Licensing Model

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What is the difference between server users and active users?

Risksheet distinguishes between two categories of users. Server users are all registered users on the Polarion server, regardless of whether they hold a Polarion license or use Risksheet. Active users are users explicitly assigned to Risksheet through a special user group, and they can create, edit, and manage risk items. All other server users receive read-only access through the Connect license, allowing them to view risk analysis data without editing.

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How do I assign active users?

Active users are managed by adding user email addresses to a special user group in Polarion Administration. When you assign users to this group, they gain full editing capabilities in Risksheet including creating risk items, editing cell values, and saving changes. Users not in the group retain read-only viewing access. The specific group name depends on your product configuration:

• Risksheet only: Assign users to the nextedy_risksheet_users group
• Risksheet + POWERSHEET: Assign users to the nextedy_powersheet_users group (see the migration question below)

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What licensing tiers are available?

Risksheet is available in tiered licensing based on the number of active users: The unlimited licensing tier becomes cost-effective when your organization has more than 60-70 active users who need editing capabilities. If you anticipate growth beyond 50 active users, evaluate the unlimited tier during your initial purchase.

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What is the Connect license?

The Connect license provides read-only access to Risksheet for all Polarion server users who are not assigned as active users. With the Connect license, non-active users can view risk analysis data, browse risk tables, and see all column values, but they cannot create new risk items, edit cell values, or save changes. This ensures that stakeholders, auditors, and reviewers can access risk data without consuming active user slots.

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What is the SMB discount?

The SMB (small and medium business) discount is a reduced pricing tier available to organizations that stay within 50 server users on the Polarion server. Since server users count all registered accounts regardless of license type, exceeding the 50 server user threshold disqualifies the SMB pricing. Regularly audit your Polarion server for inactive or deprovisioned user accounts to maintain eligibility.

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Does Risksheet count Polarion licenses or server accounts?

Risksheet counts all registered server users on the Polarion server, not Polarion license holders. This is a critical distinction. For example, if you have 7 named Risksheet licenses and 203 registered accounts on the server, the system counts 203 server users. To stay within license limits, you can either clean up inactive server accounts or upgrade your Risksheet license tier. Common sources of unexpected server user counts include:

• Service accounts used by integrations
• Deactivated users who were never removed from the server
• Test accounts from previous deployments
• Integration accounts for CI/CD systems

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What happens when I install both Risksheet and POWERSHEET?

When both Risksheet and POWERSHEET are installed with valid production licenses, Risksheet automatically detects the POWERSHEET installation and switches to an enhanced configuration that unlocks additional features. This integration is transparent — no manual configuration is required. However, the user group assignment changes:

• Risksheet reads active user assignments from the nextedy_powersheet_users group instead of nextedy_risksheet_users
• This change is automatic when POWERSHEET has a valid production license
• Evaluation or trial POWERSHEET licenses do not trigger this switch
• The dual license system tracks user counts for both products independently

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Does Risksheet support evaluation licenses?

Yes. Evaluation licenses allow you to trial Risksheet with full functionality before purchasing a production license. During evaluation, all Risksheet features are available for assessment. Note that evaluation POWERSHEET licenses do not enable the enhanced Risksheet features that require a production POWERSHEET license — the automatic feature unlocking only occurs with a valid production POWERSHEET license. Evaluation licenses are time-limited and designed for proof-of-concept and capability assessment. See Evaluate Risksheet for details on starting an evaluation.

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How does license revalidation work?

Risksheet supports dynamic license revalidation that automatically checks both Risksheet and POWERSHEET license status. When a license status changes — for example, when a POWERSHEET license is activated, expires, or is upgraded from evaluation to production — Risksheet adjusts available features accordingly without requiring a server restart. The system maintains separate license managers for Risksheet and POWERSHEET, each tracking server users, configured named users, and configured concurrent users. License changes are detected automatically and the configuration adapts in real time.

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Why can’t I save changes even though I have a license?

If you have a valid Risksheet license but cannot save changes, the most common causes are:

1. Server user count exceeded: Your Polarion server has more registered users than your license allows. Risksheet counts all registered server accounts, not just Polarion license holders. Clean up inactive server accounts or upgrade your license tier.
2. Not assigned as active user: Your user account is not in the active user group (nextedy_risksheet_users or nextedy_powersheet_users). Ask your administrator to add your email to the appropriate group.
3. Read-only Connect access: You are accessing Risksheet through the Connect license (read-only mode). Contact your administrator to be assigned as an active user.
4. License group mismatch: If both Risksheet and POWERSHEET are installed, ensure you are in the nextedy_powersheet_users group rather than the nextedy_risksheet_users group.
5. Document-level permissions: The Polarion document itself may have restricted write access. Verify your project role and document permissions.

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How do Polarion license types relate to Risksheet?

Risksheet operates independently from Polarion license types. A user can hold any Polarion license (Enterprise, Professional, or Reviewer) and still use Risksheet, provided they are either assigned as an active user or access via the Connect (read-only) license. The server user count includes all registered Polarion server users regardless of their Polarion license type. The Risksheet license and Polarion license are two separate systems that work alongside each other. For compatibility details, see the licensing tier details above.

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Can I change the number of active users later?

Yes. You can upgrade your licensing tier at any time to increase the number of active users. When you upgrade, the license revalidation mechanism detects the change and adjusts the available active user slots without requiring a server restart. To downgrade, contact Nextedy support to discuss your options. Active user changes take effect immediately once the new license is applied.

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How do I check my current server user count?

The server user count is the total number of registered user accounts on your Polarion server. You can check this through Polarion Administration under user management. Remember that this count includes all accounts — active users, inactive users, service accounts, and integration accounts. Compare this number against your Risksheet license tier to ensure compliance.

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Related Pages

• Evaluate Risksheet — starting a Risksheet evaluation
• Understanding Licenses — in-depth licensing guide
• General Questions — general product questions
• Installation — installing Risksheet on your Polarion server

Sources

Support Tickets

• #5935
• #6086
• #6236
• #6820

Source Code

• RisksheetProduct.java