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Google Apps is now G Suite. Same service, new name. More about the name change.

Assign and manage product licenses

In some cases, Google automatically assigns a product license to the users in your organization. In other cases, you can manually assign licenses to you entire domain, an organization, a group of users, or an individual user, or you can turn on the option to automatically assign licenses to users. (Learn more about how user licensing works.)

Note: This article describes various processes for assigning and unassigning licenses. The steps for reducing licenses depend on the type of plan you have. If you’re on the Annual Plan, you can reduce licenses only when it’s time to renew your contract. If you’re on the Flexible Plan, the concept of reducing licenses doesn’t apply. Instead, you can delete users to reduce your monthly payment whenever you want.

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

  • The Billing page—To assign to a domain/organization or uploaded list of users, or to set up automatic licensing
  • The Users page—Useful if you want to see the list of all users
  • An individual user’s page—Good for managing a single user
Automatically assign a license to every user in your domain
If you use Google Cloud Directory Sync, you must pick one method for automatic licensing assignment: Either the auto-licensing option in the Google Admin console described here, or Google Cloud Directory Sync License Sync.
  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 product you've purchased, along with basic information about your subscription.

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

You can also assign a license to every user in your domain automatically 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 product you've purchased, along with basic information about your subscription.

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

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

If you turn on automatic licensing for your entire domain for a product, existing user licenses for the same product aren’t changed at any level (domain or organization). For example, if users in the domain (and any organization within the domain) have G Suite licenses, and you turn on automatic licensing for G Suite Business at the domain level, those users’ G Suite licenses remain the same. Any new users in the domain and organization receive G Suite Business licenses.

If you turn on automatic license assignment for your entire domain, you can turn it off for specific organizations or suborganizations. Similarly, if you have automatic licensing turned off for the domain as a whole, you can turn it on for individual organizations and suborganizations.

Assign and manage 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 product you've purchased, along with basic information about your subscription.

  3. Next to the product you want to assign licenses for, click , select Manage Licenses, and do one of the following options:
    • To assign a license to individual users in your account, go to step 4.
    • To assign licenses to an uploaded list of users, go to step 5.
    • To assign a license to each user in an organization, go to step 6.
    • To unassign licenses, go to step 7.
  4. (Optional) 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 product or service you want to assign the license to, and click Assign License.

      The assigned users are moved to the Assigned users tab.

  5. (Optional) 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 product versions, select the version for which you want to apply the licenses.
    4. Click Upload.
  6. (Optional) To assign a license to each user in an organization unit:
    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 product or service you want to assign the license to, and click Assign License.

      If you have multiple versions of a product and some of the users already have a license for a different version, 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. (Optional) 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 given license for the user and moves the user from the Assigned users tab to the Unassigned users tab.

Assign and manage licenses on the Users page

To assign or unassign user licenses:

  1. Sign in to the Google Admin console.
  2. Click Users.
  3. Check the box next to each user’s name that you want to assign or unassign.

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

  4. In the top corner, click Manage licenses, and then select Assign Licenses or Unassign Licenses.
  5. Select the product and then click Assign or Unassign.
Assign and manage licenses on an individual user's page

To manage a license for an individual user:

  1. Sign in to the Google Admin console.
  2. Click 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. Check or uncheck the boxes next to a product or service to assign or unassign a license as needed and click Save.
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