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Appia® Knowledge Center

Add, renew, and assign licenses

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Licenses allow users in your agency or business to use all of the contract administration features of the Appia service. While your business only needs to have one Appia account, each user on that account needs their own license (other than Read Only and Reviewer roles).

To determine how many licenses you should purchase for your organization, see our guide to user roles and permissions.

To learn about purchasing, renewing, and assigning licenses, expand the sections below.

Any user in the business, including non-licensed roles, can purchase or renew licenses.

Only System Administrators can assign licenses to users.

Add licenses

If your team already uses the Appia service and needs more licenses, expand the sections below. If you are new to Appia, welcome! You can make your first-time purchase here.

Add new licenses to an existing license set
  1. Log into your Appia account.
  2. Navigate to the System Management option along the left column menu, then select My Business.
  3. In the top right corner, click Manage licenses and select Add to an existing license set from the dropdown.

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Add a new license set with a new expiration date
    1. Log into your Appia account.
    2. Navigate to the System Management option along the left column menu, then select My Business.
    3. In the top right corner, click Manage licenses and select New license set from the dropdown. This will create a new license set that will not be tied to an existing expiration date.
    4. Fill out your billing information. There is an option to purchase licenses on behalf of another organization. If so, select yes and fill out the required information. You may be asked to validate your billing address. Select the correct option and click Use matched address(es).
    5. Select a start date for your new licenses, how many total users you will have, and a duration between 12-36 months. With this information entered, the expiration date and subtotal will be displayed. When everything looks correct, select Continue.
    6. Select to pay with credit card or Purchase Order, agree to the terms and conditions, and continue to the Review screen.

Renew licenses

The service will let you know when it's time to renew.

Renew an existing license set
Things to note:
  • You can renew a license set for more or less than the original number of licenses in it.
  • License set expiration dates are available in groupings of 12-36 months.

To renew an existing license set:

    1. From the sidebar, go to SYSTEM MGT > MY BUSINESS > Users
    2. Click Manage licenses and then Renew a license set.
    3. Follow the on-screen prompts to renew the license set.

Assign licenses

Certain roles require a license, but an agency's licenses are not strictly tied to the particular user in that role.

In other words, you can move a user from an unlicensed role to a licensed one and back again as needed, or move a licensed user to a different license set with a different expiration date.

Move a user to a different license set

A user can be assigned any available license in any license set.

Moving a user from a Read Only or Reviewer role to any other role requires an available license.

Moving a licensed user from one license set to another can change the user's access expiration date without having to renew or extend the original license.

To change a user's role or license set:

  1. From the sidebar, go to SYSTEM MGT > MY BUSINESS > Users
  2. Find the user whose role or license set you want to change
  3. Click on the three dots to the far right of their name and then click Change role or Move to another license as needed. 

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Payment options and tax information

Licenses that you purchase or renew should be available by the end of the next business day.

Payment options

At checkout, you have two payment options:

  • Credit cards can be used to pay any amount.
  • Purchase orders or billing by invoice can be used only if your total is over $1,000.
    • To pay by PO/invoice, select "Purchase order" and provide either a purchase order number or type "Bill Me" in the "Purchase order number" field. Your order will then be processed and an invoice emailed to you within a week.

For additional help, see: payment and credit card information.

Tax information

Sales tax will be added where applicable.

Tax exempt agencies:

  • You may be charged sales tax at checkout.
  • If you paid with a credit card, the sales tax will be credited back to the credit card used.
  • If you paid by purchase order or invoice, the sales tax will not be included on the final invoice.