License (Gating)
A TFlow license is a usage right that a company (organization) purchases and then hands out to individual members. Even without a license you can view screens, but change actions such as editing, creating, approving, or deleting require a license.
💡 Who is this for? The company Master (top administrator) who needs to distribute paid-feature access to team members, plus regular members wondering "Why do I get a 'license required' message when I click Save/Approve?" Buying and selling the license count itself is covered in Subscription · Billing · Tokens; assigning those licenses to people is covered in this document.
ℹ️ Visibility condition — License gating is turned on and off with the operational setting
LICENSE_GATING_ENABLED(clientVITE_LICENSE_GATING_ENABLED), and it is OFF by default. In an environment where it is off, features work as usual without a license, and the blocking modal described below does not appear.
1. Concept — The organization buys, then assigns to people
- Purchase unit: Licenses are purchased at the company (organization) level. → Subscription · Billing · Tokens
- Who assigns: The company Master turns the license on for each individual member.
- Members without one: A member who has not been assigned a license can view content, but any change action they attempt is blocked.
ℹ️ In other words, "buying a license" and "assigning a license" are separate things. Even if a company bought 5 licenses, a person the Master has not assigned still has no change permission.
ℹ️ Default state for new sign-ups — Newly created accounts are not issued a license automatically (usage is mostly view-only). Start a free trial or pay for a subscription to obtain licenses. One seat is automatically assigned to the payer of a subscription and the person who starts a trial, so you can use editing features immediately after payment or trial start without a separate assignment step.
2. Features that require a license
The main features whose change actions require a license are as follows.
| Area | Actions that require a license (examples) |
|---|---|
| Documents | Editing in the document viewer/list, running AI analysis (analysis dropdown) |
| Calendar / Schedule | Creating or editing events |
| Tasks | Creating a task, changing its status |
| QT Quotes | Editing, approving, accepting a quote, and all other actions → QT Handshake |
| AI Analysis | Requesting analysis such as IRR or LEO |
| AI Chatbot (Lyra) | Chatbot actions that cause a change |
| Store seller sales | Viewing buyer identity (company, contact, email, phone) on received RFQs, changing status, assigning members, writing/sending quotations, viewing and replying to inquiries (1:1 chat), viewing chatbot conversation history → Seller guide |
| Daily AI tokens ✨ | Daily base tokens are granted only to license holders → Subscription · Billing · Tokens |
2-1. How far the check reaches — reading is free, changing needs a license
ℹ️ The server checks the license on change requests across a wide range of areas — projects, documents, calendar, tasks, categories, POs, email, shipping, customs, chat, friends, inquiries, departments, and more. Reading (viewing) is mostly free, and the moment you change something a license is required — that is the way to understand it.
2-2. The storefront exception
ℹ️ The storefront is an exception and stays open — store operations such as creating a store, registering products, and publishing, as well as buyer-side RFQ submission, adding to cart, and submitting inquiries (1:1 chat), work without a license. The paid point for the store is the seller's sales response: viewing buyer identity on received RFQs and quoting, viewing and replying to inquiries, and viewing chatbot conversation history. Without a license, buyer information appears 🔒 masked in the RFQ inbox and details, the inquiry box and chat history show a locked screen, and response actions lead to a subscription prompt.
3. When you have no license — the unified notice modal
If you attempt a change action without a license, a unified notice modal appears in the center of the screen (the same modal shows whether the server blocks the change request with a 403 or the client blocks it in advance).
| Situation | Notice |
|---|---|
| Individual has none (license.required) | "A license is required" — request a license assignment from the company Master |
| Company over-assigned (license.overCapacity) | More licenses are assigned than the company holds — a separate notice message is shown |
🖼️ Screen capture Unified "license required" modal — "A license is required" notice + guidance to Organization Management 📍
tflowx.com· Save locationimages/common/license-required-modal.png
4. Organization License Assignment (Organization > License Tab)
Entry: Top-right profile menu → Organization (tflowx.com/my/organization) → License tab
This is the screen where you turn a member's license on and off.
- If there is no subscription: "No subscription" is shown along with Go subscribe.
- Member card list: Each member has a card, and you assign or release a license with the license icon toggle on each card. Only the Master can edit, and the card of a member who holds a license is highlighted in the background.
- Capacity limit: Total assignable people = number of licenses held × users per license. If you try to assign beyond the limit, an over-assignment warning toast appears.
- KPI summary bar: The top of Organization Management shows a summary of held / assigned / capacity.
🖼️ Screen capture Organization > License tab — member cards + license toggle + top KPI summary bar (held/assigned/capacity) 📍
tflowx.com/my/organization· Save locationimages/common/org-license-tab.png
5. When reducing the license count — the reduction notice modal
If you try to reduce the license count to fewer than the number of people already assigned, the server blocks it (409) and shows a two-button modal.
- Change license users → Go to Organization > License tab and clean up the assignments first
- Confirm → Close the modal
In other words, you must follow the order "first reclaim licenses from people → then reduce the count."
🖼️ Screen capture License reduction two-button modal — Change license users / Confirm 📍
tflowx.com/my/subscription· Save locationimages/common/license-reduce-modal.png
ℹ️ For the refund / scheduled reduction rules that apply when you reduce the license count, see Subscription · Billing · Tokens — Refund Policy.
💡 Troubleshooting (FAQ)
Q. Viewing works, but when I click Save/Approve I get "A license is required." A. Your account has not been assigned a license yet. Ask the company Master to turn on a license for you in the Organization > License tab.
Q. I turned on a license, but I get an "over-assignment" warning. A. The number of people you are trying to assign has exceeded the licenses held × users per license (the capacity limit). You need to purchase more licenses or release another member's assignment to free up a slot.
Q. I'm trying to reduce the license count, but a modal blocks me. A. You cannot reduce it below the number of people currently assigned. Go to Change license users in the modal, reclaim the assignments first, and then reduce the count.
Q. In our environment there are no license restrictions at all.
A. You may be in an environment where license gating is off (LICENSE_GATING_ENABLED OFF, the default).Visibility condition In that case you can use the features regardless of license assignment.
Q. Where do I actually buy the license count itself? A. Purchasing licenses and changing their quantity is done in Subscription · Billing · Tokens; assigning the licenses you bought to people is done in the Organization > License tab covered in this document.