This article explains when a license is created, assigned, charged, reused, expired, or freed up. If you’re trying to understand how your license usage affects billing, this guide is for you.
When is a license created and assigned?
Licenses can be created and assigned at different times depending on what’s happening in your account.
- A license is created (but not yet assigned) when you purchase it — either as part of your plan or through the Add Licenses button.
- A license is automatically assigned when:
- You create an assessment for someone who doesn’t already have an active license
- A response is received for someone without an active license
- The person had a license before, but it has since expired, and no credit is available
When do you pay for a license?
Licenses are billed in arrears, which means you only pay for what you’ve used, and charges show up on your next billing date.
- If a license gets assigned and hasn’t been paid for yet, it will be included in your next monthly invoice.
- If the license was already purchased (e.g., as part of your base plan or a bulk top-up), it will be automatically assigned when needed — and won’t be invoiced again.
Tip: To avoid being billed later, you can pre-purchase licenses using the Add Licenses button.
When do you reuse a license vs. get a new one?
Licenses are tied to each person based on their email address. If someone has already been assessed in your organization using the same email, we’ll reuse their license, as long as it’s still valid.
You’ll reuse an existing license if:
- The person’s license hasn’t expired (i.e., it’s still within 12 months of when it was first used)
- All reassessments — and the feedback received — happen within that 12-month period
You’ll get a new license if:
- The person’s previous license has expired
- No license has ever been assigned to them
One license covers unlimited assessments for the same person (same email) for 12 months.
When does a license expire?
Each license is valid for 12 months from the date it’s first used, which means the date the first response is received for that person.
Once expired:
- The license can’t be reused
- It won’t appear in your Employee Licenses count on the Billing page