Search
Clear search
Close search
Google apps
Main menu
true

Assign, unassign, and reassign licenses

In some cases, Google automatically assigns a license for a service to every user in your entire organization. In other cases, you can manually assign licenses to your entire organization, an organizational unit, a group of users, or an individual user. You can also turn on the option to automatically assign licenses to users. 

You assign and manage licenses in 3 places in the Google Admin console:

  • The Billing page—Use to assign licenses to all users in your organization or an uploaded list of users or to set up automatic licensing
  • The Users page—Useful for assigning licenses to multiple users, but not all users in your organization
  • An individual user’s page—Good for managing a single user

Note: If you’re a Postini (Google Message Discovery) customer who transitioned to Google Vault, you can assign Vault Former Employee licenses instead.

Assign and unassign licenses

These steps are for assigning and unassigning user licenses. If you want to reduce your license count, see Reduce licenses instead.

Automatically assign a license to every user in your organization
  • You can assign a license to every user in your organization automatically from the Billing page or the license-management page.
  • If you have multiple Google services or multiple subscriptions of the same service, you can only turn on automatic licensing for one service or subscription.
  • If you choose to automatically assign licenses for a service to all users, you can’t unassign an individual user’s license.
  • If you have organizational units under your top-level organization, you can set automatic licensing options for specific organizational units.

Note:If you use Google Cloud Directory Sync, you must pick one way to automatically assign licenses—either the option in the Google Admin console described here or with Google Cloud Directory Sync.

Automatically assign a license to everyone from the Billing page

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Billing.

    The Billing page lists each service you've purchased, along with basic information about your subscription.

  3. For the service you want, to the left of the service name, click the Down arrow Down Arrow to expand the box.
  4. Click the Auto-licensing field and select ON for everyone.
  5. Click Save.

Automatically assign a license to everyone from the license-management page

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Billing.

    The Billing page lists each service you've purchased, along with basic information about your subscription.

  3. Next to the service you want to assign licenses for, click Actions and then Manage Licenses.
  4. On the Manage licenses tab, next to Automatic License assignment, check the auto-assign box.
  5. If you have multiple services, from the list below the box, choose a license option.
  6. At the bottom, click Save.

    If you turn on automatic license assignment, only the Manage licenses tab appears on the license-management page.

Manually assign and unassign licenses on the Billing page
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Billing.

    The Billing page lists each service you've purchased, along with basic information about your subscription.

  3. Next to the service you want to assign licenses for, click Actions and then Manage Licenses.
  4. If you want to assign a license to individual users in your account:
    1. On the Unassigned users tab, check the box next to each user you want to assign a license to.
    2. Click Assign, select the service you want to assign the license to, and click Assign License.

      The assigned users are moved to the Assigned users tab.

  5. If you want to assign licenses to an uploaded a list of users:
    1. On the Manage licenses tab, next to Assign bulk licenses to users, click Choose File.
    2. Select the user file and click Upload.

      The file should be in .csv format and contain the full email address of each user you want to assign a license to. Include one address per line.

    3. If you have multiple subscriptions of a service, select the subscription for which you want to apply the licenses.
    4. Click Upload.
  6. If you want to assign a license to each user in an organization:
    1. At the top of the Unassigned users tab, click Org.
    2. On the left, select the organization you want to assign licenses to. You can also search for an organization in the search field.

      The Org screen shows how many users in the organization do and don't have licenses.

    3. Click Assign, select the service you want to assign the license to, and click Assign License.

      If you have multiple subscriptions of a service and some of the users already have a license for a different subscription, you’ll be asked if you want to replace those users’ licenses with the new license or only assign a license to users who don’t already have one.

      Assigning licenses to an organization only gives users in that organization a license. Users in suborganizations aren’t assigned a license.

  7. If you want to unassign licenses:
    1. On the Assigned users tab, select or search for users (List view) or organization (Org view).
    2. Click Unassign.

      This unassigns the license and moves the user from the Assigned to the Unassigned tab.

Manually assign and unassign licenses on the Users page
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Users.
  3. Next to each user’s name that you want to assign or unassign, check the box.

    You might need to hover over a user’s profile image to see the box.

  4. In the top corner, click Manage licenses Manage licenses and then select Assign Licenses or Unassign Licenses.
  5. Select the service and then click Assign or Unassign.
Manually assign and unassign licenses on an individual user's page
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Users.
  3. Click the name of the user you want to manage.
  4. Click the user’s license section and then click Manage Licenses.
  5. Next to a service, check or uncheck the boxes to assign or unassign a license and click Save.

Reassign licenses

You can’t directly reassign a license for a Google service from one user to another. Instead, follow any of the procedures above to unassign the license from the original user and then assign it to the new user.

After you unassign a license, it might take up to 24 hours before you can reassign the license to a different user.

Related topics

Was this article helpful?
How can we improve it?
Sign in to your account

Get account-specific help by signing in with your G Suite account email address, or learn how to get started with G Suite.