Why should I use automated license assignment?

  • Automatically grant new users the right licenses to use their services.

  • Avoid a slow, manual method of assigning licenses.

  • Assign licenses to existing users in Control Hub.

Group license assignment or organization license assignment?

Can I configure license assignments for my whole organization?

Yes, you can configure license assignments for the whole organization.

Can I configure license assignments for specific Groups in my organization?

Yes, you can configure license assignments for specific groups within the organization.

This feature requires that you are using groups in Webex. See Cisco Directory Connector for details of how to synchronize your groups from Active Directory with Webex.

Can I use both types of license assignments together?

No, you can only have one of these options active in your organization, but you can change your decision at any time.

What happens when the scope is changed from organization-based licensing to groups-based licensing?

If you change the scope, from organization-based to groups-based assignment, Webex deletes the assignments you created at the organization level. This action does not change any license assignments for existing users.

You must then define new, group-based license assignments.

Who gets licenses from the organization license assignment?

Organization-based assignments always apply to new users as you add them to your organization. This is shown by the (always checked) Future users checkbox on the organization licenses assignment page.

You can also choose to have the assignment apply to Existing users. This option changes the licenses assigned to all users who are already in your organization. It happens when you save the change.

If you choose Existing users, you can also decide to Preserve licenses for existing users. For example, if some users already have Advanced Messaging, then you change the assignment to exclude that license, those users will keep their advanced messaging features. Without the box checked, the existing users would lose those features.

Who gets licenses from the group license assignment?

Group-based assignments always apply to new users who join the group. This is shown by the (always checked) Future users checkbox on the group licenses assignment page.

You can also choose to have the assignment apply to Existing users. This option changes the licenses assigned to all users who are already in that group. It happens when you save the change.

If you choose Existing users, you can also decide to Preserve licenses for existing users. For example, if some users in the group already have Advanced Messaging, then you change the assignment to exclude that license, those users will keep their advanced messaging features. Without the box checked, the existing users in that group would lose those features.

Users who are changing groups always get the licenses from the new group. You can choose whether they also keep the licensing they had before the move, or if they lose their old assignments when they move. You control this with the Users > Licenses > Group-based management > Preserve licenses toggle.

How do license assignments work?

Can I change licenses for existing users?

Yes, you can add licenses for existing users by checking the Existing users option when you add or modify the license assignment. If you want to remove licenses with this feature, you must also uncheck Preserve licenses for existing users (checked by default).

Can I use license assignments to assign or remove services for existing users?

Yes, you can assign or remove services for existing users if you check the Existing users check box toward the bottom of the license assignment.

You should disable the preserve licenses option if you want to remove licenses from users who already had them. This applies to both organization and group assignments.

What happens when I change a license assignment?

When you remove a service from a license assignment, or delete the license assignment, you get two options with license preservation. You can either enable license preservation or disable it. When you keep license preservation on, the users who were originally licensed by the license assignment keep all the services they were originally assigned. When it’s off, the licenses are removed.

New users who are licensed by a modified license assignment do not get the service that you removed. If you removed the whole license assignment, then new users do not automatically receive any licenses.

Can nested groups inherit the license assignment from the parent group?

No. A group's license assignment only assigns licenses to new users who are direct members of the group. Users in nested groups don't get the licenses from the parent group's license assignment. In Control Hub, the groups hierarchy is flat.

How does moving users between groups affect their licensing?

When you move a user from one group into another, you get two options of preserving licenses or not preserving them. On the License assignment page, there is a separate setting to choose license preservation for group transitions. That setting controls the license preservation options for asynchronous operations such as group transitions.

What if a user is in two or more groups that have license assignments?

If a user is in multiple groups, the user gains licenses from the assignments applied to all their groups (unless there would be a duplicate assignment).


 

An exception to this is if users are in multiple license assignments that assign host licenses and attendee roles for the same Meetings site, then those users are only assigned host licenses for those Meetings sites. However, if there aren’t enough host licenses, then users get attendee roles.*

* Previously, the assignment would assign users with attendee roles even if licenses were available. This has been updated so that users now get assigned host licenses.

New users belonging to group license assignments that assign both attendee roles and host licenses make sure that those users at least get attendee roles even if host licenses aren’t available. If host licenses are available, then those users get host licenses.

What if users receive the same license from both groups? Do they consume two licenses?

No, users cannot be assigned the same service more than once.

There is an exception to this rule: If you have multiple meetings sites, you can potentially grant users multiple meetings licenses (one for each site).

Can I use license assignments to assign Webex Calling licenses to users?

No. Automatic license assignment is not supported for Webex Calling. You can’t select Webex Calling on the license assignment.

What about Meetings licenses in Control Hub?

