> ## Documentation Index
> Fetch the complete documentation index at: https://learn.nextedy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Assign Active Users

> Grant specific Polarion users full edit access to Nextedy RISKSHEET by adding them to the active user group, then refresh the license to activate their permissions.

export const LastReviewed = ({date}) => {
  if (!date) return null;
  const formatted = new Date(`${date}T00:00:00Z`).toLocaleDateString("en-US", {
    year: "numeric",
    month: "long",
    day: "numeric",
    timeZone: "UTC"
  });
  return <p className="mt-10 text-sm text-gray-400 dark:text-zinc-500 not-prose">
      Last reviewed on {formatted}
    </p>;
};

## Understanding Active Users vs. Server Users

Before assigning active users, understand the Risksheet licensing model:

| User Type        | Description                                                                      | Access Level                                     |
| ---------------- | -------------------------------------------------------------------------------- | ------------------------------------------------ |
| **Server Users** | All registered users on the Polarion server, regardless of Polarion license type | Read-only (Connect license)                      |
| **Active Users** | Users explicitly assigned to the Risksheet user group by an administrator        | Full edit access (create, edit, save risk items) |

<Warning title="Server users count ALL registered Polarion users">
  Risksheet license server user counts include **all** registered users on the Polarion server, not just users with active Polarion licenses. This is a common source of confusion. For example, if you have 7 named Risksheet licenses but 203 registered server users, the license may report exceeding the limit. Options include cleaning up inactive server users or upgrading the license tier.
</Warning>

<Frame>
  <img src="https://mintcdn.com/none-17b4493f/yWl5nA2D0IzEnZC1/risksheet/diagrams/guides/licensing/assigning-active-users/diagram-1.svg?fit=max&auto=format&n=yWl5nA2D0IzEnZC1&q=85&s=852b7cc12e0c01a6deea1c6d2658d74f" alt="diagram" style={{ maxWidth: "520px", width: "100%" }} width="520" height="280" data-path="risksheet/diagrams/guides/licensing/assigning-active-users/diagram-1.svg" />
</Frame>

Active users are **not** assigned automatically. A Polarion administrator must explicitly add users to the Risksheet user group. All other Polarion server users automatically receive read-only access through the Connect license -- they can view Risksheet data but cannot make changes.

<Tip title="Unlimited licensing above 60-70 active users">
  If your organization needs more than 60-70 active users, unlimited licensing becomes more cost-effective than per-user licensing. Contact your reseller or Nextedy sales for pricing details.
</Tip>

## Prerequisites

* A valid Risksheet production license (not evaluation/trial)
* Polarion administrator permissions
* The `nextedy_risksheet_users` group created in Polarion (see [Manage User Groups](/risksheet/guides/licensing/user-groups))

<Steps>
  <Step title="Open User Group Management">
    1. Log in to Polarion as an administrator
    2. Navigate to **Administration** > **User Management** > **User Groups**
    3. Locate the `nextedy_risksheet_users` group

    <Warning title="Group name when Powersheet is installed">
      If you have both Risksheet and Powersheet installed with valid production licenses, use the `nextedy_powersheet_users` group instead. When Powersheet has a valid production license, Risksheet automatically reads user assignments from the Powersheet group. Evaluation or trial Powersheet licenses do not trigger this behavior. See [Manage User Groups](/risksheet/guides/licensing/user-groups) for details.
    </Warning>
  </Step>

  <Step title="Add Users to the Group">
    1. Open the `nextedy_risksheet_users` group (or `nextedy_powersheet_users` if Powersheet is installed with a production license)
    2. Add each user who needs edit access by specifying their Polarion email address
    3. Save the group changes

    You can add multiple users at once. Each user's email address must match their Polarion account registration.
  </Step>

  <Step title="Refresh the License">
    After adding users to the group, you **must** refresh the license for changes to take effect. Simply adding users to the group is not sufficient.

    1. Navigate to **Administration** > **Nextedy Risksheet** > **License**
    2. The page loads and triggers license revalidation
    3. Verify that the **Named Users** count now reflects the number of users you added to the group

    <Warning title="License refresh is a required step">
      Adding users to the `nextedy_risksheet_users` group alone does not grant them edit access. You must reopen the **Administration** > **Nextedy Risksheet** > **License** page to refresh and overwrite the license permissions. Without this step, newly added users remain in read-only mode.
    </Warning>

    <Tip title="Restart Polarion if license shows 0 named users">
      In some cases, visiting the License page alone does not trigger the update. If the License page still shows 0 named users after adding users to the group, restart the Polarion service to force license revalidation. This can happen when the `nextedy_risksheet_users` group was just created or significantly modified.
    </Tip>
  </Step>

  <Step title="Verify User Access">
    1. Ask the newly assigned user to log in to Polarion (or refresh their existing session)
    2. Have them open a Risksheet document
    3. Confirm they can click cells to open editors, make changes, and save successfully
    4. If the user sees a message about read-only or reviewer access, the license refresh may not have completed -- repeat Step 3

    Users who are **not** in the active user group automatically receive read-only access. They see the Risksheet grid but cannot create, edit, or save risk items.
  </Step>
</Steps>

## Removing Active Users

To revoke edit access from a user:

1. Navigate to **Administration** > **User Management** > **User Groups**
2. Open the `nextedy_risksheet_users` group (or `nextedy_powersheet_users`)
3. Remove the user's email address from the group
4. Save the group changes
5. Navigate to **Administration** > **Nextedy Risksheet** > **License** to refresh the license

The user reverts to read-only Connect license access on their next session. They can still view Risksheet data but can no longer create, edit, or save risk items.

## License Revalidation Behavior

Risksheet supports dynamic license revalidation. When license status changes (activated, expired, or upgraded from evaluation to production), available features adjust accordingly:

* **Risksheet license changes** take effect after visiting the License administration page or restarting Polarion
* **Powersheet license activation** with a production license automatically switches the user group source from `nextedy_risksheet_users` to `nextedy_powersheet_users` and may unlock additional features
* **License expiration** reverts all users to read-only mode

<Info title="Verify in application">
  The exact behavior of license revalidation timing may vary by Polarion server configuration. If changes do not take effect after visiting the License page, a Polarion service restart is the reliable fallback.
</Info>

## Verification

You should now see the updated named user count on the **Administration** > **Nextedy Risksheet** > **License** page. Newly assigned users should be able to open Risksheet documents, click cells to edit values, create new risk items, and save their changes successfully.

## See Also

* [Understand License Types](/risksheet/guides/licensing/understanding-licenses) -- overview of server users vs. active users and licensing tiers
* [Choose License Tier](/risksheet/guides/licensing/license-tiers) -- select the right tier for your team size
* [Manage User Groups](/risksheet/guides/licensing/user-groups) -- create and maintain the Risksheet licensing groups
* [Configure Permissions](/risksheet/guides/administration/permissions) -- field-level and item-level permission settings

<LastReviewed date="2026-06-29" />