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Assigning a Report Designer Licence

Lloyd Salmon
Updated
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This guide will take you through how to assign and remove Report Designer Licences users.

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For detailed guidance on this topic, and many others, check out Ciphr Academy

⚠ Important: To ensure access via SSO please log in to the Academy via your HR system first

Once logged in, you can access the videos here: Ciphr Academy – Bitesize videos

 

Contents

Overview

To create or modify any reports in HR, a user needs to be assigned a Report Designer Licence. The number of licences available is agreed as part of your HR subscription.

 

Assigning a Report Designer licence

  • To access the area to view/amend the number of licences in use/number of licences available for Report Designer, go to the following area:
    • Latest (left-hand) menu: System Configuration > Licensing
    • Pre-2025 (top) menu: System > Security > Licensing
  • Click on the Report Designers tab
  • The image below shows that 7 licences are currently in use, with 3 licences still available
  • If you have licences available in the grey (available) part of the bar you'll see an Add Report Designers button (it won't be visible if all licences are assigned and the bar is fully green)
  • Select Add Report Designers and search for the required name(s) using the search or filter options
  • Click on the required person(s) and the Add Report Designers button will appear at the bottom of the window
Tip: Hold down Ctrl when clicking names if you wish to add multiple licences in one go.
  • Click on the Add Report Designers button at the bottom, and then click Yes in the next pop-up to confirm
  • The user(s) now have a licence assigned and the number in the green bar section will increase, with the number in the grey section decreasing accordingly

 

To remove/reallocate a Report Designer licence

  • Licences can be allocated freely up to the number of available Licences. If you need to remove/reallocate a Report Designer Licence, one can be removed without restriction
  • If you need to remove a second licence then this will trigger a 30-day cooling off period so you will not be able to remove another licence beyond this, within that time

Note: When removing licences, ensure the person doesn’t have any reports checked out in Report Designer before you remove the licence, as they'll need to personally check them back in. 

If this is not possible please raise a support request for assistance.

  • Click the Remove button next to the user in the list, and then click Yes in the pop-up to confirm. Once done, this will increase the number above in the grey section of the header bar, and decrease the number in the green section to show there is an additional licence available
  • Where the cooling off period will be triggered then a message will advise of the end date of the period.
Note: Report Designer licence holders will need access to the following pages to be able to create reports: Reports, Report Designer, Subsets.

 

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