Assign Vault licenses

If your organization uses G Suite Enterprise, Business, Education, or Drive Enterprise edition, all of your users are fully licensed in Vault. If your organization transitioned from Postini to Vault, see Assign Vault Former Employee licenses instead.

If your organization uses G Suite Basic, each user whose data you want to search, hold, export, or retain in Google Vault must have a Vault license. As an administrator, you can assign Vault licenses in the Google Admin console to individual users or organizational units (partial-domain licensing) or to all users in a domain (full-domain licensing). To decide who needs a license, review the business and legal requirements for your organization.

Before you begin

  • In the Admin console, under Billing, if you do not see Google Vault, your organization still needs to buy Vault. You can assign licenses after you buy Vault. See Buy Google Vault.
  • If you use partial-domain licensing, you have a specific number of licenses available to assign to users or organizational units. That number cannot be exceeded, and you cannot auto-assign Vault licenses.

Assign Vault licenses

Assign licenses to everyone automatically

You can automatically assign Vault licenses to all users and any users you add later.

  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 Home page, go to Billing.
  3. Click Google Vault.
  4. Next to Auto-licensing, click the Down arrow Down Arrow and select On for everyone (Google Vault).
  5. Click Save.

Use a spreadsheet to assign licenses to everyone automatically

If you’re assigning licenses to a lot of users, you can create a CSV file with a list of the users.

  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 Home page, go to Billing.
  3. Click Google Vault.
  4. Next to Actions, click the Down arrow Down Arrow and select Manage Licenses.
  5. Click Choose File.
  6. Browse to and open the CSV file.
  7. 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. Make sure to include only one address per line.
  8. Click Upload again to confirm.

Assign licenses to individual users or organizational units

If you add new users to G Suite after you complete these steps, repeat the steps to assign Vault licenses to them. If you use all of your licenses, contact your account manager or reseller to increase your order.

  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 Home page, go to Billing.
  3. Click Google Vault.
  4. Next to Actions, click the Down arrow Down Arrow and select Manage Licenses.
  5. Uncheck the Auto-assign the following license to all currently unassigned users and users subsequently created box and, at the bottom, click Save.
  6. At the top, click Unassigned users.
  7. If you want to assign Vault to individual users:
    1. From the list or search results, check the box next to each user.
    2. At the top of the list, click Assign and select Google Vault.
    3. Click Assign License.
  8. If you want to assign Vault to all users in an organizational unit:
    1. At the top, click Org and select the organizational unit.
    2. At the top of the list, click Assign and select Google Vault.
    3. Click Assign License.

Unassign licenses from individual users or organizational units

Before unassigning any licenses, make sure that you understand the implications. For details, see Vault license FAQ.

  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 Home page, go to Billing.
  3. Click Google Vault.
  4. Next to Actions, click the Down arrow Down Arrow and select Manage Licenses.
  5. Click Assigned users.
  6. If you want to unassign Vault from individual users:
    1. From the list or search results, check the box next to each user.
    2. At the top of the list, click Unassign.
    3. Click Unassign Licenses.
  7. If you want to unassign Vault from all users in an organizational unit:
    1. At the top, click Org and select the organizational unit.
    2. At the top of the list, click Unassign.
    3. Click Unassign Licenses.
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