Can I assign Meetings licenses for sites managed in Control Hub?

Yes. Users linked from Site Administration are subject to automatic licensing.

So, if you have organization based assignment, newly linked users automatically receive the licenses specified in the assignment as they come into your Control Hub organization.

What happens if I have multiple Meetings sites?

Licenses are distinct in different meetings sites. So, if you have two sites with different group assignments for each, then when you move users from one group into another, the result is those users get licenses for both meetings sites.

Can I assign the Attendee role with the license assignment?

Yes. If your assignment has a Meetings license on it, then you get an option to assign Attendee role using the license assignment.


 

You must have the Attendee account feature enabled for your Webex site to assign users as attendees. If you don't see the Attendee account column in the CSV file, then contact your Customer Success Manager (CSM), Partner Success Manager (PSM), or the Cisco Technical Assistance Center (TAC) to enable this feature for your Webex site.

How does Webex allocate licenses from multiple subscriptions?

You can apply licenses from multiple subscriptions to the same assignment. This could be the case if you originally bought a subscription for 100 messaging licenses, then bought another subscription for 50 when more of your users wanted Webex.

In such cases, Webex assigns the licenses from the oldest subscription until they are all used, and then moves on to the next oldest subscription. You can see subscription creation dates in Control Hub.

If I add a new user through API or CSV and assign them with a specific license, will the organization-based auto license template be applied to that user?

No. If you assign a license to a new user at the same time of creation, then the organization-based auto license template won’t apply to that user.

Your license assignment template applies to your whole organization by default. If you use groups in Webex, then you can choose groups-based licensing instead.

1

Sign in to Control Hub.

2

Go to Users > Licenses.

3

Select your license assignment scope:

  • Organization-based management (default)
  • Group-based management

 
An organization can only choose between organization-based license templates or group-based license templates to apply to users, not both. Organization-based and group-based license templates are mutually exclusive.
4

If you chose Group-based management, you also need to choose what happens when users change group membership:

  • If Preserve license when a user transfers to another group is on, then users keep their licenses and are also assigned their new group's licenses.
  • If Preserve license when a user transfers to another group is off, then users lose their licenses from the old group's assignment when they get the new group's licenses.

What to do next

If you chose organization-based management, click Set up to create the license assignment template for the whole organization. See Configure automatic licensing for new users at the organization level.

If you chose groups-based management, save your choice and then configure templates for your groups. See Configure automatic licensing for new users at the group level.

1

Sign in to your Control Hub organization https://admin.webex.com, and go to the Users page.

2

Click Licenses.

3

Select Organization-based management then Set up.

4

Select from the available services (Calling, Meetings, Messaging).

If you select a Webex Meetings license, the wizard will have another page. Click Next to choose the account type:

  • Host: Users governed by this license assignment automatically gain host privileges, and your meetings license count decreases by one.
  • Attendee: Users governed by this license assignment automatically gain attendee privileges. Your meetings license count does not decrease.

 

The Attendee account type isn't available for users with the Webex Site Administrator role. If you want to assign these users with an attendee account, you must remove their administrative privileges for that Webex Meetings site.

5

In the Apply scope section, you can determine the scope of how you want to apply the license change by selecting one of the following:

  • Future users: Select this option if you want to apply licenses to future users only.

  • Existing users: Select this option if you also want to apply license assignment changes to existing users. When you select Existing users, we select Preserve licenses for existing users for you. This means that if you remove licenses from the organization assignment, users who already have those licenses are not affected. Clear the box if you want to use the assignment to remove licenses from users.

    If you select Existing users, on clicking Save, the license modifications apply to all the existing users of the organization.

Organization License Assignment

 

Selecting the Existing users setting does not persist between sessions. After you save and leave this page, the next time you come back to this page, the Existing users setting is unselected again.

6

Review the licenses in your license assignment and click Save.

Your license assignment is active. Webex automatically assigns the selected licenses to users when you add them to the organization. People can use the associated services when they become Active (when they sign in to Webex for the first time).

When you synchronize your Webex organization with Active Directory, any new users are granted the licenses that you selected on that group's license assignment. You should only synchronize those Active Directory groups with a Group Policy. Webex does not support auto-assignment to Active Directory distribution groups.

If you assign licenses to an inactive user from an unverified domain, then the licenses aren’t activated until the user signs in for the first time and becomes active.

If you verified or claimed domains and want new users to use Webex services before signing in, then you should Configure Single Sign-On (SSO) and suppress automated emails before synchronizing users to the Webex cloud with the Cisco Directory Connector.

Before you begin

You may need to select groups-based automatic license management, see Select license assignment scope.

 

If users are in multiple groups, then those users are assigned licenses from all the license assigments applied to the groups they’re in (unless there are duplicate licenses).

