Managing Softbase Evolution Users for Licensing

Overview

This article explains how to manage your Softbase Evolution subscription by controlling user access and ensuring license compliance. By properly managing your users, you maintain control over who can access your company’s data in Softbase Evolution and clearly indicate to Softbase which individuals are licensed to use the system.

For a complete list of terms and conditions related to your use of Softbase Evolution, please refer to the Master Services Agreement (MSA) you signed at the time of purchase. If you need a copy of your MSA, please contact Softbase Sales.

Setup

In the User Page under the User Management Section you are able to Search, View and Maintain all users setup in Softbase Evolution.  

Understanding User Types and Licensing in Softbase Evolution

A User in Softbase Evolution is considered Active if the Active User checkbox is selected on their profile. Active Users consume a license and are allowed to log in to applicable Softbase products, including:

• Softbase Evolution Web App
• Softbase Service Mobile App
• Other integrated applications

User Type Definitions

The User Type field determines the level of access and which applications the user can log into:

Evolution User

Grants access to both the Softbase Evolution Web App and the Softbase Service Mobile App.

Access is controlled by roles and permissions assigned to the user.

Technician

Grants access to the Softbase Service Mobile App only.

These users are automatically assigned a default Technician role, which you can customize to control mobile functionality.

CRM

Grants access to the CRM section within the Softbase Evolution Web App only.

Ideal for sales or customer service reps who don't need full access to the system.

For our current pricing please refer to the below link on our website for details

Evolution Pricing

Additional Information on setting up Softbase Evolution Users you can use the below links;

Adding Full Access Users

Adding a New Technician

What’s the Difference Between a User and a License?

User

A user is an individual who has a profile set up in Softbase Evolution. This includes their name, email, assigned role, and other details. Users can be active or inactive.

License

A license represents a paid seat that allows a user to access Softbase Evolution or related applications (like the Mobile App or CRM).

Licenses in Evolution

Your Softbase Evolution environment is configured with a maximum number of active users based on your current monthly subscription. This limit ensures that the number of users marked as Active does not exceed the number of licenses you’ve purchased.

If you attempt to activate a user beyond your allowed limit, a message will appear preventing the change.

If you need to increase or decrease your user limit or have questions, please submit a ticket using the Help widget within Softbase Evolution.

Adjusting Your License Count

If you wish to increase or decrease the number of licenses on your Softbase Evolution subscription, you must contact the Softbase Sales Team directly.

License changes are not made automatically based on usage. We will only adjust your subscription upon receiving a clear request from your organization.

Monitoring Your Subscription

To view your current license usage and user details, go to:

User Management → User Billing

This report provides a clear breakdown of:

• Total users
• Active vs. billing users
• License utilization by user type (Full, CRM Only, Tech Only)