User licenses

User licenses are a perfect way to smartly manage costs. For example, if you only approve documents, but don’t create and send them, you can benefit from our Read-only user license. Or, if your HR team uploads PDFs but doesn’t create documents from scratch in PandaDoc, you can assign them the eSignature user license.

Reach out to your CSM or, if you don't know who your CSM is, to our Support team to learn how you can benefit from user licenses.

Types of user licenses:

• Standard: Can create documents via upload or within our native editor, with full document customization access.
• Custom licenses: 
  • Read-only: Can view, approve, and comment on documents. Cannot create or send documents.
  • eSignature: Can create documents via uploading a file (such as .pdf or .docx), and can also send documents. Can add fields on top.
  • Creator: Can create (from templates or from uploaded files), edit, and send documents. Users with this license are unable to create and edit templates and forms.
• Guest: Can access, view, and comment on documents shared with them. 

What is the difference between account roles and user licenses? 

One user can have different roles in different workspaces. Licenses, however, cannot be mixed across the account. For example, John Smith can be a Member in Workspace A and an Admin in Workspace B, but he is unable to have a Read-only license in Workspace A and a Standard license in Workspace B.

Think of user licenses in terms of document creation: a Read-only user license allows documents to be viewed only; an eSignature user license allows documents to be created via upload; and a Standard user license allows documents to be created via upload and within our native editor. Account roles define everything else, from which documents the user can access and whether they can connect integrations, to approving documents, inviting other users, and much more.

View licenses inside your account

If you need to get an overview of licenses in your account, select your profile image at the bottom left to access Settings and select Team and licenses and look at the top. You will find a breakdown of each license type, how many are activated, and how many you have remaining. Please note, this is how licenses are used across all workspaces in your account.   

If you simply need to see which user has which type of license, without needing to change anything, you can also go to Settings > Team and licenses, then view the License column on the right.

If you need to change a user’s license, jump ahead to this section.

Alternatively, you can view and manage your licenses under Settings > Billing.

Assign a license to a user 

If your PandaDoc account doesn’t have any user licenses, please contact your CSM or, if you don't know who your CSM is, our Support team.

Add a new user and assign a license to them

Select Invite people from the left navigation or go to Settings > Team and licenses and click Invite new users from there. Then, enter the new user’s email address, assign an account role, and assign a user license.

If you find yourself unable to assign a license after entering the email address, it indicates that the user might have already received an invitation to your account or they might have their own account with PandaDoc. To determine whether the user has already been invited, examine the list of team members in each workspace (if you manage multiple workspaces).

If you’re unable to find the user in your account but still can’t invite them, reach out to our Support team and we’ll help you out. 

Change a user’s license

If you have spare licenses, you can change an existing user’s license in the Team settings or in the Admin panel (if you're the Account Owner). 

Go to Settings > Team and change user license with the license dropdown. 

1. Alternately, go to Settings > Billing. Click on the Admin Panel icon in the top left corner, then select Users. 
2. Next, click on a user, then click on the license name on the right. 
3. Select another license, then click Save.

Are you out of licenses? Contact your Account Manager or, if you don't know who your Account Manager is, our Support team to learn how you can add more licenses to your account.