But if users are in multiple groups that assign host licenses and attendee roles for the same Meetings site, then users are only assigned host licenses for that Meetings site. However, if there aren’t enough host licenses, then users are assigned attendee roles.

1

Sign in to https://admin.webex.com, go to Users > Groups.

2

Find and click the group that you want to manage, then find the Licenses assignment section.

3

Click Set up.

4

Select from the available services (Calling, Meetings, Messaging, Hybrid Services) to assign to this group's new users.


 
Contact Center licenses are not available.

If you select a Webex Meetings license, the wizard has another page. Click Next to choose the account type:

  • Host: A new user governed by this license assignment automatically gains host privilege, and your meetings license count decreases by one.
  • Attendee: A new user governed by this license assignment automatically gains attendee privilege. Your meetings license count does not decrease.

 

The attendee account type isn't available for users with the Webex Site Administrator role. If you want to assign these users with an attendee account, you must remove their administrative privileges for that Webex Meetings site.

5

In the Apply Scope section, you can determine the scope of how you want to apply the license change by selecting one of the following:

  • Future users: Select this option if you want to apply licenses to future users only.
  • Existing users: Select this option if you also want to apply license assignment changes to existing users. When you select Existing users, we select Preserve licenses for existing users for you. This means that if you remove licenses from the group assignment, users who already have those licenses are not affected. Clear the box if you want to use the assignment to remove licenses from users.

    If you select Existing users, on clicking Save, the license modifications apply to all the existing users of the group.

6

Click Save.

Your license assignment is active. Webex automatically assigns the licenses, so that group members can use those services when they become Active.
To modify the licenses assigned by a license assignment, follow the same steps for an organization license assignment or for a group license assignment; there is just a different path to get to the license assignment wizard.
1

Sign in to your organization at https://admin.webex.com, and open the Users page.

2

Navigate to the license assignment page:

  • For group-based management, click Groups and select the group whose assignments you want to change. You see the Licenses assignment section on the group settings page.
  • For organization-based management, click Licenses.
3

Click Modify.

4

Select which licenses you want in this assignment (Calling, Meetings, Messaging).

If you select a Webex Meetings license, the wizard displays another page. Click Next to choose the account type:

  • Host: New users governed by this license assignment automatically gain host privileges, and your meetings license count decreases by one.
  • Attendee: A new user governed by this license assignment automatically gains attendee privilege. Your meetings license count does not decrease.

 

The Attendee account type isn't available for users with the Webex Site Administrator role. If you want to assign these users with an attendee account, you must remove their administrative privileges for that Webex Meetings site.

5

In the Apply scope section, you can determine the scope of how you want to apply the license change by selecting one of the following:

  • Future users: Select this option if you want to apply licenses to future users only.
  • Existing users: Select this option if you also want to apply license assignment changes to existing users. When you select Existing users, we select Preserve licenses for existing users for you. This means that if you remove licenses from the assignment, users who already have those licenses are not affected. Clear the box if you want to use the assignment to remove licenses from users.

    If you select Existing users, on clicking Save, the license modifications apply to all the existing users of the group or organization.

6

Review the licenses in your assignment, then click Save.

To delete a license assignment, follow the same steps for an organization license assignment or for a group license assignment; there is just a different path. If you are changing the license assignment mode, the assignments from the mode you're moving away from are automatically deleted.
1

Sign in to your organization at https://admin.webex.com and open the Users page.

2

Navigate to the license assignment:

  • For group-based management, click Groups and select the group whose assignments you want to delete. You see the Licenses assignment section on the group settings page.
  • For organization-based management, click Licenses.
3

Click the trashcan icon (next to the Modify button).

Acknowledge the warning.

4

Click Delete to confirm that you're removing the license assignment.

This action does not remove any licenses that were previously assigned to users. It means that Webex does not automatically assign licenses to future members of the group or organization. You can assign these licenses manually if you prefer, or set up a new license assignment before you add new users.
Users in multiple groups do not receive assignments
When a user is a member of two groups, the user is supposed to receive licenses assigned by both groups. We found an issue where users in two groups get assigned no licenses. In this case, users were in one group that assigned licenses, and another that removed the Basic Messaging license.
Change to Preserve licenses toggle persists on Cancel
When the admin disables the Preserve licenses toggle in Control Hub, there is a warning that requires an extra click to disable. If the admin cancels out of that warning dialog, the toggle does not return to its original (enabled) state.
Control Hub UI doesn't validate the assignment of duplicate licenses
When the admin changes license assignments, users may appear to have duplicate licenses. This is not allowed, and the UI updates itself after Control Hub synchronizes with the backend licensing mechanism.