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License Tier Decision Matrix

Your license tier is determined by the total number of server users in your Polarion instance:
Server UsersLicense TierPricing ModelBest For
1-50SMBPer-server userSmall/medium teams
51-100Enterprise (Tier 1)Per-server userGrowing organizations
101+Enterprise (Tier 2+)Per-server userLarge enterprises
60-70+ active editorsUnlimitedFlat rateHigh collaboration needs
If you need 60-70+ active users with edit access, unlimited licensing becomes more cost-effective than per-user tiers. Contact Nextedy sales for pricing.

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Decision Flowchart

                    Start: Count Server Users
                              |
                              v
                    ┌─────────────────────┐
                    │ Server Users < 50?  │
                    └──────────┬──────────┘
                               │
              ┌────────────────┴────────────────┐
              │ YES                             │ NO
              v                                 v
     ┌─────────────────┐              ┌─────────────────┐
     │   SMB License   │              │ Enterprise Tier │
     │  (Discounted)   │              │  (Full Price)   │
     └─────────────────┘              └─────────────────┘
              │                                 │
              └────────────────┬────────────────┘
                               │
                               v
                    ┌─────────────────────┐
                    │ Active Editors > 60?│
                    └──────────┬──────────┘
                               │
              ┌────────────────┴────────────────┐
              │ YES                             │ NO
              v                                 v
     ┌─────────────────┐              ┌─────────────────┐
     │   Unlimited     │              │  Per-User Tier  │
     │  (Flat Rate)    │              │   (Selected)    │
     └─────────────────┘              └─────────────────┘

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Step 1: Count Your Server Users

Determine your total Polarion server user count:
  1. Log in to Polarion as an administrator
  2. Navigate to Administration > User Management > Users
  3. Count all registered users (active and inactive)
  4. This count determines your base license requirement
Server users = all registered Polarion users (automatically counted)Active users = users who edit risk items (you choose)Your license tier is based on server users, not active users.

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Step 2: Estimate Active Editors

Decide how many users need edit access to RISKSHEET:
  • Who will create/edit FMEA analyses?
  • Who will manage risk assessments?
  • Who needs to modify mitigation tasks?
All Polarion users get read-only access to RISKSHEET regardless of license tier. Only users who need to create or edit risk items require active user assignment.

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Step 3: Select Your Tier

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SMB License (1-50 Server Users)

Best for: Small to medium teams with limited Polarion installations
  • Discounted pricing (lower per-user cost)
  • Full feature set
  • Same support as enterprise tiers
SMB licenses have a hard ceiling at 50 server users. If you exceed this (by adding users to Polarion), your license will fail validation. You must either:
  1. Remove inactive users to drop below 50
  2. Upgrade to an enterprise license

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Enterprise License (51+ Server Users)

Best for: Medium to large organizations with growing user bases
  • No user count ceiling (scales with your team)
  • Per-server user pricing
  • Full feature access
  • Priority support options

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Unlimited License (60-70+ Active Editors)

Best for: Organizations with high collaboration needs
  • Flat-rate pricing (no per-user calculation)
  • Unlimited active users with edit access
  • All server users can be active users
  • Simplified license management
Calculate your cost at 60-70 active users with per-user licensing. If your team size exceeds this threshold, unlimited licensing typically offers better value.

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Step 4: Verify Your Selection

Before purchasing, confirm:
CheckVerification
Server user countCounted in Polarion admin panel
Active editor estimateBusiness decision (who edits risks?)
Growth projectionWill you exceed 50 users soon?
Cost comparisonPer-user vs. unlimited pricing

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License Upgrade Paths

If your needs change: diagram
You can reassign active user slots to different Polarion users without changing your license tier. This flexibility allows you to adapt to team changes.

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POWERSHEET Integration

If you plan to use both RISKSHEET and POWERSHEET:
  • Licenses are managed separately
  • Production licenses for both products unlock enhanced features
  • User group assignment consolidates to nextedy_powersheet_users
  • Evaluation licenses do not enable integration features
See POWERSHEET Integration for details.

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Verification

You should now be able to: ✅ Determine your server user count in Polarion ✅ Estimate how many active editors you need ✅ Select the appropriate license tier (SMB, Enterprise, or Unlimited) ✅ Understand upgrade paths if your team grows

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See Also

KB ArticlesSupport TicketsSource Code
  • RisksheetProduct.java
  • risksheet.json