects with the Role of Subcontractor or Internal viewer.

If the User should receive the permission to manage the Licenses in the Organization, set the corresponding checkmark in the License management column.

If the User should receive the permission to manage the Projects in the Organization, set the corresponding checkmark in the Manage projects column. Once the checkmark is set, a Function button with a folder icon and lock appears. When you Click on it, you can limit which Project Folders the User can manage.

Organization owners always have both permissions, and these cannot be removed.

Click on the ... in the row of the respective employee. Click on Revoke License. Instead of the checkmark, a – appears in the "paid" column, and the number of your available Licenses in the overview increases accordingly. The freed-up Licenses can now be Assigned to other people in your Organization.

Employees who should no longer be able to work with docu tools (e.g., because they have left the Company), can be set to inactive. To do this, Click the ... in the respective row and then on Deactivate User. The Status in this row changes to inactive. With the same steps, you can also reactivate a User if needed.

An inactive User will then receive an error message upon their next login and will not be able to log in. Thus, access to your data is protected.

The data created by this User remains preserved and assigned to them.

However, the following should be noted: Data not yet synchronized from the User's mobile device can no longer be synchronized and will trigger an error message on the end device. In this case, you can reactivate the User and after the synchronization has been completed, Deactivate them again. Open tasks assigned to the User remain assigned to this person. Through the Bulk task management, you can Assign these to someone else.

To change the Organization owner, please fill out the form at the end of the article and send it to [email protected]. The change will then be carried out by our team as quickly as possible during our business hours.